Fertility Administrator Job at Nottingham University Hospitals NHS Trust – Nottingham

Band 3

Main area

Fertility Services


Band 3




Full time – 37.5 hours per week (8am – 4pm Monday – Friday)

Job ref



QMC Campus




£21,730 – £23,177 per annum

Salary period



23/11/2022 23:59

Job overview

An opportunity has arisen within the administrative team to join NUH Life Fertility Services . The role requires you to be able to work 37.5hrs over 5 days (Mon-Friday) to meet our service needs.

NUH Life Fertility Services is a combined clinical and laboratory service offering male and female investigations and treatment for all aspects of infertility. We also provide a regional sperm cryopreservation service for men at risk of infertility due to cancer treatments, alongside recruitment and storage of sperm donors for use in fertility treatments.

Main duties of the job

In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert.

To provide a friendly, courteous and efficient reception service to patients for clinics taking place within the department. Meet and greet patients and liaise with staff to ensure the smooth running of clinics.

To answer telephone calls and deal appropriately with enquiries from patients, staff and the general public, seeking advice or referring elsewhere if necessary.

Using relevant electronic booking systems to arrange appointments for follow up clinics, as instructed by the medical/nursing staff

Be able to competently use Medway, Notis and other information technology systems.

To keep a robust finance log and ensure that an accurate record of income and expenditure is maintained.

Use and maintain filing and record systems.

To organise and prioritise your own workload appropriately.

Working for our organisation

We are looking for someone to join our team on a fixed term basis who can uphold our values and be the first point of contact in our clinic – a welcoming face and voice to our patients. You need to be highly organised, reliable and punctual, able to multi-task and remain calm under pressure.

We are a small team of clinicians, nurses, scientists and admin staff who strive to provide a warm and friendly patient-centred service. We are in the final stages of relocating our whole team to a purpose built and high-spec clinic facilities with an integral laboratory suite.

Most importantly you need to be able to demonstrate empathy and understanding to everyone who needs our assistance in achieving a much longed for family.

Detailed job description and main responsibilities

For full list of main responsibilities, please read the job description

Communicate effectively, accurately and in a timely manner with all service users (patients and clinical colleagues) by telephone, email and in writing to assist in the patient care pathway

Be able to competently use Medway (hospital patient administration system), Notis (results system), ERS (Electronic Referral System) to make and amend appointments, track records and assist in the referral process

Use personal judgment and decision-making skills to negotiate the most suitable appointment date/time for patients through the hospital patient administration system

Ensure that from referral through to treatment patient data quality is accurate at all times

Assist with reception cover for fertility/andrology patients as and when required to include meet and greet patients and liaise with staff and clinicians to ensure the smooth running of clinics

To provide administrative support to the medical and nursing team, dealing with all routine administrative tasks and more complex queries as required

Processing and distribution of incoming/outgoing mail appropriately and in a timely fashion

Answer telephone calls, take messages and field enquiries to appropriate members of staff

Maintain filing and record systems

To organise and prioritise your own workload appropriately

Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty

Maintain confidentiality at all times with respect to hospital policy and regulations

Maintain flexible working arrangements in times of sickness and absence of colleagues in order to facilitate the smooth running of the service

Undertake any other duties which may reasonably be required

Person specification

Training & Qualifications

Essential criteria

4 good pass grades (‘A’ to ‘C’) GCSE’s or a suitable equivalent (including English and Maths)

Experience in using Microsoft Word, Excel, Outlook

Physical Skills

Essential criteria

Ability to withstand long term use Visual Display Unit Screen

Ability to pull and file case notes using appropriate aids


Essential criteria

Experience using hospital computer information systems such as Medway, Notis, ERS (Choose & Book)

Previous experience of providing admin support to a team dealing with the public, by telephone and in person

Communication & Relationship Skills

Essential criteria

Excellent written and verbal communication skills

Uses correct grammar and spelling

Maintains sensitivity and empathy in communication with patients /clients at all times

Desirable criteria

Ability to deal with patients who present with inappropriate behaviour

Analytical & Judgement Skills

Essential criteria

Ability to remain calm in difficult situations and use own initiative within remit of the role

Understanding of the importance of confidential or sensitive information

Planning & Organisation Skills

Essential criteria

Ability to prioritise and organise own workload to strict timescales within the working day

Able to concentrate in a very busy environment

Remains calm and cooperative under pressure or in difficult/uncertain situations

Ability to multi-task under pressure


Essential criteria

Demonstrates an awareness of the importance of prompt time-keeping and attendance at the workplace.

Flexibility as required to provide cover for sickness, absence and annual leave to ensure the service is adequately covered.


Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.

Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit: https://nottsccg.nhs.uk/covid-19/covid-19-vaccinations/

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.

Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application

Salary: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements

ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.

Transfer of information: If I have previous NHS service – I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.

Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.

About the Company

Company: Nottingham University Hospitals NHS Trust –

Company Location:  Nottingham

Estimated Salary:

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