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.
The Role
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.
This is a full‑time position working 37.5 hours per week
Weekend working is required on rotation of 1:4
The Location
Our UK Lab Admin team is based within our TFP Nurture Fertility clinic. Offering a full suite of treatment and diagnostic services, including PGT. Conveniently located on the outskirts of Nottingham, adjacent to junction 25 of the M1, there is ample free parking for staff and patients at the front of the building.
Key Responsibilities
Sample Transportation Administration
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
Storage Fees & Consent Management
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
Quality & Compliance
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
Training & Development
Complete internal training and maintain up‑to‑date knowledge
Support onboarding and training of new team members
Communication
Communicate professionally and empathetically with patients and stakeholders
Maintain accurate, timely, and traceable documentation
Collaborate effectively across teams
Confidentiality
Handle all patient and company information in line with data protection regulations
Qualifications and Experience
Essential
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
Desirable
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
Location: TFP Nurture Fertility - Nottingham
Salary: Competitive (Depending on experience)
Working Hours: 37.5 Hours per week
Monday to Friday between the hours of 08.00‑18.00
Saturday working required on 1:4 rotation
Pension: Dual contribution pension scheme
Holiday Entitlement: 27 Days + Bank holidays (pro rata)
Free parking available on site
StudySmarter Expert Advice🤫
We think this is how you could land UK Laboratory Administrator in Nottingham
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like TFP Fertility.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at TFP Fertility.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like TFP Fertility, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at TFP Fertility.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at TFP Fertility.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to TFP Fertility. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at TFP Fertility. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at TFP Fertility
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research TFP Fertility’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
