Administrative Assistant (90244)

Dyddiad hysbysebu:	11 Medi 2025
Cyflog:	£25,804.00 i £28,778.00 bob blwyddyn
Gwybodaeth ychwanegol am y cyflog:	25804 - 28778
Oriau:	Llawn Amser
Dyddiad cau:	02 Hydref 2025
Lleoliad:	Liverpool, L3 5QA
Cwmni:	Vacancy Filler
Math o swydd:	Cytundeb
Cyfeirnod swydd:	SEP20250828

Crynodeb

Full-Time, Fixed-term appointment for 12 months The Liverpool School of Tropical Medicine (LSTM) is seeking a proactive and highly organised Administrative Assistant to support the operations of our cutting-edge Human Challenge Facility, Liverpool Vaccine Group, and the RESPOST study.In this pivotal role, you will provide high-quality administrative and financial support to facilitate the successful delivery of research, clinical trials and study coordination. You will work across multiple teams, managing a range of tasks and ensuring efficient and smooth day-to-day operations. Key responsibilities will include: Outpatient Clinic SupportDiary management for the HCF Outpatient Clinic.Assist in the creation of participant document packs for upcoming visits.Prioritise and respond to high volumes of enquiries.Establish efficient office systems to support the smooth running of the office day-to-dayFiling, handling, and disposing of confidential information and recycling in accordance with LSTM policies.Organise participant information sessions for clinical trials, preparing relevant documentation and set up of materialsLiaise with participants providing information consistent with the trial protocol recruitment process.Transcribe screening results on electronic system. AdministrationProvide logistics and administrative support to diverse research teams, and collaborating partnersProvide updates and coordination of content for webpagesProviding a point of contact for queries, support and administrative adviceSupport induction of new staff including purchasing of equipment and preparing desk spacesCommunicate important information to teams in an effective and respectful mannerManaging day to day correspondence by e-mail; replying to enquiries and queries from stakeholders including study participants; GP practices, universities; and Hospitals.Support with training of new members of the team in administrative processes and procedures and in-house systems. Finance and PurchasingBook travel and accommodation, and make hospitality arrangements for staff and visitors booking flights and hotels; arranging VISA’s; travel assessments;Undertake financial administration, including processing and coding expense claimsRaise purchase orders and invoices on OneFinanceProcess order forms and purchase requested items for the teamLiaise with Procurement to purchase services and supplies Meeting Support and Co-ordinationArrange internal and external meetings, assisting in the creation of agendas and circulating papers, including catering arrangements where requiredTake accurate minutes for meetingsFollow up actions from meetings to ensure timely completionAssist in the coordination of conferences and workshops as required under the guidance of senior members of staffCoordinate the training activities and recording attendance Supporting ResearchPrepare documents such as leaflets, poster and publicity material with team membersSupport research filing (Trial Master File / Investigator Site File) e.g. chasing GCP certificates and CVs, printing documents and ensuring secure storage.When working on research-based tasks follow Good Clinical Practice (training provided)Facilitate study close-down and archiving Promote group activities on social media. Co-ordination of participant recruitment activities at external events (Fresher’s Fairs etc.). Ensure office supplies are stocked, and cleaning and maintenance issues are logged. The ideal candidate will have excellent interpersonal skills and the ability to work as an integral and flexible member of a fast-paced research environment. You will be able to demonstrate: 5 GCSEs at (or equivalent) including English LanguageExcellent planning, organising and administrative skills Experience of organising meetings and taking minutesExperience of working to and meeting deadlinesExcellent IT skills including use of Microsoft Office programsProblem-solving skills with the ability to prioritise workload and competing prioritiesGood Clinical Practice training (desirable) Experience of using finance systems such as OneFinance (desirable) (Please refer to the full job description and person specification) Additional benefits of joining LSTM: 30 days annual leave, plus bank holidays, plus Christmas closure daysGenerous occupational pension schemesGovernment backed “cycle to work” scheme.Affiliated, discounted staff membership to the University of Liverpool Sports CentreA range of additional family friendly policies Application Process: To apply for the position please follow the apply link and upload your CV and covering letter. Please Note: Due to the high volume of applications we receive, we may close our vacancies earlier than the advertised deadline. We also have an application cap of 100 submissions. Therefore, we strongly recommend applying as early as possible to ensure your application is considered. Inclusion is central to our values at LSTM. We seek to attract and recruit people who reflect the diversity across our communities, regardless of sexual orientation, gender identity, ethnicity, nationality, faith or belief, social background, age and disability. LSTM selects candidates based on skills, qualifications, and experience. We welcome conversations about flexible working; and applications from those returning to employment after a break from their careers. About LSTM Founded in 1898 and the oldest of its kind in the world, the Liverpool School of Tropical Medicine (LSTM) is an internationally recognised centre of excellence for teaching and research in tropical diseases. Through the creation of effective links with governments, NGOs, private organisations and global institutions and by responding to the health needs of communities, LSTM aims to promote improved health, particularly for people of the less developed/resource poorest countries in the tropics and sub-tropics. Look at some of the great work we have achieved over the past year by viewing our annual report: https://www.lstmed.ac.uk/about/annual-reports-and-financial-statements LSTM actively promotes Equal Opportunities and Safeguarding Policies