Job summary
We are looking for an enthusiastic and hard-working person with a positive attitude and excellent people skills to join our busy but dedicated Assisted Conception Unit Team-exciting opportunity has for 2x Cryo-Storage Administrative Coordinators
A central component of the role is the management of the Gamete and Embryo Expiry Tracking, including initiating and maintaining contact with patients prior to the end of their consented storage period, ensuring all required renewal, disposal or future-use decisions are documented, accurately recorded, and communicated to the appropriate teams.
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
Please note due to high response rate we sometimes close adverts early and we advise you apply as early as possible.
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 requires assessment of competing priorities and options, judgement on when issues can be resolved locally versus when escalation is required, and selection of appropriate actions in line with regulatory, governance, and operational requirements. Decisions are made in situations where information may be incomplete, conflicting, or time-sensitive, requiring careful analysis and application of established policies and procedures.
The role includes providing task-specific training, guidance, and on-the-job acting as a first point of contact for queries and escalation of issues, and supporting competency development for defined administrative processes. While the post holder will not have formal line management responsibility, they 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
About us
Evelina London is part ofGuy's and St Thomas' NHS Foundation Trustand 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 description
Job responsibilities
Gamete/Embryo Storage Administration
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Maintain the Gamete and Embryo Expiry Tracker to identify patients at least 13 months before storage expiry.
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Review tracker data, patient records, and consent forms to identify discrepancies or risks.
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Contact patients approaching expiry, non-responders, or those unsure how to proceed, prioritising cases by urgency and regulatory deadlines.
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Accurately document all patient interactions and ensure correct, HFEA-compliant documentation is issued.
-
Communicate patient decisions clearly to Embryology and Clinical teams.
Communication and Patient Support
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Conduct sensitive discussions regarding continued storage, use, or disposal of reproductive material.
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Manage distressed or confused patients with empathy and professionalism.
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Provide clear administrative information and escalate complex or legally sensitive issues in line with SOPs.
Data Quality and Record Management
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Maintain accurate storage records, including consent status, expiry dates, and correspondence.
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Reconcile information across electronic and paper systems, correcting or escalating discrepancies.
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Ensure secure, compliant record keeping and participate in audits.
Administrative Support to the Cryo Team
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Support Embryology and Storage Admin teams with documentation, audits, inbox management, and correspondence.
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Assist with storage-related letters and provide guidance to Band 3 staff to ensure SOP compliance.
Service Delivery and Efficiency
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Contribute to process improvements and report recurring issues or risks.
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Identify trends or system weaknesses and support service improvement.
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Maintain effective working relationships across clinical and administrative teams.
Job description
Job responsibilities
Gamete/Embryo Storage Administration
-
Maintain the Gamete and Embryo Expiry Tracker to identify patients at least 13 months before storage expiry.
-
Review tracker data, patient records, and consent forms to identify discrepancies or risks.
-
Contact patients approaching expiry, non-responders, or those unsure how to proceed, prioritising cases by urgency and regulatory deadlines.
-
Accurately document all patient interactions and ensure correct, HFEA-compliant documentation is issued.
-
Communicate patient decisions clearly to Embryology and Clinical teams.
Communication and Patient Support
-
Conduct sensitive discussions regarding continued storage, use, or disposal of reproductive material.
-
Manage distressed or confused patients with empathy and professionalism.
-
Provide clear administrative information and escalate complex or legally sensitive issues in line with SOPs.
Data Quality and Record Management
-
Maintain accurate storage records, including consent status, expiry dates, and correspondence.
-
Reconcile information across electronic and paper systems, correcting or escalating discrepancies.
-
Ensure secure, compliant record keeping and participate in audits.
Administrative Support to the Cryo Team
-
Support Embryology and Storage Admin teams with documentation, audits, inbox management, and correspondence.
-
Assist with storage-related letters and provide guidance to Band 3 staff to ensure SOP compliance.
Service Delivery and Efficiency
-
Contribute to process improvements and report recurring issues or risks.
-
Identify trends or system weaknesses and support service improvement.
-
Maintain effective working relationships across clinical and administrative teams.
Person Specification
Qualifications/Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or equivalent
- Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of hospital administration
Desirable
- IT package qualification/training, e.g. European Computer Driving Licence (ECDL
- Customer services qualification/training
Skills/ Knowledge/ Abilities
Essential
- Excellent interpersonal skills with the ability to liaise effectively with a wide range of multi-disciplinary staff
- Demonstrable experience of data collection, presentation, report writing and handling of data quality issues
- Ability to deal with difficult service users and challenging situations
- Ability to work with confidential data and information and deal with sensitive issues discreetly
- Organisational and time management skills to meet deadlines
- Excellent interpersonal and communication skills face to face, in writing and on the telephone
- Ability to work both autonomously and in a team
Desirable
- Ability to prepare reports (written and data) using a variety of software packages and present in an easy-to-read format
- Understanding of HFEA-regulated processes, or governance processes, consent management, or governance systems
Previous Experience
Essential
- Significant proven experience of delivering to high standards in a fast-paced high volume customer care environment, requiring accuracy and organisation
- Experience of handling sensitive, difficult, or emotional conversations with members of the public or patients
- Experience of maintaining data quality and accurate record keeping
Desirable
- Experience working with consent-based or legally sensitive documents
- Experience in fertility services or another highly specialised healthcare service
- Experience of an administrative role within the NHS or healthcare provider
Person Specification
Qualifications/Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or equivalent
- Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of hospital administration
Desirable
- IT package qualification/training, e.g. European Computer Driving Licence (ECDL
- Customer services qualification/training
Skills/ Knowledge/ Abilities
Essential
- Excellent interpersonal skills with the ability to liaise effectively with a wide range of multi-disciplinary staff
- Demonstrable experience of data collection, presentation, report writing and handling of data quality issues
- Ability to deal with difficult service users and challenging situations
- Ability to work with confidential data and information and deal with sensitive issues discreetly
- Organisational and time management skills to meet deadlines
- Excellent interpersonal and communication skills face to face, in writing and on the telephone
- Ability to work both autonomously and in a team
Desirable
- Ability to prepare reports (written and data) using a variety of software packages and present in an easy-to-read format
- Understanding of HFEA-regulated processes, or governance processes, consent management, or governance systems
Previous Experience
Essential
- Significant proven experience of delivering to high standards in a fast-paced high volume customer care environment, requiring accuracy and organisation
- Experience of handling sensitive, difficult, or emotional conversations with members of the public or patients
- Experience of maintaining data quality and accurate record keeping
Desirable
- Experience working with consent-based or legally sensitive documents
- Experience in fertility services or another highly specialised healthcare service
- Experience of an administrative role within the NHS or healthcare provider
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.
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).
Additional information
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.
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).
