UK Laboratory Administrator

At 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 Role:

UK 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 stage

This is a full-time position working 37.5 hours per week

Part-time work may be considered - if this would be your preference, please outline hours of work in your application

Weekend working is required on rotation of 1:4

The 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 Responsibilities:

Sample Transportation Administration

• Manage and maintain transportation database and records

• Coordinate sample imports/exports within required timeframes

• Ensure transport invoices are processed prior to shipment

• Liaise with patients, clinics, and couriers to arrange transport

• Verify consent, infection screening, and compliance documentation

• Complete transport checklists and update patient records

• Support patients with courier arrangements or self-transport

• Ensure all activities follow SOPs and regulatory requirements

Storage Fees & Consent Management

• Monitor and contact patients regarding storage fees and consent expiry

• Chase outstanding payments and consent decisions

• Issue statutory notices and process consent documentation

• Update records and liaise with laboratory teams as needed

• Provide sensitive support to patients making decisions about stored samples

• Escalate non-compliance or legal concerns

Quality & Compliance

• Follow SOPs, policies, and risk assessments to ensure safe practice

• Report non-conformities and support audits and risk assessments

• Contribute to continuous improvement and patient-focused service

• Ensure compliance with regulatory standards and confidentiality requirements

Training & Development

• Complete internal training and maintain up-to-date knowledge

• Support onboarding and training of new team members

Communication

• Communicate professionally and empathetically with patients and stakeholders

• Maintain accurate, timely, and traceable documentation

• Collaborate effectively across teams

Confidentiality

• Handle all patient and company information in line with data protection regulations

Qualifications and Experience:

Essential

• College-level education

• Minimum 1 year’s experience in a healthcare administrative role

• Excellent record-keeping skills

• High attention to detail

• Strong multitasking and prioritisation abilities

• Flexible, self-motivated approach

• Excellent communication skills

• Ability to explain complex and sensitive information to patients

• Right to work in the country of application

• Satisfactory criminal record check

Desirable

• Degree in a relevant subject

• Experience in an IVF clinic

• Knowledge of transportation of gametes/embryos

• Ability to review blood results and/or HFEA consent forms

• Experience managing consent expiries

Location: TFP Nurture Fertility - Nottingham

Salary: Competitive (Depending on experience)

Working Hours: 37.5 Hours per week

Monday to Friday between the hours of 08.00-18.00

Saturday working required on 1:4 rotation

Pension: Dual contribution pension scheme

Holiday Entitlement: 27 Days + Bank holidays (pro rata)

Free parking available on site