Background

The Malawi – Liverpool – Wellcome – Programme (MLW) (http://www.mlw.mw) is an internationally recognized centre for research and training, funded by the Wellcome Trust in collaboration with our key partners, the Kamuzu University of Health Sciences (KuHes), Liverpool School of Tropical Medicine (LSTM) and University of Liverpool (UoL) among others. We are committed to promoting research and training led by Malawian & International scientists, with the aim of improving the health of people in Malawi and elsewhere in the Region.

We are seeking a professional and experienced Lab Reception and Biorepository Coordinator to join the Core Lab department. The successful candidate will be working full time under the direction and supervision of the Assistant Lab Manager.

This is a renewable one-year contract based in Blantyre.

The Lab Reception and Biorepository Coordinator will report to the Assistant Lab Manager.

Responsibilities

KEY ACCOUNTABILITIES/RESPONSIBILITIES:

1. Staffing

To be responsible for ensuring that their laboratory section is appropriately staffed at all times. This will include generating staff rotas and coordinating leave as appropriate, as well as ensuring when staff are on leave their duties are covered by another team member.

Ensure that staff within their sections adhere at all times to lab SOPs and policies.

2. Biorepository

• To be responsible for ensuring that biorepository users adhere at all times to SOPs.
• Managing the MLW specimen archiving systems, and associated systems. The archiving and record keeping will include both manual and electronic data.
• To maintain the retention and disposal schedule ensuring compliance with minimum retention periods.
• To ensure that records (paper or electronic) which have met their required retention requirements and are not subject to legal or other audit holds are destroyed according to well documented SOPs and procedures.
• Ensure user-friendly, accessible, retrievable computer archives and databases, incorporating current advances in electric information storage technology.
• Be actively involved in the writing and review of all Laboratory Archiving and Shipping related SOPs, policies and documents as required.
• Ensuring adequate allocation of space in all -80 freezers, -20 freezers, fridges and cold room to research studies as required.
• Ensuring that freezer and fridge maps are clearly placed on each piece of equipment and kept up to date.
• Be responsible for controlling access to all Core managed fridges and freezers as required by keeping keys or knowing who has keys for this equipment.
• Liaise with all lab staff to ensure the smooth transfer of archived specimens from any holding freezers to the Freezer Archive, and to document these transfers, as required.
• To ensure accurate records (box layouts) of Core laboratory managed/stored specimens stored in the Freezer Archive.

3. Specimen Reception

• The monitoring of all activities covering the sample reception components of core laboratory to comply with ISO standards and other relevant regulatory body requirements.
• Ensure that samples are being transported to the laboratory as per agreed timeframes, and all documentation (e.g sample receipt logs) are being completed as required.
• Ensure that reception is being staffed at all times during the scheduled working hours, including lunchtime cover.
• Ensure that reception staff understand the importance of good customer service and are held to a high standard.
• Take part in the weekend rota as required.

4. Expected Leadership Behaviours

• Provide strategic and effective leadership by guiding the laboratory team in setting clear goals, priorities, and performance standards in alignment with institutional values and objectives, while fostering a culture of accountability and professionalism.
• Actively and continually supervise, mentor, and develop laboratory personnel through regular coaching, and individualised professional development plans that promote skill growth, knowledge sharing, and career progression.
• Ensure continuous performance management by conducting regular performance evaluations, providing constructive feedback, and implementing corrective actions and performance improvement measures when necessary to maintain high standards.
• Ensure conflict resolution by addressing personnel issues honestly, promptly and professionally, mediating conflicts between team members, and fostering a positive, respectful, and inclusive workplace culture.
• Recruit, train, and retain qualified staff, ensuring appropriate onboarding, continuous skills enhancement, and cross-training to maintain flexibility and high competency within the team.
• Plan and manage workloads and resources, allocating tasks effectively to meet deadlines while maintaining high-quality standards and adherence to established protocols.
• Lead regular team meetings to communicate updates and critical information, review ongoing tasks, address challenges, and reinforce alignment with institutional values, objectives, and policies.
• Promote staff engagement and well-being by recognising achievements, addressing concerns proactively, and fostering a positive, inclusive, and safe working environment.
• Support interdisciplinary collaboration by coordinating with other research groups, departments, and external partners to enhance the impact and scope of laboratory activities.
• Drive succession planning and leadership development by identifying potential future leaders within the team and providing opportunities for growth and advancement.

Requirements

BSc in Biomedical Science or equivalent

On the job training can be provided for the right candidate. Previous experience is desirable but not essential

• Ensuring appropriate staffing in the laboratory section, including generating staff rotas and coordinating leave.
• Ensuring staff adhere to lab SOPs and policies.
• Ensuring biorepository users adhere to SOPs.
• Managing MLW specimen archiving systems, including manual and electronic data.
• Maintaining the retention and disposal schedule for specimens.
• Ensuring destruction of records according to SOPs.
• Ensuring user-friendly, accessible, and retrievable computer archives and databases.
• Involvement in writing and reviewing Laboratory Archiving and Shipping related SOPs, policies, and documents.
• Ensuring adequate allocation of space in freezers and cold rooms for research studies.
• Ensuring freezer and fridge maps are clearly placed and updated.
• Controlling access to Core managed fridges and freezers.
• Liaising with lab staff for smooth transfer of archived specimens.
• Ensuring accurate records of specimens stored in the Freezer Archive.
• Monitoring sample reception activities to comply with ISO standards.
• Ensuring samples are transported as per agreed timeframes and documentation is completed.
• Ensuring reception is staffed at all times during working hours.
• Ensuring reception staff understand the importance of good customer service.
• Taking part in the weekend rota as required.
• Providing strategic and effective leadership to the laboratory team.
• Supervising, mentoring, and developing laboratory personnel.
• Conducting performance evaluations and providing feedback.
• Addressing personnel issues and mediating conflicts.
• Recruiting, training, and retaining qualified staff.
• Planning and managing workloads and resources.
• Leading regular team meetings.
• Promoting staff engagement and well-being.
• Supporting interdisciplinary collaboration.
• Driving succession planning and leadership development.

• Staff management and scheduling
• Adherence to Standard Operating Procedures (SOPs) and policies
• Biorepository management
• Specimen archiving and record keeping (manual and electronic)
• Retention and disposal schedule management
• Data management and database maintenance
• Writing and review of SOPs and policies
• Space allocation and management for storage equipment
• Access control for storage equipment
• Specimen transfer documentation
• ISO standards compliance
• Sample transportation monitoring
• Customer service
• Leadership and supervision
• Mentoring and staff development
• Performance management
• Conflict resolution
• Recruitment and training
• Workload and resource management
• Team communication and meeting facilitation
• Staff engagement and well-being promotion
• Interdisciplinary collaboration
• Succession planning and leadership development

• BSc in Biomedical Science or equivalent