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Nursing Administrator in London at CARE Fertility

Date Posted: 7/13/2018

Job Snapshot

Job Description

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 Nursing team on a full time basis. 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 DBS. For more information, or to make an application, please go to CARE’s careers page at Alternatively, e-mail or call 0115 8528 168.


Closing date is 26th July 2018


  1. To become familiar with the day to day running of the clinic and the nursing processes.
  2. To be computer literate, supporting nurses with spreadsheets, audits, general administrative duties etc.
  3. Deal with patient calls/enquiries during a working day, directing them to the most appropriate person within a timely manner.
  4. To assist with the preparation, maintenance and organisation of patient files relating to their treatment within the clinic.
  5. Send relevant information to patients prior to nurse planning appointments.
  6. Ensuring all documentation filed in the correct order in patients notes.
  7. Register and manage all satellite referrals.
  8. Liaise with patients, satellite clinics and doctors to ensure that all identifying documents, virology blood results and consent forms are on file prior to patient treatment.
  9.  Activate treatment start dates and book appointments accordingly.
  10. Check with admin staff that patients have been invoiced and paid prior to treatment.
  11. Processing of pregnancy outcome notes, entering results on information CIS, make next step appointment i.e. review, pregnancy scan or counselling. Generate top up script.
  12. Follow-up of any missing pregnancy outcomes, scan results and live birth details.
  13. Print off nurse appointments and procedure list one day prior. Ensuring that all notes/blood forms required are prepared.
  14. To generate treatment consents if patients forget to bring to the appointment.
  15. Shred and safely dispose of all patient-related papers.
  16. Update Document Manager Policies, protocols, and patient information as required and as instructed by the Nurse Manager.
  17. Update information systems with personal information that has been recorded in error.
  18. Collating cases, incidents, changes in practice and raising them with the nurses. Taking minutes at small clinical, nurses and clinical governance meetings.
  19. Ensure all patient information packs are available and up-to-date in each consulting room.


  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.

To comply with Infection Control policies and procedures.


Job Requirements

Essential Qualifications:
◦Educated to GCSE Level with passes in English and Maths

Desirable Qualifications:
◦NVQ Level 3

Essential Experience:
◦Proven administrative and organisational skills

◦ Relevant office experience.

Desirable Experience:
◦Working within a quality standards system, such as ISO
◦Experience in maintaining records

Essential Skills:

◦ 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

Essential Knowledge:
◦Awareness of confidentiality and ability to work in a confidential setting

Desirable Knowledge:
◦An understanding of the HFEA and CQC


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