About the Role:

The Facility and Inventory Coordinator will ensure the smooth running of the clinic site and assist the clinic team by maintaining a fully stocked supply of materials required for clinical studies. Excellent communication and customer service skills are essential for the role, to ensure high service levels are maintained for multiple teams.  The Facility and Inventory Coordinator will report to the Operations Manager and is a full time, onsite role.

Key Responsibilities:

1.      Facility Management

·        Ensure that the facility is well maintained and is a safe environment for all employees.

·        Manage the housekeeping rota and maintain cleaning records

·        Participate in Health & Safety team

·        Responsible for upkeep of health and safety documents

·        Conduct Manual handling training and ergonomic assessments for all employees.

·        Assess the requirements for a study, and ensure that site facilities meet regulatory requirements e.g. temperature control, pest control, calibration of equipment

2.      Inventory Management

·        Management of Investigational Product: Receipt, Storage, Management, Quality Control, Return and Destruction

·        Management of Essential Documentation: Storage, Quality Control and Archival

·        Management of materials for the conduct of a study: Procurement, Storage, Stock Control, Removal/Archiving

·        Maintain Inventory Databases and storage maps

·        Continuous identification, reporting and reconciliation of gaps in Inventory procedures  

·        Manage Vendor Relationships and Service Level Agreements

·        Maintain Vendor list and coordinate annual review, including evaluating potential Vendors to achieve cost-effective arrangements 

·        Ensure adequate and ongoing supply of trial and office materials 

·        Liaise with Accounts Department to coordinate orders and invoice reconciliation 

·        Coordinate scheduled stocktakes 

3.      Study Support

·        Management of biological sample shipments

·        Ensure sufficient supply of materials for biological sample collection kits 

·        Clinic room set up in advance of study visits

·        Preparation of study packs for study team

·        Ensure research teams store trial documentation correctly 

·        Ensure timely archival of documents and materials during trial close-out 

·        Delivery of study product to participants when required.

·        Ensure coordination of timely calibration/maintenance/servicing of equipment 

4.      Process Improvement

·        Identify opportunities to improve systems and processes, across clinical study process

·        Coordinate and manage key process improvement/change projects

·        Integrate all processes and documentation into the Quality Management System.

·        Contribute to the development of a continuous improvement and innovation culture across the organization. 

Requirements:

·        1 to 3 years experience in a similar role

·        Knowledge of inventory management systems required.

·        Excellent organizational, interpersonal and communication skills.

·        Extensive experience with software packages, including MS Word, Excel and Outlook.

·        Must have a full, clean drivers license.

·        Must be able to work well under pressure.