Administration Assistant

Liverpool School of Tropical Medicine; Liverpool; On-site; GBP 25,000 - 29,000; Part time

Job summary

A leading research institution in Liverpool seeks a proactive and detail-oriented Administration Assistant. The role supports the Clinical Diagnostic Parasitology Laboratory's operations through efficient administrative processes, including generating patient forms and auditing tasks. Ideal candidates will have strong organisational skills and experience in a healthcare environment. The position offers a part-time contract, 30 days annual leave, and additional benefits.

Benefits

30 days annual leave

Generous occupational pension schemes

Cycle to work scheme

Discounted staff membership to sports centre

Family friendly policies

Qualifications

• Experience of working in a medical/health care environment.
• Strong IT skills including word processing, spreadsheets and databases.
• Excellent record keeping skills.

Responsibilities

• Generating patient result forms by accurate transcription of data.
• Carrying out audits in compliance with ISO15189.
• Inputting data onto user invoices for all work carried out.

Skills

Microsoft Office applications

Data input software

Organisational skills

IT skills

Record keeping

Communication

Education

5 GCSE’s grade C or above or equivalent

Job description

Salary: £25,804 - £28,778 per annum pro rata
Part-time (0.8 FTE, 28 hours), permanent appointment

The Liverpool School of Tropical Medicine (LSTM) is one of the world’s leading institutions for research and teaching in tropical medicine and global health. Our Clinical Sciences Department plays a vital role in the delivery of diagnostic services, clinical trials, and translational research. Within this department, the Clinical Diagnostic Parasitology Laboratory (CDPL) provides a specialised diagnostic service focusing on parasitic infections, serving both national and international clients.

We are looking for a proactive and detail-oriented Administration Assistant to join the Clinical Diagnostic Parasitology Laboratory. This is a key role that supports the smooth running of the laboratory’s operations through efficient administrative processes and support.

Key Responsibilities

Generating patient result forms

• Accurate transcription of data onto current system to generate patient result forms.
• Maintain strict patient confidentiality and adhere to GDPR guidelines.
• Adhere to local procedures.

Auditing

• Adhere to audit schedule for the unit.
• Carry out audits in compliance with ISO15189.
• Generate audit reports, including objective evidence.
• Report non-conformities to senior team as they are detected.
• Update team on audits during regular staff meetings.

Finance

• Input data onto user invoices for all work carried out in the unit.
• Upload invoice data monthly to generate user invoices.
• Request data from users for finance account purposes.

General administrative tasks

• Daily postage.
• Filing of patient records.
• Secure scanning of results to be emailed to users.
• Photocopying as required.
• Communication with all levels of the team, recognizing when issues or enquiries need to be referred to a senior member of staff.
• Adhere to the quality management system.
• Adhere to standard ISO15189 by following procedures in place within the department.
• Participate in staff annual performance, development and review procedure.

Inter-laboratory comparison scheme coordinator

• Manage the administrative aspects of inter-laboratory schemes with peers.
• Liaise with peer sites regarding the schemes and scheduling.
• Summarise results once available and circulate to relevant individuals.
• Keep accurate and timely records of the schemes.

Ideal Candidate

• 5 GCSE’s grade C or above, or equivalent.
• Experience of using Microsoft office applications.
• Experience of using data input software.
• Well-developed organisational skills with the ability to prioritise own workload.
• Strong IT skills including word processing, spreadsheets and databases.
• Excellent record keeping skills, ability to maintain efficient systems for record keeping and workflow management.
• Experience of working in a medical/health care environment.

(For a full list of essential and desirable criteria please refer to the job description and person specification)

Benefits

• 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

To apply for the position please follow the apply link and upload your CV and covering letter. Due to the volume of applications, we may close our vacancies early. It is therefore advisable to apply as early as possible if you would like to be considered for a role.

Inclusion

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.