Liverpool School of Tropical Medicine
Contracts, Systems and Administration Coordinator (maternity cover)
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Job ref: 92710
Directorate of Research Services
Part-time (0.6 FTE, 21 hours per week), Fixed-term appointment to 30th June 2027
Based in Liverpool (hybrid working available)
We are seeking a highly organised and proactive Contracts, Systems and Administrator Coordinator to join our Research Services Directorate on a maternity cover basis. This role provides essential operational support to the Research Contracts team, helping to ensure the efficient and effective delivery of research contracts, agreements and legal-related activities across the organisation.
The post holder will play a central role within the team, supporting contract coordination, systems management, and tracking processes. You will also contribute to the preparation of management information and, working closely with researchers and partners, assist in the review of routine research contracts and agreements using standard templates.
This is an exciting opportunity to contribute to a business-critical function in a supportive team within a dynamic and impactful research environment. You will gain valuable experience in research contracts and systems while supporting work that makes a global difference.
Key Accountabilities will include
Contract Support and Coordination
- Provide operational, technical and administrative support to the Research Contracts team, assisting with the preparation, formatting and quality assurance of contractual documentation and supporting the implementation of team procedures and guidance.
- Coordinate the progression of research contract requests, liaising with academic colleagues, external partners and professional services to ensure agreements are progressed efficiently and stakeholders are kept informed.
- Prepare routine contractual documentation using approved templates and guidance, escalating non-standard or complex matters to Research Contracts Officers or Associates as appropriate.
- Manage the Research Contracts team's shared mailbox, triaging enquiries, allocating work where appropriate and ensuring requests are responded to promptly and professionally.
- Maintain accurate contract records, tracking information and associated documentation within the research contract management system, ensuring information is complete, up to date and supports effective monitoring and reporting.
- Support contract risk management, audit and records management processes by maintaining relevant systems, monitoring required actions and ensuring appropriate documentation is available.
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Systems and Information Management
- Maintain and develop the team's electronic filing systems, document libraries, standard templates and guidance documents to support efficient and consistent contract management.
- Support the effective administration and continuous improvement of contract management systems and associated business processes, identifying opportunities to improve efficiency and data quality.
- Maintain departmental SharePoint, MS Teams, intranet and external web content, ensuring information is accurate, current and accessible.
- Produce, analyse and distribute routine management information, statistical reports and performance data to support operational management, planning and audit activity.
Team and Business Support
- Provide comprehensive administrative support to the Research Contracts team, including organising meetings, preparing agendas and papers, taking minutes, monitoring actions and maintaining team records.
- Coordinate travel, accommodation, purchasing and financial administration for the team, including purchase orders, invoices, purchasing card reconciliation and maintaining appropriate records.
- Act as a first point of contact for general enquiries, preparing correspondence, reports and communications, and undertaking general office administration to support the effective operation of the service.
- Contribute to the continuous improvement of Research Contracts systems, processes and customer service, working collaboratively across Research Services and the wider organisation.
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The Ideal Candidate Will Demonstrate
- Experience of working in a senior administrative role
- Experience of document management processes
- Experience of supporting travel arrangements, taking minutes and organising meetings and training events
- Experience of working to tight deadlines.
- Excellent administrative, organisational and time management skills with the ability to work to demanding deadlines
- Effective oral and written communication skills
(For a full list of essential and desirable criteria please refer to the job description and person specification)
Additional Benefits Of Joining LSTM
- Access to support for your career growth through a variety of internal and external learning and development opportunities
- Employee Assistance Platform offering a range of wellbeing initiatives and support, in addition to high-street discount offers
- 30 days annual leave, plus 8 UK bank holidays, in addition to 6 Christmas closure days
- Generous occupational pension schemes including USS (Universities Superannuation Scheme) and NHS pension schemes (subject to eligibility)
- Government backed “cycle to work” scheme
- Affiliated, discounted staff membership to the University of Liverpool Sports Centre
- A range of enhanced family friendly policies
Application Process:
To apply for this position please follow the apply link and upload your CV, complete our application form and attach a covering letter outlining your interest in the post, and how your skills and experience align.
Due to the volume of applications we receive, we may sometimes close our vacancies early. It is therefore advisable to apply as early as possible if you would like to be considered for a role.
Please click here to learn important information about applying for a position at LSTM.
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