LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE
(University of London)
FACULTY OF INFECTIOUS AND TROPICAL DISEASES
CLINICAL RESEARCH DEPARTMENT
PROJECT ADMINISTRATOR (17.5 hours per week)
FURTHER PARTICULARS
1. ADVERTISEMENT
We are seeking to appoint an experienced Project Administrator to play a key role in
the Clinical Research Department. We are looking for someone with proven
administrative and organisational experience together with excellent numerical skills
and attention to detail.
This is a part-time position and available immediately to the end of July 2013 but may
be extended depending on funding. Salary is from £26,607 to £30,266 inclusive of
London Weighting (pro-rata). The successful candidate will be placed on the scales
according to skills and experience.
Applications should be made online via our website at jobs.lshtm.ac.uk. The closing
date is 20th December 2012 and the reference for this post is AG1. Online
applications will be accepted by the automated system until midnight of the closing
date. Any queries regarding the application process may be addressed to
jobs@lshtm.ac.uk.
The supporting statement section should set out how your qualifications, experience
and training meet each of the selection criteria. Please provide one or more
paragraphs addressing each criterion. The supporting statement is an essential part
of the selection process and thus a failure to provide this information will mean that
the application will not be considered. An answer to any of the criteria such as
“Please see attached CV” will not be considered acceptable.
Please note that if you are shortlisted and are unable to attend on the interview date
it may not be possible to offer you an alternative date.
The London School of Hygiene & Tropical Medicine is committed to being an
equal opportunities employer
2. GENERAL INFORMATION
The London School of Hygiene & Tropical Medicine
The London School of Hygiene & Tropical Medicine is one of Europe’s leading
schools of Public Health and a leading postgraduate institution worldwide for
research and postgraduate education in global health.
Part of the University of London, the London School is the largest institution of its
kind in Europe with a remarkable depth and breadth of expertise encompassing
many disciplines. The School was ranked one of the top 3 research institutions in the
country in the Times Higher Education’s 'table of excellence', which is based on the
2008 Research Assessment Exercise (RAE). In 2009, the School became the first
UK institution to win the Gates Award for Global Health.
The School’s environment is a rich multicultural one: there are almost 4000 students
from 100+ countries following 22 taught masters courses delivered either in London
(~650) or through distance learning (~2700), and undertaking research degree
training (~400). Over 40% of these students are from non-European countries. The
largest growth has been in distance learning students (>40% over 3 years), though
the London-based student population (where accommodation limits growth) is at its
highest level ever. Alumni are working in more than 180 countries. The School has
about 1500 staff drawn from over 60 nationalities.
There are research collaborations with over 100 countries throughout the world,
utilizing our critical mass of multidisciplinary expertise which includes clinicians,
epidemiologists, statisticians, social scientists, economists, molecular biologists,
immunologists, ophthalmologists, anthropologists, virologists, pharmacologists and
nutritionists. At any one time around 100 School staff are based overseas,
particularly in Africa and Asia. We have a strong commitment to partnership with
institutions in low and middle income countries to support the development of
teaching and research capacity.
The School has expanded greatly in recent years. Its research funding now exceeds
£67M per annum, much of it from highly competitive national and international
sources. The commitment of staff to methodological rigour, innovative thinking and
policy relevance will ensure that the School continues to occupy a leadership position
in national and global health, adapting quickly to new challenges and opportunities.
Mission
To improve health and health equity in the UK and worldwide; working in partnership
to achieve excellence in public and global health research, education and translation
of knowledge into policy and practice.
Faculty of Infectious and Tropical Diseases
The Faculty of Infectious and Tropical Diseases encompasses all of the laboratorybased research in the School as well as that on the clinical and epidemiological
aspects of infectious and tropical diseases. It is headed by Simon Croft, who is
Professor of Parasitology. The range of disciplines represented in the faculty is very
broad and inter-disciplinary research is a feature of much of our activity. The
spectrum of diseases studied is wide and there are major research groups with a
focus on malaria, tuberculosis, HIV/AIDS and other sexually transmitted diseases,
vaccine development and evaluation, and vector biology and disease control. The
Faculty is organised into four large research departments comprising: Pathogen
Molecular Biology, Immunology and Infection, Disease Control, and Clinical
Research. There is close interaction between scientists in different research teams.
The Faculty has strong overseas links, which provide a basis for field studies and
international collaborations in developed and developing countries. The teaching
programme includes MSc courses, taught in-house and by distance learning, which
are modular in structure, a variety of short-courses and an active doctoral
programme (PhD and DrPH).
Department of Clinical Research (Head: Prof Alison Grant)
The Department of Clinical Research addresses infectious diseases of major public
health importance in developing countries. Activities include trials of new therapies,
vaccines and educational interventions; the development of new diagnostic tests;
studies to elucidate the immunological and molecular correlates of pathogenesis and
protective immunity, and to identify genetic polymorphisms conferring protection or
susceptibility to infectious diseases; health services research which aims to identify
the most efficient and cost-effective way to deliver health care; and health policy
analysis. In addition to our many overseas collaborations, we have close links with
the Hospital for Tropical Diseases, in purpose-built accommodation on the main UCL
Hospital campus, five minutes walk from the School. The Wellcome Trust
Bloomsbury Centre for Clinical Tropical Medicine is based in the Department, and
supports Clinical Fellows at all levels, most of whom are based overseas.
The Department’s main research interests include HIV and related infections; in
particular, the interaction between HIV infection and tuberculosis, and other sexually
transmitted diseases; malaria; trachoma; leprosy; diagnostic tests for resource limited
settings; eye health; disability; and travel medicine.
Teaching
The School offers 22 one year full-time taught courses leading to the Master of
Science (MSc) degree of the University of London and the Diploma of the London
School of Hygiene and Tropical Medicine (DLSHTM). The Faculty of Infectious and
Tropical Diseases runs or contributes substantially to ten of these courses and the
“Immunology of Infectious Diseases” course is run from within the Department of
Immunology and Infection. In addition, the Faculty is responsible for the three-month
Diploma in Tropical Medicine and Hygiene (DTM&H) and offers a range of specialist
short courses lasting usually one or two weeks. Three MSc courses are also offered
by Distance-based Learning, including one on Infectious Diseases.
Research Training
The School offers two doctoral training programmes. The MPhil/PhD degrees are
designed for those who wish to go on to a full time research career. The DrPH is
directed towards those who expect their careers to be more in the practice of public
health.
3.
JOB DESCRIPTION
Post:
Project Administrator (0.5fte)
Grade:
Grade 4
Responsible to:
Departmental Administrator
Department:
Clinical Research
Duration:
to 31 July 2013
(the post may be extended depending on funding)
The post will be based in the Department of Clinical Research.
The post holder will be responsible for providing proactive administrative and
financial coordination to the researchers in London and at a number of overseas
locations
Detailed responsibilities will include:
Financial management
 Drafting and re-profiling of budgets.
 Providing costs for budgets, such as staff salaries and overheads
 Drafting budget justifications for budget requests, re-profiles, uplifts and
extensions
 Monitoring expenditure against budgets and forecasting future expenditure
 Preparing detailed quarterly financial reports for submission to funding
organisations in conjunction with the Research Operations Office
 Collating and submitting evidence of expenditure, such as copies of invoices
and receipts, to funding organisations
 Arranging the transfer of payments to collaborators
 Understanding and adhering to the Financial Regulations of LSHTM and
funding organisations
Research grants administration
 Preparing and collating material for grant applications, ensuring that
applications are submitted according to the regulations of the funding
organisation
 Liaising with the LSHTM Research Operations Office regarding expenditure
and financial reporting
 Reviewing and drafting sub-contracts between LSHTM and partner
organisations, in liaison with the LSHTM Research Operations Office
Liaison/networking
 Developing and maintaining good working relationships with funding
organisations, liaising on financial, contractual and administrative issues
 Developing and maintaining good working relationships with collaborating
institutions
 If required, undertaking periodic visits to overseas sites to attend meetings
and workshops
 Acting as a point of contact for collaborators, funding organisations, visitors,
staff and students
Administration
 Coordination of, and participation in, conference calls
 Drafting agendas, supporting papers and minutes for conference calls and
other meetings, ensuring action points are followed up
 Arranging trial implementation meetings and workshops, and tele- or videoconference calls, including room booking, catering and logistics
 Providing administrative and logistical support to research teams based in
London and overseas locations, including organising travel, visas and the
reimbursement of expenses
 Obtaining quotes from suppliers, processing orders and coordinating
shipment of equipment, laboratory consumables and other supplies to a
number of overseas locations, including liaison with freight, procurement and
courier companies
 Finding academic articles online on behalf of overseas and senior academic
staff
 Faxing, photocopying and digital scanning of documents
Communication
 Responding to requests from the LSHTM Press Office and other sources
regarding press and other enquires
 Contributing to drafting written materials such as reports and documentation
relating to the trial
Personnel
 Assisting in the recruitment process for new staff members including drafting
job descriptions and job evaluations and arranging interviews
 Conducting the induction and training of new staff or temporary administrative
staff within the department
 Providing information to staff based overseas regarding LSHTM personnel
and financial procedures
 Monitoring matters relating to staffing, such as change of funding forms and
staff contract extensions
Departmental and Faculty
 Attendance at Departmental and Faculty meetings
 Providing holiday cover for other administrative staff
 Responding to requests from the Departmental and Faculty Administrators on
administrative matters
 Undertaking other duties related to the post as requested by the line manager
 Adhering to Faculty and School policy and procedures at all times
4.
PERSON SPECIFICATION
Essential and desirable qualifications and skills for this post are as follows. It is
recognised that candidates may not fulfil all of the desirable requirements.
Essential requirements
 Proven administrative and organisational experience
 Proven financial management experience including drafting and monitoring
budgets and preparing financial reports
 Proficient in using Microsoft Office packages including Word and Excel

Proven ability to assess priorities, manage a busy workload and meet
deadlines
 Excellent written and oral communication skills in English
 A high level of accuracy and attention to detail
 Experience in providing administrative support for meetings/committees
 Excellent interpersonal skills, including an ability to work with individuals from
different backgrounds and cultures
Desirable requirements
 Relevant professional qualifications
 Experience of drafting agendas and minutes
 Experience of working in an academic research environment
5.
SALARY AND CONDITIONS OF APPOINTMENT
The post is funded to the end of July 2013 and is available immediately. Salary is on
the Professional Support Pathway Salary scale from £26,607 to £30,266 incl. (prorata for 17.5 hours per week). Annual leave entitlement is 30 working days per year
for all staff (pro-rata for part-time staff). In addition to this there are 6 fixed-date
"Director's Days".
6.
APPLICATIONS
Applications should be made online via our website at http://jobs.lshtm.ac.uk The
reference for this post is AG1. Applications should also include the names and email
contacts of 2 referees who can be contacted immediately if shortlisted. Any queries
regarding the application process may be addressed to jobs@lshtm.ac.uk. Closing
date for the receipt of applications is 20th December 2012.
The London School of Hygiene & Tropical Medicine is committed to being an equal
opportunities employer