Storage Administration Manager

Job overview

An exciting opportunity has arisen for a Band 5 Cryo-Storage Manager in Assisted Conception Unit.We are looking for an enthusiastic, hardworking individual who enjoys working in a fast-paced environment

The role requires leadership, excellent organisational skills, and the ability to problem-solve and redesign workflows in a high-volume, highly regulated environment.  The post holder will work closely with the Embryology Team, Quality Manager, Head of Service, Person Responsible, and Senior Management Team to ensure the Unit maintains compliant, auditable storage records at all times.

Exceptional attention to detail, reliability, and accuracy are essential, given the legal and regulatory importance of consent and storage documentation under the Human Fertilisation & Embryology Authority (HFEA) Code of Practice

We are a supportive and caring multi-disciplinary team and encourage our staff to develop both personally and professionally. This is an exciting and challenging role  in which the post holder would have an opportunity to make a direct positive impact on patient experience within the Trust.

We encourage applicants to use the supporting information section of the application form to demonstrate they meet the person specification, using specific examples

Main duties of the job

The post holder is required to exercise analytical and judgemental skills involving the interpretation and comparison of complex information from multiple sources. This includes reviewing and reconciling data from electronic systems, paper records, consent documentation, and SOPs to identify discrepancies, incomplete information, or potential non-compliance.

The role includes providing task-specific training, guidance, and on-the-job  acting as a first point of contact for queries and escalation of issues, and supporting competency development for defined administrative processes. Postholder will exercise delegated operational oversight essential for safe and effective service delivery in a highly regulated clinical environment.

The post holder will work closely with the Storage Administration Manager, Service Manager, Embryology Team, and Quality  Management Team to ensure data accuracy, traceability, and compliance within all storage-related administrative processes

General responsibilities will include: Direct line management of administrative staff Supporting the Service Manager  Leading on training and development of other HR-related queries i.e. PDRs, compliance. Reporting and managing performance, annual leave, and sickness. Participation in service improvement, review and update SOP/process guides where appropriate.

Detailed job description and main responsibilities

Governance, Compliance & Legal Oversight

• Ensure full compliance with HFEA legislation, Code of Practice, and Trust policies.
• Oversee storage governance for gametes, embryos, and ovarian tissue, including consent validity, extensions, expiry, discard, and donation processes.
• Maintain audit-ready systems and accurate consent documentation.
• Lead investigations, corrective actions, and support regulatory inspections and submissions.

Operational Management

• Provide day-to-day leadership of the Storage Administration Team.
• Ensure accurate tracking of storage status, expiry timelines, and patient decisions.
• Maintain effective workflows, escalation pathways, and service resilience.
• Monitor performance, manage workload allocation, and provide timely data to senior management.

Policy, Systems & Service Development

• Develop and implement policies, SOPs, and administrative systems.
• Drive process improvement, digital development, and automation.
• Contribute to strategic service development, audits, risk management, and complaint investigations.

Financial & Resource Management

• Manage delegated budgets and authorised signatory responsibilities.
• Ensure administrative services meet financial and operational targets.

Staff Leadership & Development

• Lead, supervise, recruit, and develop administrative staff.
• Manage performance, attendance, and conduct in line with Trust policies.
• Promote a culture of accuracy, accountability, and continuous improvement.

Data Quality, Traceability & Audit

• Ensure accurate, traceable storage records and documentation.
• Lead audits and implement improvements to prevent data or process errors.

.Communication & Stakeholder Engagement

• Oversee sensitive patient communication and manage escalated concerns.
• Work effectively with multidisciplinary teams and external stakeholders.

Reporting & Accountability

• Provide regular compliance and performance reports.
• Escalate risks and contribute to operational and strategic decision-making.