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.

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

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

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

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

Complete internal training and maintain up-to-date knowledge

Support onboarding and training of new team members

Communicate professionally and empathetically with patients and stakeholders

Maintain accurate, timely, and traceable documentation

Collaborate effectively across teams

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

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

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