Job Description
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).
Assist, as required, with the recruitment process at the HIL. To include collation of applications, sending interview invitations, minuting interviews, coordinating Honorary Contracts and other relevant documentation for IAVI and/or Imperial College staff and visitors.
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
Understanding of funding (grant) application process is required
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 on & administer meetings with senior team members
Familiar with international travel requirements (travel booking, VISA’s etc.) required.
Knowledge of GxP & HTA laboratory requirements is desirable.
Organizational Overview:
IAVI is a nonprofit scientific research organization dedicated to addressing urgent, unmet global health challenges including HIV and tuberculosis. Our mission is to translate scientific discoveries into affordable, globally accessible public health solutions. Through scientific and clinical research in Africa, India, Europe, and the U.S., IAVI is pioneering the development of biomedical innovations designed for broad global access. We develop vaccines and antibodies in and for the developing world and seek to accelerate their introduction in low-income countries. IAVI programs and partnerships are grounded in the regions of the world where the disease burden is the greatest, and our approach emphasizes sustainability. Our network of clinical research center partners in Africa and India helps strengthen in-country research capacity and supports the training and education of the next generation of scientists. The global impact of our science includes fundamental contributions to understanding the biology of HIV infection, which IAVI and others are applying toward advancing vaccine science and immunology. IAVI accelerates scientific discovery and development by fostering unique collaborations among academia, industry, local communities, governments, and funders to explore new and better ways to address public health threats that disproportionately affect people living in poverty. Our global reach, including a clinical research network in five countries in sub-Saharan Africa and in India, has allowed us to make fundamental contributions to understanding the epidemiology, transmission, virology, and immunology of HIV. This work played a key role in facilitating the design of promising HIV vaccine candidates, as well as the discovery of broadly neutralizing antibodies that are now being advanced as promising approaches for HIV prevention. Our integrated capabilities in vaccine and antibody discovery, development, and clinical research take advantage of bio-pharmaceutical industry expertise to accelerate the development and testing of prevention methods for HIV and other diseases. Through the Product Development Center, we support external researchers with technical and scientific expertise to accelerate the development of their own products.
About the HIL:
IAVI’s Human Immunology Laboratory (HIL) based at Imperial College London’s Chelsea and Westminster Hospital campus was founded in 2001 and funded primarily by IAVI. The HIL serves as the clinical immunology hub for the IAVI’s vaccine development partnerships. As an accredited Good Clinical Laboratory Practice (GCLP) laboratory with expertise in developing and conducting immunology assays for research and clinical trials, the HIL specializes in the analysis of immune responses as part of vaccine development partnerships. The HIL applies expertise toward the development of safe and effective vaccines against a range of diseases including HIV/AIDS, Lassa, Ebola, malaria, and tuberculosis. The HIL is also a central repository for clinical samples collected and received from clinical research centers worldwide, in support of IAVI clinical trials and epidemiology studies.
Disclaimer: Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship. IAVI is an equal opportunity employer and applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
IAVI IS AN EQUAL OPPORTUNITY EMPLOYER actively committed to fostering a diverse and inclusive global organization. IAVI believes that diversity and inclusion among our teammates is critical, and we seek to recruit, d