Job summary
- Main area
- Adminstrative Services
- Grade
- Band 3
- Contract
- Permanent: Full time
- Hours
- Full time - 37.5 hours per week (Monday-Friday)
- Job ref
- 159-LWH-113-25
- Employer
- Liverpool Women's NHS Foundation Trust
- Employer type
- NHS
- Site
- Hewitt Fertility Centre, Liverpool Women's Hospital
- Town
- Liverpool
- Salary
- £24,625 - £25,674 pro-rota
- Salary period
- Yearly
- Closing
- 10/06/2025 23:59
Employer heading
Scientific Administrator
Band 3
Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.
Liverpool Women’s has an excellent reputation and is a centre of excellence. It is an exciting environment to work in and a great place to develop your career for many years to come.
We invite you to review why Liverpool Women's Hospital is a great place to work: https://vimeo.com/556197652
We reserve the right to close any vacancies from further applications when we have received sufficient applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.
Job overview
Main duties of the job
The post holder will work within The Hewitt Fertility Centre assisting the HFEA Storage Co-Ordinator in a range of administrative duties, whilst supporting the Embryology and Andrology Scientific Teams. They will assist in the provision of an efficient administrative system to ensure that there is effective consent in place for all patients with gametes and/or embryos stored at the Hewitt Fertility Centre, Liverpool Women’s Hospital. The post holder will be responsible for maintaining a robust bring-forward system to ensure that all gametes and embryos in storage have effective consent, ensuring full compliance of the storage requirements in accordance with the Human Fertilisation and Embryology Authority (HFEA).
Working for our organisation
Liverpool Women’s NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.
For roles at Liverpool University Hospitals, visit their careers page.
UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.
Detailed job description and main responsibilities
1. Provide administrative assistance to the HFEA Storage Co-Ordinator, providing cover when necessary.
2. Assist the HFEA Storage Co-Ordinator with the generation of patient letters, for embryo and gamete storage patients, using the Infertility Database Embryology Andrology System (IDEAS).
3. Assist in maintaining three yearly written contact with all patients who have NHS embryos or gametes in storage.
4. Access the Summary Care Record System, ensuring patient addresses are correct and making appropriate amendments on the Meditech and IDEAS Systems when required.
5. Receipt and management of embryo and gamete correspondence, ensuring the necessary action is taken in respect of recording, filing and issuing HFEA consent forms, if applicable.
6. Assist in operating a bring-forward system ensuring statutory storage limits for gametes and embryos are not exceeded.
7. Assist in operating a system to ensure that withdrawal of consent to embryo or gamete storage ensures consensual and regulatory compliance.
8. Provide administrative support to the Embryology and Andrology Scientific Teams as required.
9. Assist with locating/handling of patient records, ensuring they are appropriately tracked on the Meditech System.
10. Ensure the centre obtains the appropriate HFEA Consent Forms from patients who wish to extend storage or withdraw consent to storage.
11. Communicate effectively with all members of the multidisciplinary team within the Hewitt Centre and the Trust as appropriate.
12. Operate in accordance with HFEA Regulations and Trust Departmental Policies and Standard Operating Prodcedures within the Department, ensuring that compliance of statutory embryo and gamete storage requirements are met.
13. Assist with creating and sending electronic registration forms to the HFEA.
14. Support the Hewitt Centre Satellite Co-Ordinator by registering patients, issuing casenote numbers, filing/faxing correspondence and providing labels when required.
15. Assist with the recording of pregnancy outcomes on IDEAS.
This job description describes the main responsibilities of the post and is not intended to be exhaustive. It may be subject to change as the service develops and to meet the needs of the Trust.
Person specification
Qualifications
Essential criteria
- Educated to GCSE level or equivalent including English and Mathematics.
- European Computer Driving Licence (ECDL) Qualification or equivalent.
Desirable criteria
- Additional Customer Service or Administration qualification such as an NVQ Qualification.
Experience
Essential criteria
- Experience of working in an office or administrative environment preferably within a healthcare environment.
- Knowledge of a hospital administration system such as Meditech and IDEAS
- Experience of clinical data inputting into systems.
Desirable criteria
- Experience of working in a clinical laboratory environment preferably within the NHS or equivalent health care provider.
- Experience of working in a multi-disciplinary team.
- Understanding of HFEA licensed treatment
Skills
Essential criteria
- Good level of numeracy and literacy skills.
- Able to communicate clearly both in verbal and written communications.
- Good keyboard & PC skills.
- Working knowledge of Microsoft Office packages i.e. Word, Excel, and Access.
- Organised and methodical with an attention to detail.
- Ability to analyse information and report information to others in a meaningful way.
- Able to maintain accuracy to high standards.
Knowledge
Essential criteria
- Understanding of confidentiality, Data Protection and Caldicott principles.
- Knowledge of medical laboratory services and language.
Desirable criteria
- Previous experience in use of HFEA consent forms
- Previous experience of maintenance of HFEA storage periods and legalities
Personal qualities
Essential criteria
- Flexible and adaptable to change.
- Ability to work to a deadline and to prioritise own work load.
- Ability to work on own unsupervised.
- Courteous and friendly.
- Able to work under pressure in a busy environment.
- Able to multi task.
- Capable of dealing with sensitive and confidential documents and situations.
Desirable criteria
- Able to implement new ideas to benefit patients, staff and working environment.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Stephanie Brooks
- Job title
- Quality Manager
- Email address
- [email protected]
- Telephone number
- 0151 702 4830
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