Lab Operations

**Position Description**

**Job Title**: Lab Operations - Document Management Associate
**Location**: Human Immunology Lab (HIL), London
**Reporting to**:Sr. Director Global Operations (IAVI)

**Position Summary**:
This Lab Operations - Document Management Associate provides high level administrative support including travel, meeting management, expense reporting, archiving, document management and a range of support and administrative procedures to complement the overall programmatic, scientific and technical work for the Human Immunology Laboratory QA and operations teams.

**Key Responsibilities**:

- General_
- Assist, and work closely with the Operations and QA Management teams (for both IAVI & IAVI’s partner organisation, Imperial College) in the day-to-day management and execution of related tasks and quality management related activities and responsibilities.
- Responsible for maintaining and overseeing archiving of both paper-based and electronic documentation (such as clinical trial data).
- Management of the offsite third-party archiving facility/provider.
- Contribute to the administration and management of clinical and research programmes, including budget control, financial reporting, and monitoring of research progress.
- Organise and ensure the smooth running of regular Committee meetings, teleconferences, and workshops for IAVI, Imperial College &/or investigator sites in the UK as well as overseas centres.
- As a member of a small team, the Archivist undertakes duties in an independent manner without the need for close supervision.
- Liaison_
- Serves as the first point-of-contact for the Operations and QA Management team, ensuring they are fully informed of all financial and administrative issues affecting the progress or performance of projects.
- Primary liaison with the other administrators at the HIL, IAVI, Imperial College and the Chelsea & Westminster Hospital NHS Trust to contribute to the overall success of the HIL.
- Laboratory Administration/ Document Controller _
- Assist with the administration and monitoring of the progress of research projects, ensuring potential problems are identified at an early stage and appropriate action is taken.
- Responsible for archiving all documents, files, & electronic/physical data.
- Manage the archiving schedule, including the management of documentation to/from the offsite archive facility.
- Collate project status information (financial, operational, technical) & present in a variety of formats, e.g., letters, briefing, progress reports to donors and investigators.
- Record and maintain project data and information.
- Contribute to the implementation and maintenance of administrative systems (LIMS, Document Management system) to be used by the Operational or QA team, as required.
- Committee servicing and travel_
- Arrange travel, accommodation, conference facilities and refreshments for HIL staff or visitors.
- Assist in drafting & distributing agendas and minuting regular Committees, Workshops, meetings and teleconferences.
- Financial and HR administration_
- Work closely with the HIL Leadership team (HLT) to co-ordinate the purchasing and invoicing of laboratory equipment and supplies, ensuring compliance with policies and procedures.
- Undertaking procurement research to ensure that the best value for money in both quality and cost can be achieved.
- Process expense claims/requests and submission of invoices (raising purchase orders, chasing payment, following up queries etc).
- Other_
- Undertaking any other reasonable duties as may be determined by the post-holder’s line manager
- To observe and comply with all IAVI & Imperial College policies and regulations, including (but not limited to); Confidentiality, Conflict of Interest, Business Continuity, Data Protection, Equal Opportunities, Ethics Related, External Interests, Financial Regulations, Health and Safety.

**Education and Work Experience**:

- A-level standard of education or a bachelor’s degree in administration or a related field,
- And/or vocational experience in financial, operational & project management and business administration.
- Experience of working in a publicly funded sector and management of budgets & spending is required.
- Working with large/complex organisations, handling budgets & supply chains is desirable.
- Experience of working in a regulated/accredited laboratory is desirable.

**Qualifications and Skills**:

- Excellent IT skills including proficiency in MS Office in particular Word, Excel, Visio and PowerPoint
- Experience in compliance with Good Documentation Practices required
- Knowledge/experience of document (electronic &/or physical) archiving and relevant legislation/considerations involved with this practice.
- Proven ability to prioritise, plan and manage a high volume of work to meet deadlines, both prescribed and self-imposed, and ensure that the operation runs in an efficient and timely manner is highly desirable.
- Ability to lead