IVF Laboratory Adminstrator
Posted 3 hours 6 minutes ago by Chelwest
We are an award winning organisation providing care at two main hospital sites-Chelsea and Westminster Hospital and West Middlesex University Hospital-and a number of community-based services across London, such as sexual health and HIV clinics.
With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.
Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice-a place where people want to start their career and to grow with us through continued education, professional development and support .
The IVF Laboratory Administrator provides comprehensive administrative support to the IVF Laboratory. The post holder plays a key role in ensuring accurate patient records, maintaining laboratory databases, supporting regulatory compliance, coordinating documentation, and assisting with the smooth day-to-day running of the fertility laboratory.
Main duties of the job Administrative Support- Maintain accurate and up-to-date electronic and paper records for IVF, ICSI, IUI, FET, donor and fertility preservation treatments.
- Enter laboratory and clinical data onto specialist fertility databases and hospital information systems.
- Assist with appointment scheduling, correspondence, filing and document management.
- Prepare reports, statistics and performance data as required by the service.
- Manage laboratory worksheets, treatment records and patient documentation.
- Ensure all forms, consents and laboratory records are correctly filed and archived.
- Support the maintenance and review of Standard Operating Procedures (SOPs), policies and quality documents.
- Monitor document control systems and ensure the latest versions of documents are available to staff.
- Assist with data collection and reporting requirements for the Human Fertilisation and Embryology Authority (HFEA).
- Support clinical governance, audit and quality management activities.
- Maintain accurate records required for inspections and regulatory compliance.
- Monitor action logs, audits and training records as directed by the laboratory management team.
Our Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites-Chelsea and Westminster Hospital and West Middlesex University Hospital-along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children's services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.
We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.
We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.
Detailed job description and main responsibilities Administrative Support- Maintain accurate and up-to-date electronic and paper records for IVF, ICSI, IUI, FET, donor and fertility preservation treatments.
- Enter laboratory and clinical data onto specialist fertility databases and hospital information systems.
- Assist with appointment scheduling, correspondence, filing and document management.
- Prepare reports, statistics and performance data as required by the service.
- Manage laboratory worksheets, treatment records and patient documentation.
- Ensure all forms, consents and laboratory records are correctly filed and archived.
- Support the maintenance and review of Standard Operating Procedures (SOPs), policies and quality documents.
- Monitor document control systems and ensure the latest versions of documents are available to staff.
- Assist with data collection and reporting requirements for the Human Fertilisation and Embryology Authority (HFEA).
- Support clinical governance, audit and quality management activities.
- Maintain accurate records required for inspections and regulatory compliance.
- Monitor action logs, audits and training records as directed by the laboratory management team.
- Assist with monitoring invoices and purchase orders.
- Support ordering of laboratory consumables and office supplies.
- Maintain procurement records and liaise with suppliers when required.
- Act as a point of contact for laboratory-related administrative queries.
- Liaise with clinicians, embryologists, nurses, administrators and external organisations.
- Coordinate meetings, prepare agendas and record minutes where required.
- Support service projects, audits and departmental initiatives.
- Basic Biology Degree
- Previous NHS experience
- Working in an employment setting in a IVF laboratory
- Understanding of need for patient confidentiality
- Knowledge of Health & Safety policy and procedure
- Knowledge of NHS working practices
- Familiar with HFEA Code of Practice
- Able to work as part of a team
- Flexible & adaptable to change
- Able to work on own initiative; works to a high standard; excellent record keeping and attention to detail
- Ability to perform basic statistical analysis and use of spreadsheet.
If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on UK Visas and Immigration - GOV.UK
Employer certification / accreditation badgesThe postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.