This fixed-term project role supports the efficient administration, tracking, shipment, and disposition of analytical samples across Bard laboratories and external European testing facilities. The Sample Management Coordinator plays a critical part in supporting batch release activities by ensuring analytical samples and associated documentation are managed accurately, securely, and within defined timelines.
Responsibilities
Manage the receipt, registration, storage, tracking, and shipment of analytical samples and reference materials
Ensure all sample management activities are performed in accordance with approved Standard Operating Procedures (SOPs), GMP requirements, and company policies
Maintain accurate records within Laboratory Information Management Systems (LIMS) and Oracle inventory systems
Ensure full traceability and accountability of all analytical samples throughout their lifecycle
Coordinate weekly and ad hoc sample shipments to European and external laboratory partners
Liaise with courier providers and laboratory personnel to ensure secure transportation and custody of analytical samples, including Schedule 2 controlled substances
Monitor sample inventories and maintain appropriate stock levels of reference standards, consumables, chemicals, and laboratory materials
Escalate risks, delays, or discrepancies that may impact testing schedules or batch release activities
Prepare, review, and maintain all documentation required for domestic and international sample shipments
Ensure import and export licences are obtained, maintained, renewed, and decommissioned as required
Generate and manage commercial invoices, shipping documentation, and export declarations
Maintain Material Safety Data Sheets (MSDS), Certificates of Analysis (CoA), and other supporting documentation
Prepare Letters of No Objection and regulatory documentation where required by importing territories
Ensure compliance with controlled drug regulations and international shipping requirements
Support regulatory inspections and audits by maintaining accurate and inspection-ready records
Ensure all documentation is completed accurately, reviewed appropriately, and retained in accordance with data integrity requirements
Schedule analytical sample dispatches to support laboratory testing priorities and optimize analytical cycle times
Coordinate with internal and external laboratories to ensure samples are received and tested within agreed timelines
Support laboratory planning activities by prioritizing shipments based on batch release requirements and production schedules
Assist laboratories in maintaining First-In-First-Out (FIFO) testing priorities through effective sample scheduling
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Communicate critical testing requirements, territory-specific testing needs, and changing priorities to laboratory partners in a timely manner
Review Certificates of Analysis received from testing laboratories and ensure accurate entry into LIMS
Verify analytical documentation is complete, accurate, and aligned with current approved specifications
Ensure external laboratories are working with current analytical methods, specifications, and approved procedures
Support the timely completion of analytical testing activities required for product disposition and release
Assist with data reconciliation activities to ensure accurate sample accountability and test completion status
Monitor and report key performance indicators, including sample cycle times, shipment performance, and laboratory turnaround metrics
Produce monthly performance reports and operational metrics
Identify opportunities to improve sample handling, transportation efficiency, documentation processes, and laboratory coordination
Support continuous improvement initiatives aimed at reducing cycle times and improving operational efficiency
Participate in problem-solving and root cause investigations relating to sample management and logistics activities
Adhere to all company Health & Safety, security, environmental, and quality requirements
Handle controlled substances, reference materials, chemicals, and laboratory samples in accordance with approved procedures
Ensure all activities are conducted in compliance with GMP, GxP, GDP, and regulatory requirements
Promote a culture of quality, compliance, and continuous improvement
Undertake any other reasonable duties required to support laboratory operations, product quality, and patient supply
Requirements
Minimum of 5 GCSEs (Grade C / Level 4 or above), including Mathematics and English, or equivalent qualifications
Experience working within a logistics, administrative, inventory management, warehouse, laboratory support, or regulated operational environment
Experience managing documentation and records with a high level of accuracy
Experience coordinating activities involving internal and external stakeholders
Good understanding of GMP, GxP, and quality system requirements
Knowledge of sample management, inventory control, and laboratory support processes
Strong organizational and planning skills with the ability to manage multiple priorities
Excellent attention to detail and documentation accuracy
Proficient in Microsoft Office applications, including Word, Excel, Outlook, and Teams
Effective communication skills with the ability to collaborate across multiple functions and external organizations
Ability to follow SOPs, policies, and regulatory requirements consistently
Strong problem-solving and analytical skills
Ability to work independently while contributing effectively within a team environment
High level of accountability and ownership of assigned responsibilities
Understanding of import/export documentation and logistics processes
Commitment to quality, compliance, and patient safety
Demonstrated reliability, flexibility, and willingness to learn
Nice to have:
A-Level qualifications, ideally in a scientific discipline, or equivalent vocational qualification
Degree or higher education qualification in Science, Supply Chain, Logistics, Business Administration, or a related field
Experience within the pharmaceutical, healthcare, laboratory, or life sciences industry
Experience using Laboratory Information Management Systems (LIMS)
Experience using Oracle or similar inventory management systems
Experience supporting import/export activities and regulated shipments
Experience working with contract laboratories, third-party logistics providers, or regulatory authorities
Knowledge of controlled drug handling and transportation requirements
Benefits
Flexible benefits programme
Opportunity to gain experience in a highly regulated pharmaceutical environment
Exposure to laboratory operations, quality systems, and supply chain processes
Development of GMP, logistics, and compliance expertise
Opportunity to contribute to a major business transformation programme
Supportive and collaborative working environment
Training and development opportunities to build technical and operational knowledge
Experience working with international laboratories and global regulatory requirements
The opportunity to directly support product quality, compliance, and continuity of patient supply
Schedule: Office and laboratory support environment
Team: Frequent interaction with laboratory personnel, logistics providers, and external testing partners
Other conditions: Regular use of computerized laboratory and inventory management systems; handling and coordination of controlled drug samples, reference standards, and laboratory materials; occasional manual handling associated with sample packaging and shipment preparation; requirement to comply with GMP, Health & Safety, and security procedures; participation in audits, inspections, and compliance reviews as required
About the Company
At Bard, the company is committed to ensuring the quality, safety, and compliance of the medicines supplied to patients worldwide. This role supports analytical testing and batch disposition activities during the Manufacturing Expansion Programme.
