Operations Coordinator; Laboratory - Wits VIDA Job Soweto area,South Africa,Administrative/Clerical

Position: Operations Coordinator (Laboratory - Wits VIDA)
Background:

The Vaccines and Infectious Diseases Analytics (VIDA) Research Unit of the University of the Witwatersrand, formerly RMPRU (Respiratory and Meningeal Pathogens Research Unit) has for over 20 years conducted numerous studies to assess the burden of and prevent vaccine-preventable diseases (VPD)
Current studies and projects include infant rotavirus and BCG trials

Main purpose of the job:

Assist Wits VIDA laboratory management and staff to ensure optimal operational functionality and ISO/IEC 17025, GCP, GCLP, compliance
This includes but is not limited to coordinating, supporting and driving daily operational activities within the laboratory as well as the completion of general administrative duties

Location:

VIDA - Chris Hani Baragwanath Academic Hospital

Key performance areas:

Facility, equipment management:
Evaluate and track daily operational requirements in the laboratory by doing a walk through every morning, placing of needed stock, noting issues and reporting / follow up as needed
Ensure preventive maintenance and certification programs are carried out as per schedule in compliance to GCLP, to minimise interruptions and monitor post repair performance
Notification and reminders to service providers & staff on timelines and preparation requirements
Maintaining accurate recordkeeping (electronic as well as hardcopy) of equipment inventory control, labelling, downtime, service, calibration and repairs
Drive asset verification processes
Review and verification of all external reports received
Daily review of the General Assistants’ cleaning duties/schedules/completed records to ensure that the laboratory and offices are appropriately clean
Report any issues to the relevant manager
Log challenges and follow up with maintenance teams on completion of tasks with feedback to management
Staff Operational Support:
Compliance to WHC, Wits and or VIDA processes for staff onboarding/termination, procurement, access control, addition or removal from biometrics, updating email alias groups
Complete staff orientation
Track validity of all staff documents such as GCP, HPCSA, IATA for all relevant laboratory staff
Arrange for renewal or retaining and/or alert relevant person that an update is due
Distribute any updates to regulatory team
Schedule required meetings, manage laboratory boardroom bookings, prepare attendance records, keeping minutes of meetings
Maintain a tracker of issues and follow up on resolutions
Disseminate action items to responsible parties after each meeting and distribute the reviewed and approved meeting minutes before the next meeting
Update and maintain up to date staff/signature lists and relevant organogram
Health and Safety:
Participate in OHAS meetings and support the volunteers in communication with the VIDA Operations Manager
Review and management of OHS-related equipment together with relevant OHS staff
Assist with OHS inspections and risk assessments to identify hazards and non-compliance
Manage and track laboratory OHS incidents with the relevant follow-up and submission of incidents/flash reports
General Administration:
Filing all appropriate reports and records in labelled files and maintaining an accurate file tracker including files needed per study
Assist with administrative tasks in terms of laboratory operations including adequate tracking and maintenance of site SOPs and training records
Assist with the drafting of SOPs as required
Tracking and distribution of all Imonnit phones, airtime and data with the submission of call logs
Customer Service:
Have excellent communication, organisational skills and maintain coordination in activities between internal as well as external stakeholders
Keep an open line of communication within the laboratory team and distribute updated laboratory information to the relevant individuals
Prepare for and support any onsite visitor/service provider while onsite, including but not limited to - the arrangement of transport, parking, seating, refreshments, and accompanied access to the areas of the laboratory in question

Required minimum education and training:

Matric/Grade 12
Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
Valid…