Job Description
Full job description
Reference:
SEP2026XXXXXX
Expiry date:
17:59, Thu, 2nd Oct 2026
Location:
Liverpool
Salary:
£25,804.00 - £28,778.00 Per Annum
Benefits:
30 days annual leave, plus bank holidays, plus Christmas closure days
Duration:
Fixed-term appointment for 12 months
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 Support
Diary 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-day
Filing, 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 materials
Liaise with participants providing information consistent with the trial protocol recruitment process.
Transcribe screening results on electronic system.
Administration
Provide logistics and administrative support to diverse research teams, and collaborating partners
Provide updates and coordination of content for webpages
Providing a point of contact for queries, support and administrative advice
Support induction of new staff including purchasing of equipment and preparing desk spaces
Communicate important information to teams in an effective and respectful manner
Managing 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 Purchasing
Book 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 claims
Raise purchase orders and invoices on OneFinance
Process order forms and purchase requested items for the team
Liaise with Procurement to purchase services and supplies
Meeting Support and Co-ordination
Arrange internal and external meetings, assisting in the creation of agendas and circulating papers, including catering arrangements where required
Take accurate minutes for meetings
Follow up actions from meetings to ensure timely completion
Assist in the coordination of conferences and workshops as required under the guidance of senior members of staff
Coordinate the training activities and recording attendance
Supporting Research
Prepare documents such as leaflets, poster and publicity material with team members
Support 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 Language
Excellent planning, organising and administrative skills
Experience of organising meetings and taking minutes
Experience of working to and meeting deadlines
Excellent IT skills including use of Microsoft Office programs
Problem-solving skills with the ability to prioritise workload and competing priorities
Good 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 days
Generous occupational pension schemes
Government backed “cycle to work” scheme.
Affiliated, discounted staff membership to the University of Liverpool Sports Centre
A range of additional family friendly policies
Application Process:
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 ****** 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.
LSTM actively promotes Equal Opportunities and Safeguarding Policies
Reference:
SEP2026XXXXXX
Expiry date:
17:59, Thu, 2nd Oct 2026
Location:
Liverpool
Salary:
£25,804.00 - £28,778.00 Per Annum
Benefits:
30 days annual leave, plus bank holidays, plus Christmas closure days
Duration:
Fixed-term appointment for 12 months
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 Support
Diary 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-day
Filing, 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 materials
Liaise with participants providing information consistent with the trial protocol recruitment process.
Transcribe screening results on electronic system.
Administration
Provide logistics and administrative support to diverse research teams, and collaborating partners
Provide updates and coordination of content for webpages
Providing a point of contact for queries, support and administrative advice
Support induction of new staff including purchasing of equipment and preparing desk spaces
Communicate important information to teams in an effective and respectful manner
Managing 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 Purchasing
Book 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 claims
Raise purchase orders and invoices on OneFinance
Process order forms and purchase requested items for the team
Liaise with Procurement to purchase services and supplies
Meeting Support and Co-ordination
Arrange internal and external meetings, assisting in the creation of agendas and circulating papers, including catering arrangements where required
Take accurate minutes for meetings
Follow up actions from meetings to ensure timely completion
Assist in the coordination of conferences and workshops as required under the guidance of senior members of staff
Coordinate the training activities and recording attendance
Supporting Research
Prepare documents such as leaflets, poster and publicity material with team members
Support 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 Language
Excellent planning, organising and administrative skills
Experience of organising meetings and taking minutes
Experience of working to and meeting deadlines
Excellent IT skills including use of Microsoft Office programs
Problem-solving skills with the ability to prioritise workload and competing priorities
Good 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 days
Generous occupational pension schemes
Government backed “cycle to work” scheme.
Affiliated, discounted staff membership to the University of Liverpool Sports Centre
A range of additional family friendly policies
Application Process:
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 ****** 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.
LSTM actively promotes Equal Opportunities and Safeguarding Policies
💡 Quick Summary
Seeking a career-building opportunity? The Administrative Assistant (*0244) position is now open for candidates interested in the Health Jobs sector. This role in Liverpool offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Health Jobs is a plus.
