Storage Administration Manager

Overview

Storage Administration Manager - Go back Guy's and St Thomas' NHS Foundation Trust

The closing date is 20 February 2026

An exciting opportunity has arisen for a Band 5 Cryo-Storage Manager in the Assisted Conception Unit. We are looking for an enthusiastic, hardworking individual who enjoys working in a fast-paced environment. The role requires leadership, excellent organisational skills, and the ability to problem-solve and redesign workflows in a high-volume, highly regulated environment. The post holder will work closely with the Embryology Team, Quality Manager, Head of Service, Person Responsible, and Senior Management Team to ensure the Unit maintains compliant, auditable storage records at all times. Exceptional attention to detail, reliability, and accuracy are essential, given the legal and regulatory importance of consent and storage documentation under the Human Fertilisation & Embryology Authority (HFEA) Code of Practice. We are a supportive and caring multi-disciplinary team and encourage our staff to develop both personally and professionally. This is an exciting and challenging role in which the post holder would have an opportunity to make a direct positive impact on patient experience within the Trust. We encourage applicants to use the supporting information section of the application form to demonstrate they meet the person specification, using specific examples.

Main duties of the job

The post holder is required to exercise analytical and judgemental skills involving the interpretation and comparison of complex information from multiple sources. This includes reviewing and reconciling data from electronic systems, paper records, consent documentation, and SOPs to identify discrepancies, incomplete information, or potential non-compliance.

The role includes providing task-specific training, guidance, and acting as a first point of contact for queries and escalation of issues, and supporting competency development for defined administrative processes. The postholder will exercise delegated operational oversight essential for safe and effective service delivery in a highly regulated clinical environment.

The post holder will work closely with the Storage Administration Manager, Service Manager, Embryology Team, and Quality Management Team to ensure data accuracy, traceability, and compliance within all storage-related administrative processes.

General responsibilities

• Direct line management of administrative staff
• Supporting the Service Manager
• Leading on training and development of other HR-related queries i.e. PDRs, compliance
• Reporting and managing performance, annual leave, and sickness
• Participation in service improvement, review and update SOP/process guides where appropriate

About us

Evelina London is part of Guy's and St Thomas' NHS Foundation Trust and we are responsible for providing services for women and children. With over 3,000 dedicated staff, and led by an Executive Team and Board, we have significant devolved autonomy to focus operationally and strategically upon the needs of our patients. We also benefit from being part of a large and successful NHS foundation trust, whose values we share. We have an ambitious strategic development programme, with backing from Guy's and St Thomas'.

Every year, the number of women, children and young people Evelina London cares for, in hospital and in the community, continues to grow. We provide comprehensive health services from pre-conception, before birth, throughout childhood and into adult life. Evelina London is here for children, young people and women from London to South East England, and provides specialist care for families around the UK and across the world.

As the only NHS Trust in London with women's and specialist children's services on one site we have unique opportunities to provide excellent, high-quality, integrated care for mothers, babies and children.

Department Information

The Assisted Conception Unit sees people with fertility problems who want to be able to conceive. We are a team of consultants, resident doctors, nurses, embryologists, managers and administrators. We deliver fertility treatments via the NHS and also offer private treatment options.

Job responsibilities

Governance, Compliance & Legal Oversight

• Ensure full compliance with HFEA legislation, Code of Practice, and Trust policies.
• Oversee storage governance for gametes, embryos, and ovarian tissue, including consent validity, extensions, expiry, discard, and donation processes.
• Maintain audit-ready systems and accurate consent documentation.
• Lead investigations, corrective actions, and support regulatory inspections and submissions.

Operational Management

• Provide day-to-day leadership of the Storage Administration Team.
• Ensure accurate tracking of storage status, expiry timelines, and patient decisions.
• Maintain effective workflows, escalation pathways, and service resilience.
• Monitor performance, manage workload allocation, and provide timely data to senior management.

Policy, Systems & Service Development

• Develop and implement policies, SOPs, and administrative systems.
• Drive process improvement, digital development, and automation.
• Contribute to strategic service development, audits, risk management, and complaint investigations.
• Manage delegated budgets and authorised signatory responsibilities.
• Ensure administrative services meet financial and operational targets.
• Lead, supervise, recruit, and develop administrative staff.
• Manage performance, attendance, and conduct in line with Trust policies.
• Promote a culture of accuracy, accountability, and continuous improvement.

Data Quality, Traceability & Audit

• Ensure accurate, traceable storage records and documentation.
• Lead audits and implement improvements to prevent data or process errors.

Communication & Stakeholder Engagement

• Oversee sensitive patient communication and manage escalated concerns.
• Work effectively with multidisciplinary teams and external stakeholders.

Reporting & Accountability

• Provide regular compliance and performance reports.
• Escalate risks and contribute to operational and strategic decision-making.

Person Specification Qualifications/Education

• Track record of significant continuous professional and management development including training related to leadership, governance, information management, or service improvement
• Educated to HNC/Equivalent Diploma/equivalent experience
• Degree-level qualification in management, health administration, business or related subject
• Significant experience of staff supervision/ staff management including recruitment/ retention /appraisal /first line disciplinary and knowledge of budget management issues
• Have significantly contributed to meeting operational objectives
• Demonstrated experience delivering accurate, high-volume administrative services in a regulated, legally sensitive or compliance-driven environment
• Experience of managing the delivery of an effective service
• Experience of consent-based administration (legal, medical, or research settings)
• Experience preparing for regulatory inspections or audits (HFEA, CQC, ISO, MHRA)
• Experience of working in a fertility or highly regulatory or HFEA-regulated service
• Experience developing or validating digital tools, automated workflows, or data systems

Skills/ Knowledge/ Abilities

• Strong verbal and written communication skills, including the ability to handle sensitive or complex conversations confidently and professionally
• Ability to interpret, apply, and operationalise policies and regulatory frameworks (e.g., HFEA Code of Practice, consent law)
• Strong analytical and problem-solving skills; ability to identify risks, analyse data, and recommend improvements
• Ability to manage workload independently, respond to rapidly changing priorities, and maintain accuracy under pressure
• High level of digital literacy, including advanced use of Microsoft Office, databases, tracking systems, and digital workflow tools
• Financial management and analysis skills
• Knowledge of HFEA storage regulations, donor legislation, or assisted reproduction governance

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Guy's and St Thomas' NHS Foundation Trust

Address

Guy's and St Thomas' NHS Foundation Trust