UK Laboratory Administrator Full Time NEW

Job DescriptionAt TFP, we make families. We shape fertility journeys around people’s lives. Our commitment to outstanding customer experience is demonstrated every day; through genuine care, building trust, sharing our expertise, driving innovation, and showing our passion in all that we do.The RoleUK Laboratory Administrators play a vital role in shaping each patient’s fertility journey. This position supports laboratory functions across the UK, helping to coordinate the safe and timely transportation of gametes and embryos between clinics, guiding patients through the annual storage fee process, and ensuring consents for stored samples are managed with absolute care.Every step in this work must be completed in full alignment with TFP’s unified SOPs and the HFEA Code of Practice; standards that protect patients, ensure regulatory compliance, and uphold the integrity of our laboratories. Because these processes directly impact patients’ hopes, plans, and stored reproductive material, exceptional attention to detail is essential. The post holder must be able to self-manage effectively, staying organised, prioritising tasks confidently, and maintaining accuracy even in a busy and sensitive environment.Above all, the role requires clear, compassionate communication. You will guide patients through complex and sometimes emotional decisions, ensuring they feel supported, informed, and cared for at every stageThis is a full-time position working 37.5 hours per weekWeekend working is required on rotation of 1:4The Location:Our UK Lab Admin team is based within our TFP Nurture Fertility clinic. Offering a full suite of treatment and diagnostic services, including PGT. Conveniently located on the outskirts of Nottingham, adjacent to junction 25 of the M1, there is ample free parking for staff and patients at the front of the building.Key ResponsibilitiesSample Transportation AdministrationManage and maintain transportation database and recordsCoordinate sample imports/exports within required timeframesEnsure transport invoices are processed prior to shipmentLiaise with patients, clinics, and couriers to arrange transportVerify consent, infection screening, and compliance documentationComplete transport checklists and update patient recordsSupport patients with courier arrangements or self-transportEnsure all activities follow SOPs and regulatory requirementsStorage Fees & Consent ManagementMonitor and contact patients regarding storage fees and consent expiryChase outstanding payments and consent decisionsIssue statutory notices and process consent documentationUpdate records and liaise with laboratory teams as neededProvide sensitive support to patients making decisions about stored samplesEscalate non-compliance or legal concernsQuality & ComplianceFollow SOPs, policies, and risk assessments to ensure safe practiceReport non-conformities and support audits and risk assessmentsContribute to continuous improvement and patient-focused serviceEnsure compliance with regulatory standards and confidentiality requirementsTraining & DevelopmentComplete internal training and maintain up-to-date knowledgeSupport onboarding and training of new team membersCommunicationCommunicate professionally and empathetically with patients and stakeholdersMaintain accurate, timely, and traceable documentationCollaborate effectively across teamsConfidentialityHandle all patient and company information in line with data protection regulationsJob RequirementsQualifications and Experience:EssentialCollege-level educationMinimum 1 year’s experience in a healthcare administrative roleExcellent record-keeping skillsHigh attention to detailStrong multitasking and prioritisation abilitiesFlexible, self-motivated approachExcellent communication skillsAbility to explain complex and sensitive information to patientsRight to work in the country of applicationSatisfactory criminal record checkDesirableDegree in a relevant subjectExperience in an IVF clinicKnowledge of transportation of gametes/embryosAbility to review blood results and/or HFEA consent formsExperience managing consent expiriesLocation: TFP Nurture Fertility – NottinghamSalary: Competitive (Depending on experience)Working Hours: 37.5 Hours per weekMonday to Friday between the hours of 08.00-18.00Saturday working required on 1:4 rotationPension: Dual contribution pension schemeHoliday Entitlement: 27 Days + Bank holidays (pro rata)Free parking available on site