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Orthopaedics, Rheumatology and Musculoskeletal Sciences, Nuffield Department of (NDORMS)
Job Description _________________________________________________________________________ Summary Job title OTMC Biobank Administrator Division Medical Sciences Division Department Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences Location Botnar Research Centre, Windmill Road, Oxford, OX3 7LD Grade and salary Grade 6: £32,332-£38,205 per annum Hours Full time Contract type Fixed-term (2 years) Reporting to Prof Anjan Thakurta with oversight by Richard Brouwer, Clinical Research Manager Vacancy reference 171775 Additional information The postholder will be expected and supported to apply for and hold an NHS Honorary contract. Overview Oxford Translational Myeloma Centre (OTMC), NDORMS, is based at the Botnar Institute and is dedicated to advancing personalized care in Multiple Myeloma and related plasma cell dyscrasias towards achieving better patient outcome and cure. OTMCbio is a new Biobanking protocol, whose purpose is to collect and store samples from patients, and support the translational programs of OTMC. Patients will be recruited from NHS tissue collection centres nationwide. These samples will be made available for high quality research to improve our understanding of myeloma, pre-myeloma or normal bone marrow in health and disease to improve patient outcomes through better use of existing therapy and discovery of new therapies by supporting research programmes into myeloma and related plasma cell dyscrasias. The role Providing day-to-day management and administration, you will oversee and coordinate the administrative and laboratory activities involved in OTMC Biobank. The role will be key to the success of the biobank and requires excellent communication, organisational and planning skills. You will be a member of the Biobank Governance Committee which consist of the Chief Investigator (Professor Anjan Thankurta), Oxford-based Clinical Haematologists, an external clinical Haematologist and lay representative. The Governance Committee will have oversight of the running of the Biobank. You will be expected to prepare any regulatory submissions, liaise with our Tissue Collection Centres on a day-today basis and to organise Governance meetings to ensure compliance with quality measures and established standard operating protocols, in accordance with policies of the sponsors of the Biobank. You will also organise regular outreach meetings to ensure effective communication of progress to key stakeholders, and to monitor performance of Tissue Collection Centres. You will work with local investigators at Tissue Collection Centres and report to the OTMC Clinical Research Manager. You will be the central point of contact for researchers applying to the Biobank for access to patient samples and data. You will maintain systems and processes that ensure high standards are maintained and that the core purpose of the Biobank is met. There is an expectation that you will work closely with other members of the Governance Committee and will actively contribute to the development and improvement of the Biobank in the future. You will additionally be required to optimise and maintain laboratory sample processing SOPs, and provide intermittent laboratory cover with the processing and cryo-preservation of bone marrow, peripheral blood samples and tissue biopsy samples from patients, to be stored within the Biobank. You will also oversee QC checks on material that has been processed and stored. Therefore, previous laboratory experience is highly desirable. Responsibilities Biobank Operations • Provide day-to-day management and administration of the OTMC Biobank. • Prepare and submit amendments and annual reports to the Research Ethics Committee. • Ensure that Biobank operations are in accordance with SOPs and all regulatory and research governance requirements (including the Human Tissue Act). This includes quality control and maintenance of the Biobank’s documentation, and investigations of deviations in practice, which should be reported via the University’s iPassport QMS system and to the Biobank Governance Committee as appropriate. • Ensure the material stored in the biobank is of adequate quality and meets prespecified descriptions; work with governance committee to implement laboratory-based quality control methods to maintain banking standards. • Provide advice and support to other staff members with regard to Biobank and research governance and conduct. • Maintain strong relationships and good communication with other key personnel in the Biobank. • Co-ordinate data collection and storage with Tissue Collection Centres and manage the biobank RedCap database. • Communicate with relevant parties including external collaborators with matters relevant to the Biobank including outreach activity and monitoring visits of Tissue Collection Centres. • Assist the Clinical Research Manager and Chief Investigator in ensuring that the Biobank operates with agreed budgets in conjunction with the Biobank Governance Committee, including maintaining spreadsheets of expenses, raising purchase orders, and ensuring payment of invoices. Biobank Admin_JD.docx 2 • In conjunction with the Biobank Governance Committee and University Research Services ensure appropriate contracts are in place for the conduct of the work with external parties. • Maintain knowledge of Biobank governance issues and an understanding of national and local policies. Performance Management and Service Development • Organise and attend the Governance Committee meetings. • Organise regular update meetings with relevant stakeholders including Tissue Collection Centres and Researchers. • Assist the Governance Committee members with the preparation of reports and manuscripts to share progress with funders, collaborators and wider public. • With support from the Governance Committee, assist with the development and implementation of operational and strategic policy for the Biobank. • In consultation with the Governance Committee, take the lead in the development of standard operational procedures (SOPs) for the Biobank, and assist in implementation of new amendments. • Assist in gaining regulatory and ethical approval for future protocol amendments. • Assist with recruitment, training and supervision of Biobank staff members as appropriate. Sample handling • • • • Check and record the identity and quality of samples on receipt and throughout the process to long-term storage. Enter data into the tissue bank database. Process and store fresh human bone marrow and blood samples by cryo-preservation: this includes mononuclear cell preparations, cell population enrichment (e.g. using antibody microbeads), and appropriate sample storage in liquid nitrogen tanks. Further processing such as DNA and RNA extraction, and banking of fresh biopsy samples using a separate protocol may also be required. Monitor quality in tissue handling to ensure optimum sample viability. Be aware of the hazards of the work (microbiological, physical and chemical) at all times through reading of the health and safety information provided. Apply appropriate control measures according to policy and procedure and report any accidents or potential incidents. Personal Education, Training and Development • • • Keep up-to-date with departmental, NHS, HTA policies of managing the Biobank to ensure timely effective implementation of changes. Attend relevant courses, meetings and conferences. Contribute to the development and improvement of the Biobank. Selection criteria Essential selection criteria • First degree in Healthcare/ Management/ Science-related subject or relevant equivalent experience. • Knowledge of Biobanking and experience in co-ordinating activities of a Biobank or similar research studies/ clinical trials. • A good understanding of regulations related to Biobanking and data management. • Previous experience of working in a laboratory environment. • The ability to work independently and as part of a team, to organise, plan and manage a wide range of tasks. • Ability to travel to Tissue Collection Centres within the UK. Biobank Admin_JD.docx 3 • Excellent IT skills, including intermediate/ advanced knowledge of MS Office applications e.g. Excel, Access, Word, Power Point. • Demonstrate effective organisational and problem-solving skills. • Flexibility to prioritise and manage multiple demands whilst working to changing priorities and tight deadlines. • Excellent interpersonal and communication skills including ability to write SOPs and reports as required. • Experience of Research Ethics Committee (REC) processes. • Current working knowledge of Data Protection Act (1998), ICH GCP, GCLP, Research Governance, Human Tissue Act (2004) and other key regulatory areas and ethical frameworks. Desirable selection criteria • Postgraduate level qualification. • Experience of management of large-scale Biobanks, research studies or clinical trial. • Hands-on experience of tissue bank techniques and the use of SOPs within a laboratory. • Basic understanding of ultra-low temperature storage facilities. • Experience of negotiating with external suppliers. • Experience in audits and inspections. . Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks Hazard-specific / Safety-critical duties This job includes hazards or safety-critical activities. If you are offered the post, you will be asked to complete a health questionnaire which will be assessed by our Occupational Health Service, and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows: • Working with blood, human products and human tissues • Work with any substance which has any of the following pictograms on their MSDS: Biobank Admin_JD.docx 4 About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Medical Sciences Division The Medical Sciences Division is an internationally recognised centre of excellence for biomedical and clinical research and teaching. We are the largest academic division in the University of Oxford. World-leading programmes, housed in state-of-the-art facilities, cover the full range of scientific endeavour from the molecule to the population. With our NHS partners we also foster the highest possible standards in patient care. For more information please visit: www.medsci.ox.ac.uk Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences The Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS) is part of the Medical Sciences Division and is the largest European academic department in its field, running a globally competitive programme of research and teaching. Our mission is to discover the causes of musculoskeletal and inflammatory conditions to deliver excellent and innovative care that improves people’s quality of life. Our highly skilled teams have expertise in a broad range of areas, including orthopaedic surgery, inflammation, immunology, rheumatology, medical statistics, epidemiology, and clinical trials. We currently have 480 staff, approximately 120 post-graduate students and have a grant portfolio worth over £180 million. Biobank Admin_JD.docx 5 The Botnar Research Centre enables and encourages research and education into the causes of musculoskeletal disease and their treatment. The Centre provides world-class facilities for scientists in the field of musculoskeletal research. It takes a multidisciplinary approach, encompassing orthopaedic, rehabilitation and rheumatology clinical scientists, bone oncologists, laboratory scientists, epidemiologists, engineers and statisticians. The Botnar also hosts the Oxford Clinical Trials Research Unit (OCTRU) and the Centre of Statistics in Medicine (CSM), providing excellent statistical support to all aspects of clinical research. The Botnar opened in 2002, with a large annex completed in 2013. The Botnar is now home to around 300 staff and postgraduate students enjoying the international and friendly atmosphere of this workplace and benefits from the vast knowledge of leading experts in the field of musculoskeletal research. To accommodate its rapid growth, the Centre has opened another wing in early 2022. The new space provides additional 1000m2 of office and 1000m2 of laboratory space. The laboratory space includes a GMP clean room facility suitable for the manufacturing of biomaterials for human implantation. Sharing the site of the Nuffield Orthopaedic Centre, the largest specialist academic musculoskeletal hospital in the UK, puts the Botnar in a unique position to foster the collaboration between basic scientists and clinicians, which is essential to success in medical research. The Kennedy Institute is a biomedical research centre uniquely bringing together discovery science and earlystage clinical research, to develop transformative new therapies for chronic inflammatory and musculoskeletal conditions. Broadly focused on the thematic areas of immunity and microbiome, inflammation biology and tissue remodelling and repair, the Institute’s research is relevant for a range of common diseases such as arthritis, inflammatory bowel disease, fibrosis and cancer. The Institute has capacity for up to 260 staff and students who work collaboratively across 25 research groups. This enables a multidisciplinary approach of molecular and cellular biology, combined with analysis of disease models, patient tissue samples and longitudinal clinical data. Collectively, these studies seek to uncover the biological processes that maintain tissue health and how these pathways break down in disease. Research at the Institute is supported by a suite of core technology platforms, as well as through strategic partnerships with other basic and clinical research centres in Oxford, across the UK and internationally. These state-of-the-art technologies include the Oxford-Zeiss Centre for Excellence and other advanced microscopy and imaging facilities, mass and flow cytometry, as well as capabilities for microbial genomics and functional microbiome studies made available through the Oxford Centre for Microbiome Studies. Complementing a strong programme of lab-based research, the Institute has established a core of expertise and technologies in data science including single cell genomics, statistical genetics, computational biology, and research informatics. A recent extension to the Institute building with a new third floor creates additional space purposely designed for computationally intensive research. A true trendsetter in innovative and transformational research, the Kennedy also boasts a relaxed and friendly atmosphere, revolving around its bright and airy atrium that provides a space for colleagues to meet over coffee and tea to talk about their research and beyond throughout the day. For more information please visit: http://www.kennedy.ox.ac.uk Biobank Admin_JD.docx 6 Athena Swan The Athena SWAN Awards specifically recognise success in developing employment practices to further and support the careers of women in science, technology, engineering, maths and medicine (STEMM) departments in academia. In May 2015 the charter was expanded to recognise work undertaken in arts, humanities, social sciences, business and law (AHSSBL), and in professional and support roles. Within NDORMS, we feel that we have an established culture of equality but are using the process to spur on-going improvement that benefits everyone involved in the Department. Our on-going progress was rewarded in May 2014 with an Athena Swan Bronze Award and in October 2015 with a Silver Award. Our development in this area has resulted in a number of commitments to our staff, central to which are: ➢ establishing an open, supportive and family-friendly research environment ➢ supporting career progression through teaching programmes, personal development reviews and mentoring ➢ proactive communication of support policies such as flexible working, provision of leave, promotion and career support schemes NDORMS aims to actively promote the implementation of the University’s family-friendly policies to help foster a family friendly working environment, including provision of family leave (such as policies for maternity, paternity, parental, carers and adoption leave), flexible/part-time working and scheduling inclusive meetings. The University’s childcare services support staff with a Childcare Voucher Scheme to help staff save tax and national insurance on childcare costs, offer information on nursery providers and a nursery fee Salary Sacrifice Scheme, work in partnership with playscheme providers to help support families during school holidays and signpost staff to parenting, local authority and other organisations that help support families and parents. The Department is also committed to ensuring that staff undertaking part-time or flexible working receive the same access to benefits and entitlements as full-time staff, including the same opportunities for training and promotion, a pro-rata entitlement to leave including bank holidays and careful consideration of requests to work part-time (particularly for those by staff returning from maternity leave). For more information please visit: http://www.admin.ox.ac.uk/personnel/staffinfo/benefits/family/ and http://www.admin.ox.ac.uk/personnel/during/flexible/ We are also actively working to uphold the University’s aim of providing an inclusive environment and equal career opportunities by promoting equality, valuing diversity and maintaining a working, learning and social environment in which the rights and dignity of all staff are respected. Separate University policies are also in place to ensure race, disability and gender equality. For more information, please visit: http://www.admin.ox.ac.uk/eop/ Biobank Admin_JD.docx 7 How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly: hr@ndorms.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Biobank Admin_JD.docx 8 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Biobank Admin_JD.docx 9 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Biobank Admin_JD.docx 10
Nuffield Orthopaedic - Main, Windmill Road
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We are seeking to appoint a highly qualified and dedicated Biobank Administrator. This is a new and exciting post to join our group at Oxford Translational Myeloma Centre (OTMC). OTMC has been set up to conduct and lead Multiple Myeloma (MM) research to transform quality, outcome, and cost of patient care. You will be based at the Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences (NDORMS), Botnar Research Centre, Oxford. As OTMC Biobank Administrator you will be responsible for day-to-day management and administration of the OTMC Biobank. You will ensure that Biobank operations are in accordance with SOPs and all regulatory and research governance requirements (including the Human Tissue Act). This includes quality control and maintenance of the Biobank’s documentation, and investigations of deviations in practice, which should be reported via the University’s iPassport QMS system and to the Biobank Governance Committee as appropriate. You will maintain knowledge of Biobank governance issues and an understanding of national and local policies, organise regular update meetings with relevant stakeholders including Tissue Collection Centres and Researchers and be responsible for tissue handling and storage in accordance to the SOPs and relevant legislation. You will have a First degree in Healthcare/ Management/ Science-related subject or relevant equivalent experience. Knowledge of Biobanking and experience in co-ordinating activities of a Biobank or similar research studies/ clinical trials together with good understanding of regulations related to Biobanking and data management and previous experience of working in a laboratory environment are essential. Hands-on experience of tissue bank techniques and the use of SOPs within a laboratory, basic understanding of ultra-low temperature storage facilities and experience of negotiating with external suppliers are desirable. This is a full-time (100% FTE) fixed-term for 2 years appointment. The closing date for this position is 12 noon on 10/04/2024. You will be required to upload a CV and supporting statement as part of your online application.
Nuffield Orthopaedic Centre, Windmill Road
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Nuffield Department of Orthopaedics, Rheumatology and Musculoskeletal Sciences, Botnar Research Centre, Windmill Road, Oxford, OX3 7LD
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