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The Nuffield Department of Population Health (NDPH) contains world-renowned population health research groups and provides an excellent environment for multi-disciplinary research and teaching. The NDPH Wolfson Laboratories have over forty staff and provide core laboratory services for the large scale clinical trials and studies led by NDPH and its collaborators.

 

As Biological Sample Management Specialist, you will support the sample management and chain of custody of human biological samples. This will include the daily supervision and operation of biological sample management at the NDPH Wolfson laboratory and at off-site sample storage facilities based in Oxford, near Thame and for NDPH samples held in the NIHR National Biosample Centre at Milton Keynes.

 

To be considered for this role, you will have a degree in life sciences (or related field) or equivalent experience. You will also need relevant experience working in a clinical laboratory, or working with biological samples in a regulated laboratory. 

Informal enquiries should be addressed to Claire Shenton (claire.shenton@ndph.ox.ac.uk)

 

The position is full time (part time considered) and fixed term for two years in the first instance.  The closing date for applications is noon on Wednesday 5 March 2025.
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As Biological Sample Management Specialist, you will support the sample management and chain of custody of human biological samples. This will include the daily supervision and operation of biological sample management at the NDPH Wolfson laboratory and at off-site sample storage facilities based in Oxford, near Thame and for NDPH samples held in the NIHR National Biosample Centre at Milton Keynes. To be considered for this role, you will have a degree in life sciences (or related field) or equivalent experience. You will also need relevant experience working in a clinical laboratory, or working with biological samples in a regulated laboratory. Informal enquiries should be addressed to Claire Shenton (claire.shenton@ndph.ox.ac.uk) The position is full time (part time considered) and fixed term for two years in the first instance. The closing date for applications is noon on Wednesday 5 March 2025. """ . . 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"""Job description Job title Biological Sample Management Specialist Division Medical Sciences Division Department Oxford Population Health (Nuffield Department of Population Health, University of Oxford) Location Old Road Campus, Headington, Oxford, OX3 7LF Grade and salary Grade 6: £34,982- £40,855 per annum Hours Full time (part time considered) Contract type Open-ended, externally-funded Vacancy reference 178025 Biological Sample Management Specialist job description, February 2025 1 About Oxford Population Health Oxford Population Health (the Nuffield Department of Population Health) provides an excellent environment for multi-disciplinary research and teaching and for professional and support staff. We work together to answer some of the most important questions about the causes, prevention and treatment of disease. The Department has around 1000 staff, students and academic visitors working in a number of world-renowned population health research groups, including the Clinical Trial Service Unit and Epidemiological Studies Unit (CTSU), the Cancer Epidemiology Unit (CEU), the National Perinatal Epidemiology Unit (NPEU) and other groups working on public health, health economics, ethics and health record linkage. It is also a key partner in the Oxford University’s Big Data Institute. In the 2021 Research Excellence Framework (REF), 96% of the research submitted to Unit of Assessment 2: Public Health, Health Services and Primary Care, was ranked either 4* (world-leading in terms of originality, significance and rigour) or 3* (internationally excellent in terms of originality, significance and rigour). This comprised research from Oxford Population Health and research from the Nuffield Department of Primary Care Health Sciences. We scored particularly well for having an environment that is conducive to producing research of world-leading quality and enabling outstanding impact, in terms of its vitality and sustainability. In addition to its research activities, the Department is home to the MSc in Global Health Science and Epidemiology, the MSc in Clinical Trials, and a variety of short courses. Students also come to undertake research for DPhil degrees. Teaching is provided for undergraduates reading for Medicine and for public health doctors in specialist training. For more information please visit the Oxford Population Health website. About the Medical Sciences Division The Medical Sciences Division is an internationally recognised centre of excellence for biomedical and clinical research and teaching, and 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 the Medical Sciences Division website. 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 Biological Sample Management Specialist job description, February 2025 2 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 the Oxford University website. The role The NDPH Wolfson Laboratories provide a dynamic environment concurrently supporting multiple large-scale clinical trials and other projects. Participant samples (blood and urine) are held in ultra-low temperature freezers and cryogenic nitrogen storage capable of storing 6,500,000 cryovials. In addition, tissue biopsy samples are also stored. The laboratory uses a Laboratory Information Management System (LIMS) developed inhouse over the last fifteen years to integrate sample storage, retrieval and analysis. For analysis, the laboratory has state-of-the-art automated analysers for clinical chemistry, haematology and immunoassays, operates an NMR metabolomics facility and supports automated liquid handling workstations for plate array assays and sample reformatting. A quality management and technical system supports the laboratories ISO accreditation to 17025 as a testing laboratory, with records kept in an quality management system (Genial Compliance iPassport). The clinical and technical systems employed are wide-ranging and dynamic to evolve and meet the requirements of new studies. For further detail and a short video, visit https://www.ctsu.ox.ac.uk/research/laboratories. The NDPH Wolfson Laboratory is organised into several teams which support different areas and processes. The post-holder will be a member of NDPH Wolfson Sample management team, reporting to the Cryogenics and Facilities Manager. The sample management team is dedicated to support;    Operation of sample storage facilities: at the central laboratory and at the sample storage off-sites. Sample receipt: where samples are received and booked into a laboratory database using barcode scanners; Sample retrievals and storage: involving transfer of samples out of, or in to, ultra low temperature electric freezers and large nitrogen storage vessels. Biological Sample Management Specialist job description, February 2025 3      Transport of samples: between the laboratory and our off-sites storage facilities using a dedicated laboratory vehicle; Oncall response: supporting a 24/7 alarm monitoring system; Equipment maintenance; supporting weekly, monthly, 3 monthly, 6 monthly testing and checks of storage related equipment; General laboratory housekeeping duties: including cleaning of -80ºC freezers and storage areas; Compliance with regulatory standards; including working to ISO 17025, Health and Safety, COSHH and HTA Codes of practice. Laboratory core hours are 08:00-16:00 Mon-Fri although you may rarely be required to work later due to operational issues. The role is based at local off-site cold-storage warehouse facilities (minimum 60% of time) and at the Richard Doll Building (Old Road Campus). Responsibilities  Organise and supervise check-in and check-out of biological samples to/from NDPH facilities into the Laboratory Information Management System (LIMS) used by NDPH following documented processes  Responsibility for training staff to support sample management at the off-site facilities including following documented safety protocol processes  Ensure appropriate Inventory management (freezer and nitrogen vessel management) and Chain of Custody management of each physical sample through the entire sample management lifecycle  Ensure accuracy and completeness of information pertaining to samples and associated projects through multiple systems  Organise and supervise sample disposition management (in particular the disposal, return, re-purpose of samples)  To provide support for; review and update of controlled documentation (including COSHH, risk assessments, SOPs, evaluation of suppliers) and technical reports; investigation and documentation of non-conformities  Participate in an oncall and emergency call out rota, monitoring sample storage areas in the NDPH Wolfson laboratory and at off-site facilities  Support for inspections and sample management meetings  Ensure work is compliant with regulations including Good Clinical, Laboratory Practices (GCLP), the UK human tissue authority, health and safety and SOPs (standard operating procedures) The above list is not exhaustive and the role-holder is required to undertake such duties as may reasonably be requested within the scope of the post. All staff are required to act in a professional, cooperative and flexible manner, in line with the requirements of the post. Biological Sample Management Specialist job description, February 2025 4 Selection criteria Essential   Degree in life sciences (or related field) Relevant experience working in a clinical laboratory, or working with biological samples in a regulated laboratory Ability to work in a team and independently Excellent oral and written communication skills Experience of writing, reviewing and updating documents Proficiency with MS Office and web based applications Excellent problem solving skills, results and solution orientated Excellent organisation and time management skills. The ability to prioritise and work to project timelines Able to lift cryogenic racks and other laboratory equipment (manual handling training to be given) Able to transport (via vehicle) samples to and from an off-site storage facility          Desirable     Experience in the use of inventory software, LIMS systems Experience of working with liquid nitrogen Experience of training staff using standard operating procedures Experience of working in an ISO accredited and/or GCLP compliant laboratory environment 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. 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:  Work in hot or cold environments  Driving on University business  Regular manual handling  Working with blood, human products and human tissues Biological Sample Management Specialist job description, February 2025 5  Work with any substance which has any of the following pictograms on their MSDS: How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website. 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 your CV and supporting statement 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. If you currently work for the University please note that: - as part of the referencing process, we will contact your current department to confirm basic employment details including reason for leaving although employees may hold multiple part-time posts, they may not hold more than the equivalent of a full time post. If you are offered this post, and accepting it would take you over the equivalent of full-time hours, you will be expected to resign from, or reduce hours in, your other posts(s) before starting work in the new post. - 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 illhealth/disability. Priority candidates are issued with a redeployment letter by their employing departments. 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). Biological Sample Management Specialist job description, February 2025 6 If you need help Help and support is available from the HR Systems Recruitment support webpage. If you require any further assistance please email the Recruitment Support team. To return to the online application at any stage, please go to the University’s recruitment website. Please note that you will receive an automated email from our e-recruitment system to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. 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. The University’s Policy on Data Protection is available on the University’s Compliance webpages. 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. Biological Sample Management Specialist job description, February 2025 7 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. 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. 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. There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. Family-friendly benefits We are a family-friendly employer with one of the most generous family leave schemes in the Higher Education sector (see https://hr.web.ox.ac.uk/family-leave). Our Childcare Services team provides guidance and support on childcare provision, and offers a range of high-quality childcare options at affordable prices for staff. In addition to 5 University nurseries, we partner with a number of local providers to offer in excess of 450 full time nursery places to our staff. Eligible parents are able to pay for childcare through salary sacrifice, further reducing 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 the Disability Support webpages. 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 on the Equality and Diversity at Oxford webpages. 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. 8 """^^ .