Laboratory Coordinator in Sheffield

Overview

Responsible to: Laboratory Manager

Contract Type: Permanent

Hours: 37.5 hours per week (flexible between 8am and 7pm)

Location: Sheffield HQ

Purpose of Role: The Laboratory coordinator role is responsible for the efficient coordination and administration of laboratory operations; ensuring the department runs smoothly, safely, and in compliance with quality and regulatory standards. The role also includes managing staff schedules (rotas), maintaining operational KPIs, and supporting data-driven performance monitoring.

Key Responsibilities

• Staffing Coordination
  • Create, maintain, and manage weekly staff rotas to ensure appropriate shift coverage at all times, communicating any changes to staff and stakeholders.
  • Manage holiday requests, ensuring they are processed accurately and in line with staffing requirements, and that records are kept up to date.
  • Track attendance, absences, and annual leave to maintain operational continuity.
  • Monitor workload balance and escalate capacity issues when required.
  • Assist the laboratory management team in preparing for appraisals, one-to-one meetings, and performance reviews by gathering relevant documentation, scheduling meetings, and tracking follow-up actions.
  • Monitor and record staff absences and annual leave, ensuring accurate tracking and timely reporting.
  • Act as the point of contact with the People Team for onboarding new employees. Ensure all necessary documentation is completed and that new starters are integrated smoothly into the team.
  • Arrange introductions and induction sessions to support a smooth transition into the team.
  • Track and monitor staff training to ensure compliance with required standards. Maintain accurate and up-to-date paper and electronic records of all training activities. Proactively flag any gaps in training coverage, including instances where there are insufficient numbers of staff trained in key areas, and escalate to management as needed.
  • Support the preparation of departmental meetings by coordinating agendas, compiling relevant documents, scheduling attendees, and ensuring follow-up actions are tracked and completed.
  • File documentation manually or electronically, including scanning and uploading records to ensure all files are stored securely and are easily accessible when needed.
• Operational Coordination
  • Collect, track and analyse laboratory KPI’s and dashboards, preparing data and/or reports for laboratory management.
  • Liaise with the Operations Stock Controller to maintain appropriate levels of laboratory items.
  • Coordinate laboratory equipment maintenance, including scheduling engineer visits and external calibrations. Ensure all records are accurately maintained, equipment status is kept up to date, and items are promptly returned to service following maintenance.
  • Maintain an up-to-date list of suppliers, performing periodic desktop reviews.
  • Work with laboratory staff to ensure that technical and compliance records and documentation are accurate, complete, and up to date.
  • Assist with and perform some internal audits.
  • Collaborate with laboratory and quality staff to support incident investigations, assist in gathering information, documenting findings, and ensuring appropriate follow-up actions are taken.
  • Provide training for non-technical processes and support the delivery of technical training, assisting with coordination, scheduling, and ensuring relevant materials and records are prepared and maintained.
  • Ensure compliance with Health and Safety legislation and regulations.
  • Support the laboratory team to maintain compliance with ISO 15189:2022, ensuring adherence to quality and competence standards in medical laboratories through accurate documentation, process monitoring, and coordination with relevant teams.

Person Specification

The preferred candidate will have the following experience, abilities, and aptitudes:

• Essential and Desirable sections
• Qualification
  • GCSE grades A* - C, including Maths and English or equivalent.
  • BSc in a scientific discipline.
• Knowledge and Experience
  • Quality Management Systems.
  • Health and Safety regulations.
  • Experience of regulatory inspections.
  • Laboratory experience.
  • Managing rotas.
  • Coordinating meetings.
• Skills
  • Strong analytical and problem-solving skills, with attention to detail.
  • Gather, analyse, use and share data to inform reports.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Excel and/or data tracking tools (Google Sheets, Power BI, etc).
  • Effective organisational skills.
  • Ability to work independently.
  • Familiarity with KPI reporting, dashboards, and performance tracking.
  • Understanding of COSHH, risk assessments, and lab safety regulations.
  • Understanding of the requirements of ISO 15189:2022.

This job description is not exhaustive and serves only to highlight the main requirements of the post holder. The line manager may stipulate other reasonable requirements. The job description will be reviewed regularly and may be subject to change.

Equity, Diversity & Inclusion at Preventx: At Preventx, we believe diversity drives innovation and inclusion strengthens our impact. We’re committed to creating a workplace that values individual differences and fosters a culture of respect, belonging, and growth. We welcome applications from people of all backgrounds, identities, and experiences—including those from underrepresented communities. If you need any support with your application or adjustments during the recruitment process, we’re here to help.