Storage Coordinator Band 4

Job details

• Branch: Belfast HSCT
• Location: REGIONAL FERTILITY CENTRE
• Salary: Band 4 (£27,485 - £30,162)
• Contract Type: Permanent
• Opening Date: 13/10/26
• Closes: Tue, 27 October 2026 @ 4:30 PM
• Interview Dates: To Be Confirmed

Notes

We accept online applications only. A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week. Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

JOB DESCRIPTION

JOB TITLE: Storage Coordinator: Regional Fertility Centre

BAND: 4

DIRECTORATE: Specialist Hospitals & Women’s Health

INITIAL LOCATION: Regional Fertility Centre, RJMH

REPORTS TO: Quality Manager / Service Manager

ACCOUNTABLE TO: Service Manager

JOB SUMMARY

The post holder will have responsibility for coordinating and maintaining the storage database of all human sperm, eggs and embryos held under the Human Fertilisation and Embryology (HFEA) Licence within the Regional Fertility Centre.

They will coordinate storage communication on the RFC patient portal, consent platform and any future systems introduced, in line with legal requirements set out by the HFEA. This will include the issue of all statutory notices and the follow up of HFEA consents issued to patients to ensure that they are completed in an accurate and timely manner.

They will ensure that all storage and consent processes are delivered in compliance with HFEA legislation and Code of Practice, maintaining accurate, audit-ready records and supporting inspection and quality assurance activities.

They will work independently within established policies and procedures, managing their own workload and prioritising tasks to meet statutory deadlines.

KEY DUTIES / RESPONSIBILITIES

HFEA STORAGE ADMINISTRATION

Maintain and coordinate the storage database and all associated patient records in line with HFEA requirements, meeting traceability requirements

Ensure all statutory notices are issued and monitored in line with current storage legislation

Monitor and track patient responses to storage communications, escalating non-responses where required

Ensure that patients complete and return the storage reply slip in a timely manner

Ensure the correct HFEA consent forms are issued based on patient responses and gametes in storage

Liaise with the Embryology Lead to facilitate review and validation of completed consents

Ensure validated consents are accurately uploaded to patient records

Ensure all records are complete, accurate and maintained for audit purposes

Support the provision of reports relating to stored material, ensuring accuracy and compliance with regulatory requirements

Undertake and support data validation checks in line with Trust policy

PATIENT & ADMINISTRATIVE SUPPORT

Manage patient calls and enquiries sensitively and efficiently, recognising the nature and sensitivity of fertility treatment

Coordinate appointment bookings and follow-up communications in line with agreed timelines

Ensure effective retrieval of patient information to support Embryology and clinical teams

Maintain accurate electronic and paper filing systems in line with records management and GDPR requirements

COMPLIANCE, GOVERNANCE & REPORTING

Support the monitoring of compliance with HFEA storage and consent requirements through maintenance of tracking systems and escalation of risks

Assist with inspection/assessment preparation, including collation of records and maintenance of audit evidence

Collate audit data as directed by the Quality Manager

Ensure all activities are conducted in line with Trust policies, information governance and legal requirements

Identify and flag potential compliance risks relating to consent, storage or traceability to the Quality Manager

DEPARTMENTAL ADMINISTRATION

Support the management of the appointment system in IDEAs to optimise the use of Embryology and consultant clinic capacity

Gather data for quality reports for monitoring and governance purposes

Provide administrative support to the development and maintenance of departmental documentation (SOPs, policies), supporting version control of documents on Q-Pulse

Support the logging of incidents and non-conformities for the Quality Team, maintaining action logs in the process

Assist in sending out patient satisfaction surveys to patients by email

Deal with telephone calls and enquiries promptly, escalating when appropriate

Undertake general administrative duties including correspondence, filing and document management

SYSTEM SUPPORT

Assist with system administration tasks as directed, including user access requests

Support staff in the use of departmental systems (e.g. IDEAS) where required

Report system issues and liaise with appropriate teams to support resolution

Assist with system updates as required

RAISING CONCERNS – RESPONSIBILITIES

The post holder will promote and support effective team working, fostering a culture of openness and transparency.

The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust’s ‘Your Right to Raise a Concern (Whistleblowing)’ policy and their professional code of conduct, where applicable.

GENERAL REQUIREMENTS

The post holder will be required to

Ensure the Organisation’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.

Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.

Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.

Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.

Take responsibility to minimise the Trust’s environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.

All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the [org name] including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the [org name] policy and procedures on records management and to seek advice if in doubt.

Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.

Represent The Organisation’s commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner. Adhere at all times to all Trust policies/codes of conduct, including for example:

Smoke Free policy

IT Security Policy and Code of Conduct

standards of attendance, appearance and behaviour

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within The Organisation's area, as needs of the service demand.

JOB TITLE AND BAND: Storage Coordinator, Band 4

DEPARTMENT / DIRECTORATE: Regional Fertility Centre, Specialist Hospitals & Women’s Health

SALARY: £26,530 - £29,114 per annum / pro rata

HOURS: 18.75

Ref No: <to be inserted by HR> July 2026

ESSENTIAL CRITERIA

SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Ideally no more than 6-8 criteria in this section

Method of Assessment

Experience/ Qualifications

HNC/HND or equivalent/higher qualification in an administration related field AND 1 years’ experience in a clerical/ Administrative role at Band 3 or equivalent

OR

4 GCSEs at Grades A-C including English Language and Maths or equivalent higher qualification AND 2 years’ experience in a clerical/ administrative role at Band 3 or equivalent

3 years’ experience in a clerical/ administrative role at Band 3 or equivalent

Experience in the use of Microsoft Office products including Word, Excel & PowerPoint

Previous working experience of Epic, NIECR, NIDIS (previously H&C Web and other equivalent electronic platforms)

Shortlisting by Application Form

SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills / Abilities

Ability to work as part of a team

Ability to use own initiative

Ability to identify problems and recommend appropriate solutions

Effective planning & organisational skills with an ability to prioritise own workload

Effective communication skills to meet the needs of the post in full

Interview / Test

DESIRABLE CRITERIA

SECTION 3: these will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in you not being shortlisted

Experience

Experience working with complex databases

Previous experience working in administration in a Healthcare Setting

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note The Organisation reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn

As part of the Recruitment & Selection process it may be necessary for The Organisation to carry out an Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed.

THE ORGANISATION IS AN EQUAL OPPORTUNITIES EMPLOYER

Successful applicants

may be required to attend for a Health Assessment

can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. If the successful candidate is an existing HSC employee moving to a higher band, AfC Pay on Promotion will apply.

All staff are expected to display the HSC Values at all times