Coordinator & Data Manager for Fertility Preservation
The closing date is 12 May 2026
The Administration Co-ordinator and Data Manager will work as part of the Reproductive Medicine Unit (RMU) administrative team, with the focus on supporting the Fertility Preservation (FP) Service. The post holder will utilise their expert knowledge of patient pathways and administrative processes to provide leadership and ensure the delivery of a high-quality and efficient service.
Key responsibilities include coordinating patient appointments, preparing for MDTs, registering referrals on Trust electronic systems, acting as a key liaison between clinical teams, referring centres (spoke sites), and the ovarian tissue cryopreservation laboratory, ensuring seamless communication and effective pathway coordination. They will also support clinical staff with outpatient clinics and admissions.
The role involves managing and analysing data from patient records and electronic systems within UCLH, as well as from referring hospitals and GPs. This data will be reported to regulatory bodies and used to support service delivery and development. The post holder will be responsible for maintaining and updating databases in line with organisational and regulatory requirements.
In addition, they will lead on planned regulatory, financial, and commissioning reporting, alongside ad hoc data collection and analysis.
Main duties of the job
- Deliver a high-quality administrative service to the multidisciplinary team, providing expert advice and resolving complex or non-routine issues.
- Oversee accurate data collection, maintenance, and reporting for all NHS and private Fertility Preservation activity across UCLH and partner/spoke sites.
- Monitor waiting lists and service capacity, proactively addressing issues to ensure access and quality targets are met.
- Maintain and optimise FP databases in line with organisational and regulatory requirements.
- Lead on statutory reporting to NHS England and other regulatory bodies, ensuring timely and accurate submissions.
- Support audits and performance reporting, providing data analysis to inform service delivery and improvement.
- Produce regular reports on performance, quality, and patient activity within the service.
- Drive service improvement and quality assurance initiatives to enhance patient pathways and reporting standards.
- Promote best practices across teams to support safe, effective care and a positive patient experience.
- Act as a key point of escalation for complex, sensitive, or non-routine issues.
- Contribute to service improvement initiatives and change projects to maximise utilisation of resources and patient experience.
Person Specification
Knowledge and Qualifications
- Expert knowledge of the full range of administrative procedures, acquired through degree or equivalent training and previous experience of working in an administrative environment
- Knowledge and experience of information systems used for the storage and retrieval of sensitive personal information
- Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act
Experience
- Experience of working in a non‑routine environment, with demonstrable evidence of problem solving and resolving issues as they arise.
- Experience of working in a customer facing environment, resolving queries and using initiative to ensure first‑class service delivery
- Experience of supervising a team of staff, or experience of project management and change methodology
- Experience in analysing data and maintaining databases in line with organisational and regulatory requirements.
- Previous NHS experience, or experience of working in a healthcare setting
Skills and Abilities
- Able to analyse and interrogate data and performance information, using experience and judgement to make recommendations on actions
- Ability to make decisions in a constantly changing environment (e.g. clinic setting) using judgement to deal with queries or escalations where necessary.
- Advanced keyboard skills, and competent use of IT.
- Able to deal with sensitive information with tact, diplomacy and understanding
Communication
- Able to communicate complex or sensitive personal information clearly and sensitively with a wide range of patients, in situations where there may be barriers to understanding (e.g. language difficulties, anxious or distressed patients or relatives)
Personal and People Development
- Able to work independently, managing own workload and allocating work appropriately to others.
- Able to induct new staff into the department, providing training to new colleagues.
- Able to supervise a team of colleagues, providing day to day management and support, including delegating tasks and work allocation.
Specific Requirements
- Flexible approach to shift patterns and location, including flexibility regarding working hours (e.g. early mornings, evenings and weekends)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
University College London Hospitals NHS Foundation Trust
£38,488 to £46,852 a yearPer Annum Inclusive of HCAS
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