Job summaryThe 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 jobAdministrative 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.
Laboratory Documentation- 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.
Regulatory and Quality Support- 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.
About usOur 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.
Job responsibilitiesAdministrative 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.
Laboratory Documentation- 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.
Regulatory and Quality Support- 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.
Finance and Procurement- Assist with monitoring invoices and purchase orders.
- Support ordering of laboratory consumables and office supplies.
- Maintain procurement records and liaise with suppliers when required.
Communication and Coordination- 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.
Person SpecificationEducation and qualificationsEssentialDesirableExperienceEssentialDesirable- Working in an employment setting in a IVF laboratory
- Previous private healthcare experience
Skills and knowledgeEssential- Time management skills
- Understanding of need for patient confidentiality
- Computer literate
Desirable- Knowledge of Health & Safety policy and procedure
- Knowledge of NHS working practices
- Familiar with HFEA Code of Practice
Personal qualitiesEssential- 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
Desirable- Ability to perform basic statistical analysis and use of spreadsheet.
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.Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).Employer detailsEmployer name: Chelsea and Westminster Hospital NHS Foundation Trust
Address: Chelsea and Westminster Hospital, 369 Fulham Road, London, SW10 9NH, United Kingdom
Employer's website: Apply through our website
Employer contact detailsFor questions about the job, contact:Consultant Embryologist
Paula Almeida
paula.almeida@nhs.net
07876596281
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