About the Organisation
At Ingham Institute for Applied Medical Research ("Ingham Institute"), we are committed to inspiring better health and transforming the treatment and care of people living with the most prevalent medical conditions and diseases.
Our purpose is to make and apply discoveries that translate to radical improvement in health and health care for all.
Ingham Institute Values
* Imagination – we boldly challenge each other to think differently.
* Inclusion – we believe in and direct our efforts towards equity for all.
* Impact – we maximise our success by being relevant, focused, and responsive.
* Integrity – we operate with honesty and transparency in everything we do.
Our values act as a guide for our engagement with our colleagues, partners, stakeholders, and the communities we support.
About the role
We're seeking an experienced Administrative Assistant to support our Finance Manager and the Medical Oncology Clinical Trials Unit. In this key role, you'll help keep our operations running smoothly, ensuring our world‑class research team can continue driving breakthroughs in cancer treatment.
Based on-site at the Ingham Institute, Liverpool our Clinical Trials Unit runs oncology trials across all phases - with strong expertise in Phase I studies. With modern facilities, valued clinical partnerships, and a commitment to improving patient outcomes across NSW, our team plays a vital role in innovative cancer research.
This is a full-time (38 hours per week) role, offering an initial 12‑month contract (with possibility of extension subject to funding).
As an Administrative Assistant – Finance & Systems, you will be responsible for:
* Providing general administrative support to the Finance Manager and Medical Oncology Clinical Trials Unit.
* Tracking, processing, reconciling and filing accounts payable invoices, CTMS invoices, vendor payments, and ADI invoicing requests.
* Creating, monitoring and following up on CRA and Sponsor proformas and overdue invoices.
* Setting up new studies in the Clinical Trials Management System (CTMS) and maintaining accurate, up‑to‑date trial information across CTMS, Veeva and other databases.
* Running, reviewing and interpreting system reports (e.g. metrics, patient lists, expiring documentation) and managing data corrections and missing data.
* Reviewing Clinical Trial Agreements and Letters of Sundry, supporting financial reporting, forecasting and trial‑related operational activities.
* Coordinating the collection, filing, uploading and renewal of GCP‑required staff documents and department equipment documentation.
* Acting as the point of contact for tracking and escalating clinical trial systems issues.
* Supporting team operations including meeting organisation, training coordination, room bookings, minute‑taking, catering and preparation of materials.
* Maintaining updated department contact lists and ensure accurate administrative records.
About You
Essential Criteria:
* Demonstrated experience in an administrative or similar support role.
* Strong written, verbal and virtual communication skills, with the ability to tailor messaging for different audiences.
* Excellent organisational skills with strong attention to detail and the ability to collate and coordinate information effectively.
* Proficiency in Microsoft Office, including basic Excel skills.
* Proven problem‑solving skills, initiative and a solutions‑focused mindset.
* High level of professionalism and a positive, "can‑do" attitude.
* Ability to work both independently and collaboratively to support team goals.
* Personal alignment with Ingham Institute values.
Desirable criteria:
* Relevant tertiary qualifications with subsequent relevant experience or equivalent competence gained through any combination of education, training, and experience.
* Experience working with databases.
* Experience using Xero or MYOB.
* Experience using CTMS.
Please contact Hayley Paris (Talent Acquisition) at for a full copy of the Position Description.
What we offer
At the Ingham Institute, we are proud to offer a dynamic and supportive work environment that fosters professional development and work-life balance.
Some of the key benefits include:
* A competitive salary plus access to great salary packaging opportunities (up to $15,900 of general living expenses including rent, mortgage and credit card payments each year).
* A Meal Entertainment card (salary package up to $2,650 of dining out, hotel accommodation, venue hire and catering expenses each year).
* State-of-the-art research facilities and resources, close to major shops and public transport hub.
* Opportunities for ongoing training and career progression.
* A collaborative team culture.
How to apply
To be considered for this opportunity, all applications must be submitted via SEEK by 11:59pm Wednesday 25th February 2026 and are required to include:
* an up-to-date resume.
* a cover letter outlining your experience to date and your alignment with the essential criteria of the role.
To be eligible to apply for this position, applicants must have existing Australian work rights, and any offer of employment will be subject to a satisfactory National Police Check. The assessment seeks information only relevant to performing the inherent requirements of the job, it remains strictly confidential, and applicants will be informed of the result.
As a public health charity endorsed as a Deductible Gift Recipient, salary packaging opportunities are available to Institute employees.
Please note that only short-listed applicants who have included the correct application documents will be contacted directly.
We reserve the right to close this vacancy early if suitable candidates are found.