Job responsibilities
As a Cryo Administrator, you will provide administrative support to the Data Quality Manager in relation to the management of payment notifications and consent processes for cryopreserved material. You will work with a custombuilt cryo management platform and collaborate closely with an established team of administrators and mentors.
No prior experience in cryopreservation is required. Full training and mentorship will be provided.
It is essential that you have strong communication skills and experience in a customer or patient facing environment.
Main Duties and Responsibilities
Patient Communication & Customer Service
- Provide excellent customer care by responding to patient enquiries promptly and professionally.
- Distribute complex or unresolved queries to the appropriate Care colleagues.
- Communicate with patients sensitively and in accordance with established processes.
Cryopreservation Administration
- Manage the cryopreservation database on CIS and maintain accurate billing documentation.
- Administer the cryo management system, including producing, checking and sending required communication relating to storage.
- Ensure correspondence is issued within required timescales.
- Notify relevant team members of patient responses and ensure appropriate actions are taken.
- Prepare paperwork and cryopreserved samples for disposal in line with regulatory and internal processes.
- Provide general administrative support to the Data Quality team as required.
Systems and Digital Processes
- Enter and update patient information within the clinical database, ensuring accuracy and adherence to system pathways.
- Use digital systems to maintain safe and efficient workflows.
- Participate in system development and process improvement by suggesting ideas and embracing new technologies.
- Communicate effectively with colleagues using Microsoft Outlook and Teams.
Teamwork and Collaboration
- Support other Care clinics with CIS data entry and cryo management training.
- Build positive, collaborative working relationships with colleagues across the multidisciplinary team.
- Participate actively in team meetings and clinic meetings.
- Share knowledge openly and act as a supportive mentor when required.
- Treat colleagues fairly, encourage inclusivity and embrace diversity within the team.
Governance, Compliance and Safety
- Maintain accurate and timely records in accordance with internal processes and regulatory requirements.
- Ensure all work complies with the HFEA Code of Practice, Health and Safety policies, and organisational reporting requirements.
- Complete all mandatory training and engage fully in the companys learning pathways.
Confidentiality and Data Protection
- Maintain confidentiality at all times in accordance with the HFEA Code of Practice and organisational procedures.
- Handle patient data responsibly, completing required training in data protection and information governance.
- Comply with the General Data Protection Regulation (GDPR) 2016 and the Data Protection Act 2018.
Professional Development
- Stay up to date with standard operating procedures through regular participation in professional updates.
- Engage proactively in the Personal Development Review process and competency assessments.
- Take responsibility for your learning and skill development, seeking opportunities to improve and grow within the role.