Senior Specialist in Facilities Operations

3 weeks ago

Oxford, Oxfordshire, United Kingdom Vertex Full time

Job Overview

General Summary:

The Senior Specialist in Facilities Operations will spearhead essential and potentially sensitive initiatives that demand a high level of professionalism, teamwork, and promptness. This position necessitates collaboration with all Operations leadership as well as other critical personnel across Corporate Communications, Human Resources, Finance, and Geographic Information Systems to ensure that the Operations model is consistently aligned with the needs of both internal and external customers, delivering ongoing value.

Key Responsibilities:

  • Oversee and manage all laboratory services initiatives, including the implementation of new processes and systems.
  • Support the evolution of and lead the continuous improvement strategy for Laboratory Services.
  • Facilitate the documentation of technical processes and justifications, ensuring that established procedures are followed and the team is properly trained.
  • Ensure compliance and auditing of the laboratory services team.
  • Oversee Lab Space Planning utilizing established Lean methodologies.
  • Act as the Project Coordinator for laboratory refurbishments, including equipment installation support and capital expenditure planning.
  • Collaborate with the Facilities Project Engineering Manager on lab-related projects and capital expenditure planning.
  • Maintain the laboratory services component of the Business Continuity Plan.
  • Supervise monitoring systems managed by Lab Services and assist with related upgrades (environmental, safety, and building management systems monitoring).
  • Maintain close communication with end-users, procurement, internal contractors, and vendors to manage laboratory instrument service contracts, repairs, and parts orders.
  • Optimize operational processes for daily services to enhance quality and customer satisfaction.
  • Participate in the evaluation and selection of potential vendors for tasks or projects.
  • Contribute to building and sustaining relationships with peers within and outside the organization to ensure robust cross-group collaboration and connection with Operations management.
  • Address and resolve online help desk requests within areas of responsibility.
  • Ensure that all risk assessments and Standard Operating Procedures in the area of responsibility are current and accurately reflect practices.
  • Keep all instrumentation documentation and metrics updated, including utilization dashboards.
  • Support Lab Services, Facilities Management, and Environmental Health and Safety teams with site projects and compliance matters.
  • Handle related administrative tasks and utilize software systems for orders, invoices, and asset databases.
  • Drive continuous improvement initiatives within the scope of responsibilities, focusing on efficiencies, cost savings, and sustainability efforts.
  • Provide support for broader Laboratory Services teams and cover for other Senior Technicians as necessary.
  • Engage in the development and management of departmental and capital budgets related to Facilities.
  • Establish effective partnerships and collaborate with business partners in HR, Finance, Legal, and Corporate Communications.
  • Stay informed about relevant local and federal regulations and disseminate information accordingly.
  • Perform other duties as assigned by the Laboratory Services Manager.

Knowledge and Skills:

This role requires exceptional communication with various departments and internal customers, along with a flexible approach as priorities may shift. The ideal candidate will possess prior knowledge of laboratory instrumentation maintenance, health and safety compliance, contract management, and experience in a dynamic laboratory environment. They will demonstrate:

  • A proven ability to manage multiple critical projects simultaneously.
  • A solid understanding of operational principles and practices.
  • Experience in mentoring new team members.
  • Expertise in budget development and cost control.
  • A motivated and assertive demeanor with outstanding customer service skills in the Pharmaceutical or Biotech sectors.
  • Experience in coordinating teams and leading cross-functional initiatives.
  • Strong communication skills across all levels, including senior management.
  • A good understanding of health, safety, and environmental regulations pertinent to the role.
  • Independent judgment to organize services and implement improvements.
  • Excellent organizational skills with the ability to meet deadlines efficiently.
  • Adaptability to assist other functions and gain buy-in from various groups.
  • Attention to detail and the ability to work under pressure.
  • Proficiency in Microsoft Office applications and relevant software systems.

Education and Experience:

  • A Bachelor's degree in a relevant field.
  • Typically requires proven experience in a similar role or equivalent combined education.

Preferred Education and Experience:

  • A background in Pharmaceutical Laboratory Services or the Biotech industry, or a degree in a related scientific discipline.
  • Experience in implementing and managing Lean Sigma and Continuous Improvement strategies within a laboratory context.
  • Familiarity with strategic planning and project execution methodologies.
  • Experience in Scientific Services provision and Asset Management processes.
  • Auditing experience.
  • Experience working in an accredited or regulated laboratory environment.
  • Knowledge of Environmental Health and Safety compliance.
  • Experience in contractor management.

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