Coordinator & Data Manager for Fertility Preservation

Job overview

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, act 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

The main duties and responsibilities include: •    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.

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

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