Lab Administrative Archivist, Human Immunology Lab - London, United Kingdom - United Kingdom

United Kingdom
United Kingdom
Verified Company
London, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Position Description

Job Title:
Lab Administrative Archivist


Location:
Human Immunology Lab (HIL), London

Reporting to:
Snr Director Global Operations (IAVI)


Position Summary:


This Archivist 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 daytoday management and execution of related tasks and quality management related activities and responsibilities.
  • Responsible for maintaining and overseeing archiving of both paperbased and electronic documentation (such as clinical trial data).
  • Management of the offsite thirdparty 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 pointofcontact 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 coordinate 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 postholder'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:


  • Alevel 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 selfimposed, and ensure that the operation runs in an efficient and timely manner is highly desirable.
  • Ability to lead on & administer meetings with senior team members
  • Famil
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