Administrative Assistant (90244)

LSTM; Liverpool; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading research institution in Liverpool is seeking an organized Administrative Assistant to support operations in clinical research. The role involves diary management, assisting with financial administration and providing support to research teams. Candidates should have excellent organizational abilities and interpersonal skills, along with a minimum of 5 GCSEs including English Language. This position offers additional benefits including a pension scheme and discounts for staff at the University of Liverpool Sports Centre.

Benefits

Generous occupational pension schemes

Cycle to work scheme

Discounted staff membership to the University of Liverpool Sports Centre

Family friendly policies

Qualifications

• Experience of organizing meetings and taking minutes.
• Experience of working to and meeting deadlines.
• Excellent IT skills including use of Microsoft Office programs.

Responsibilities

• Provide high-quality administrative and financial support.
• Manage diary and bookings for the Outpatient Clinic.
• Assist in logistics and administrative support for research teams.

Skills

Excellent interpersonal skills

Planning and organizing

Experience with Microsoft Office

Problem-solving skills

Good Clinical Practice training

Education

5 GCSEs including English Language

Tools

OneFinance

Job description

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Administrative Assistant (90244), Liverpool

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Client:

LSTM

Location:

Liverpool, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Reference:

b0b25ff19fb0

Job Views:

5

Posted:

12.08.2025

Expiry Date:

26.09.2025

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Job Description:

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:

• 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