Job summary
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 staffSupporting the Service ManagerLeading 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.
About us
Evelina London is part ofGuy's and St Thomas' NHS Foundation Trustand we are responsible for providing services for women and children. With over 3,000 dedicated staff, and led by an Executive Team and Board, we have significant devolved autonomy to focus operationally and strategically upon the needs of our patients. We also benefit from being part of a large and successful NHS foundation trust, whose values we share. We have an ambitious strategic development programme, with backing from Guy's and St Thomas'.
Every year, the number of women, children and young people Evelina London cares for, in hospital and in the community, continues to grow. We provide comprehensive health services from pre-conception, before birth, throughout childhood and into adult life. Evelina London is here for children, young people and women from London to South East England, and provides specialist care for families around the UK and across the world.
As the only NHS Trust in London with women's and specialist children's services on one site we have unique opportunities to provide excellent, high-quality, integrated care for mothers, babies and children.
Department Information
The Assisted Conception Unit sees people with fertility problems who want to be able to conceive. We are a team of consultants, resident doctors, nurses, embryologists, managers and administrators. We deliver fertility treatments via the NHS and also offer private treatment options.
Job description
Job 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.
Job description
Job 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.
Person Specification
Qualifications/Education
Essential
- GCSE Maths & English
- Track record of significant continuous professional and management development including training related to leadership, governance, information management, or service improvement
- Educated to HNC/Equivalent Diploma/equivalent experience
Desirable
- Degree-level qualification in management, health administration, business or related subject
- IT qualification (e.g., ECDL, Microsoft Office Specialist)
Previous experience
Essential
- Significant experience of staff supervision/ staff management including recruitment/ retention /appraisal /first line disciplinary and knowledge of budget management issues
- Have significantly contributed to meeting operational objectives
- Demonstrated experience delivering accurate, high-volume administrative services in a regulated, legally sensitive or compliance-driven environment
- Experience of managing the delivery of an effective service
Desirable
- Experience of consent-based administration (legal, medical, or research settings)
- Experience preparing for regulatory inspections or audits (HFEA, CQC, ISO, MHRA)
- Experience of working in a fertility or highly regulatory or HFEA-regulated service
- Experience developing or validating digital tools, automated workflows, or data systems
Skills/ Knowledge/ Abilities
Essential
- Strong verbal and written communication skills, including the ability to handle sensitive or complex conversations confidently and professionally
- Ability to interpret, apply, and operationalise policies and regulatory frameworks (e.g., HFEA Code of Practice, consent law)
- Strong analytical and problem-solving skills; ability to identify risks, analyse data, and recommend improvements
- Ability to manage workload independently, respond to rapidly changing priorities, and maintain accuracy under pressure
- High level of digital literacy, including advanced use of Microsoft Office, databases, tracking systems, and digital workflow tools
Desirable
- Financial management and analysis skills
- Knowledge of HFEA storage regulations, donor legislation, or assisted reproduction governance
Person Specification
Qualifications/Education
Essential
- GCSE Maths & English
- Track record of significant continuous professional and management development including training related to leadership, governance, information management, or service improvement
- Educated to HNC/Equivalent Diploma/equivalent experience
Desirable
- Degree-level qualification in management, health administration, business or related subject
- IT qualification (e.g., ECDL, Microsoft Office Specialist)
Previous experience
Essential
- Significant experience of staff supervision/ staff management including recruitment/ retention /appraisal /first line disciplinary and knowledge of budget management issues
- Have significantly contributed to meeting operational objectives
- Demonstrated experience delivering accurate, high-volume administrative services in a regulated, legally sensitive or compliance-driven environment
- Experience of managing the delivery of an effective service
Desirable
- Experience of consent-based administration (legal, medical, or research settings)
- Experience preparing for regulatory inspections or audits (HFEA, CQC, ISO, MHRA)
- Experience of working in a fertility or highly regulatory or HFEA-regulated service
- Experience developing or validating digital tools, automated workflows, or data systems
Skills/ Knowledge/ Abilities
Essential
- Strong verbal and written communication skills, including the ability to handle sensitive or complex conversations confidently and professionally
- Ability to interpret, apply, and operationalise policies and regulatory frameworks (e.g., HFEA Code of Practice, consent law)
- Strong analytical and problem-solving skills; ability to identify risks, analyse data, and recommend improvements
- Ability to manage workload independently, respond to rapidly changing priorities, and maintain accuracy under pressure
- High level of digital literacy, including advanced use of Microsoft Office, databases, tracking systems, and digital workflow tools
Desirable
- Financial management and analysis skills
- Knowledge of HFEA storage regulations, donor legislation, or assisted reproduction governance
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
