Donor Administrator

A unique career opportunity has arisen to become a key member of Complete Fertility Centre.

Originally established in 2010, Complete Fertility is part of the Virtus Health Family of fertility clinics, and the first in the UK. We are a close-knit and supportive team of around 60 staff, with a focus on patient care, research and innovation. With close links to the University of Southampton, we regularly participate in exciting large scale multicentre clinical trials.

We are seeking a Donor Administrator with excellent organisational skills to support the clinic with the day to day administration duties. The position is available immediately.

**Job description**

**Salary**: Dependent upon experience

Accountable to: Donor Coordinator

Hours of Work: 30 hours per week

Main purpose:

- Care for fertility patients during all stages of their pathway within Complete Fertility Centre to ensure a smooth and effective experience.
- To provide support to the Donor Coordinator in the smooth running of the gamete donation programmes.
- To ensure that the Complete Fertility Centre meets the requirements of the HFE Act and the Human Fertilisation and Embryology Authority Code of Practice in relation to donated gametes use and treatment
- To provide an excellent customer service to patients, relatives/carers and to external agencies.
- To provide a comprehensive administration, booking and appointment service for patients.

Job Outline
- Liaise with clinical and administrative staff to ensure the smooth running of the department
- Provide administrative support using Microsoft Office packages (including Word and Excel), IDEAS and other in-house IT systems
- Establish and maintain office systems both paper and electronic to a high standard
- Provide admin support for the egg and sperm donation programmes ensuring strict criteria are adhered to
- Book appointments for egg and sperm donors and for egg recipients ensuring anonymity of donors and recipients
- Prepare agenda and record minutes for regular egg donation meetings
- To deal with egg/sperm donation and recipient enquiries efficiently and pass to Donor Coordinator where necessary
- To understand and be able to explain the process of donating and receiving gametes and to effectively answer questions from patients
- To arrange new, follow-up and other appointments for patients in an efficient and patient-centred manner
- To process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies
- Maintain an efficient appointment system and ensure that necessary paperwork is available for clinic appointments
- Set up patient consents using online platform
- Set up patient access to donor sperm website
- Reserve donor sperm as required
- Make follow up and scan appointments as required
- Respect patient and staff confidentiality at all times
- To comply with the Fertility unit’s document control policy
- Provide cover in the absence of the Donor Coordinator - to include dealing with enquiries and taking messages
- Collect and record up to date information on departmental computer system, ensuring that all patient demographic details are correct
- Assist in departmental audits and provide figures as requested

**The successful applicant must**:

- Have at least 2 years’ experience working in a busy administrative role.
- NHS or private healthcare administrative experience (desirable).
- Work flexibly as part of a multidisciplinary team.
- Have evidence and/or qualifications in Customer Service training in a previous role (desirable).
- Experience of call handling and dealing with customer enquiries or concerns.
- Be happy to go the extra mile by proactively communicating, solving problems and building relationships with our patients to ensure that they receive an excellent patient experience.
- A willingness to work positively with the team to achieve goals and ensure excellence in service delivery.
- Be highly motivated, with excellent communication and strong interpersonal skills with the ability to work effectively in a team environment as well as independently as required.
- Able to build excellent relationships with our patients, directors, and consultants.
- Methodical and accurately maintain records.
- Awareness and understanding of the issues that our patients are facing with regard to assisted conception.
- To input into the weekly operational meetings of the clinic
- To promote a positive culture amongst the team and lead by example
- To liaise with other stakeholders with regard to matters of service development.
- To undertake other duties as and when required by the demands of the service, or by the Donor Coordinator.

**Job Types**: Part-time, Permanent
Part-time hours: 30 per week

Schedule:

- Day shift
- Monday to Friday

COVID-19 considerations:
All staff & visitors are required to wear a mask

**Experience**:

- Administration: 1 year (required)

Work Location: In person