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Embryology Administration Assistant in London at CARE Fertility

Date Posted: 1/11/2019

Job Snapshot

Job Description


CARE Fertility London


Embryology Administration Assistant (Full Time)


CARE Fertility is the leading independent provider of fertility treatment in the UK, committed to delivering the highest quality patient care.

We offer a wide range of fertility treatments including IVF, ICSI and IUI. We have successful egg and sperm donation programmes and egg and sperm sharing programmes.

We require a well organised and motivated individual to join our Embryology team. You should be educated to GCSE level (or equivalent) and have proven experience of working in an office environment. Excellent administration, customer service and IT skills are also essential.

This post is subject to an enhanced Disclosure with the CRB. For more information, or to make an application, please go to CARE’s careers page at Alternatively, e-mail or call 0115 8528 167.


Closing date is 25th January 2019



Job Description


1. To be responsible for the production, checking, correction and sending of all HFEA forms, as requested by the HFEA.

2. To be responsible together with a named Embryologist, for all correspondence to patients regarding their consent to storage of cryopreserved sperm, eggs and embryos, ensuring patients are contacted before the store period expires and informing embryology of responses indicating disposal, donation, research or continued storage.

3. To ensure the correct completion of embryology notes and assist in general housekeeping of paperwork in the laboratory.

4. To be responsible for data entry for embryology.

5. To assist in the rolling verification of CARE data for the HFEA through the EDI system.

6. To chase missing pregnancy outcome information and enter this on the database.

7. To be responsible for the import and export of sperm, eggs and embryos into and out from the clinic.

8. To assist in the auditing of dewars in the laboratory.

9. To assist in the collation of results and auditing.

10. To assist in establishing a CARE-wide system of efficient billing management and, to this end, collaborate with IT and embryology staff.

11. Taking and typing up of minutes for embryology meetings.

12. Maintenance of accurate records of incident reports/follow ups and lab health & safety docs for each lab.

13. Assistance to other CARE centres for training in CIS data entry and HFEA forms.

14. To assist in the above duties at any CARE centre should this be required.

15. The post holder will be expected to carry out any other appropriate duties as and when required.


1. To comply with the Human Fertilisation and Embryology Authority’s Code of Practice, the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Care Quality Commission (Registration) Regulations 2009 and the Data Protection Act, with special reference to patient confidentiality.

2. To comply with the Health and Safety policies with particular reference to procedures to be followed in the event of a fire and to report all accidents and untoward incidents to the Health and Safety officer.

3. To undertake mandatory training as required, including health and safety, fire, manual handling.

4. Actively participate in CARE’s performance management processes and competency assessment processes.

Job Requirements



• Educated to at least GCSE level, with passes in English and Maths.


• NVQ Level 3



• Proven administrative and organisational skills

• Relevant office experience


• Working within a quality standards system, such as ISO

• Experience in maintaining staff records



• Strong IT and keyboard skills

• Proficient with Microsoft Office products

• Able to work on own initiative and prioritise workload effectively

Interpersonal Skills


• Able to communicate effectively over the telephone, face to face and in writing

• Excellent team working skills

• Sensitive to patient needs



• Awareness of confidentiality and ability to work in a confidential setting


• An understanding of the HFEA and CQC ability to work in a confidential setting





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