IVF Laboratory Adminstrator

Job overview

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.

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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.

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.

Working for our organisation

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.

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.

Important

• There may be some occasions when we have to close a vacancy earlier than the advertised closing date, this will be due to a high volume of applications. You are therefore advised to submit your application as early as possible to avoid disappointment.
• Please check your emails regularly (and your junk folder) as this is how we will communicate with you throughout the recruitment process.
• In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
• During the recruitment process your identity documentation (ie passport, driving licence, visa etc) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
• Employment at the Trust is offered subject to successful completion of a six month probationary period.
• Some roles may require weekend shift working across multiple sites
• We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with General Data Protection Regulation (GDPR)

Right to work

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