Job summary
We are
seeking a Donor Information Officer to work within our small team on the Opening The
Register (OTR) function on a fixed term basis. This team manages requests from
donors, donor-conceived individuals and their parents for information about
donors, siblings and outcomes held on our Register in line with the HFE Act.
You will ensure the
quality and availability of information about donors, donor treatments, and
their outcomes on the HFEA Register, and manage requests from donors,
donor-conceived individuals and their parents for information about donors,
siblings and outcomes (Opening the Register (OTR) applications). This includes
being responsible for dealing with OTR applicants sensitively as this will
include emotionally difficult conversations and correspondence with people who
might be distressed or anxious.
Home or office based at Redman Place, London, E20 1JQ
(subject to remote working at present due to Covid-19)
Main duties of the job
Youll have excellent customer care skills along with experience of handling highly sensitive data. You will be expected to manage and
develop workflows and processes across the team to ensure that all responses to
OTRs are double checked; ensuring that all processes are kept up to date in a
continually evolving area.
You will also register and
respond to members of Donor Sibling Link (DSL), ensuring accuracy in responses
to queries about any donor-conceived genetic siblings who may have agreed to
share their contact details. You willwork with
centres on the accuracy and completeness of information on donation,
identifying and rectifying mismatched forms and missing donors.
About us
Due to current restrictions the organisation
is working remotely at present.
Benefits include 27.5 days annual leave, flexible working, Perkbox benefits portal and entry into the Civil Service Pension scheme.
Job description
Job responsibilities
To ensure the
quality and availability of information about donors, donor treatments, and
their outcomes on the HFEA Register, and to manage requests from donors,
donor-conceived individuals and their parents for information about donors,
siblings and outcomes (Opening the Register (OTR) applications). This includes
being responsible for dealing with OTR applicants sensitively as this will
include emotionally difficult conversations and correspondence with people who
might be distressed or anxious.
To liaise with
identifiable donors, individuals conceived as a result of their donation who
have requested their identifiable details.
To manage and
develop workflows and processes across the team to ensure that all responses to
OTRs are double checked; ensuring that all processes are kept up to date in a
continually evolving area.
To implement new
OTR policy decisions.
To register and
respond to members of Donor Sibling Link (DSL), ensuring accuracy in responses
to queries about any donor-conceived genetic siblings who may have agreed to
share their contact details.
To work with
centres on the accuracy and completeness of information on donation,
identifying and rectifying mismatched forms and missing donors.
To support the
provision of management information on issues relating to the Authoritys OTR
function.
To act as a focal
point and ambassador for the importance of accurate donor information to the
working of the sector and the HFEA.
Job description
Job responsibilities
To ensure the
quality and availability of information about donors, donor treatments, and
their outcomes on the HFEA Register, and to manage requests from donors,
donor-conceived individuals and their parents for information about donors,
siblings and outcomes (Opening the Register (OTR) applications). This includes
being responsible for dealing with OTR applicants sensitively as this will
include emotionally difficult conversations and correspondence with people who
might be distressed or anxious.
To liaise with
identifiable donors, individuals conceived as a result of their donation who
have requested their identifiable details.
To manage and
develop workflows and processes across the team to ensure that all responses to
OTRs are double checked; ensuring that all processes are kept up to date in a
continually evolving area.
To implement new
OTR policy decisions.
To register and
respond to members of Donor Sibling Link (DSL), ensuring accuracy in responses
to queries about any donor-conceived genetic siblings who may have agreed to
share their contact details.
To work with
centres on the accuracy and completeness of information on donation,
identifying and rectifying mismatched forms and missing donors.
To support the
provision of management information on issues relating to the Authoritys OTR
function.
To act as a focal
point and ambassador for the importance of accurate donor information to the
working of the sector and the HFEA.
Person Specification
Qualifications
Essential
Desirable
- A counselling qualification/mediation training, or patient facing experience with an ability and willingness to conduct difficult conversations
Skills
Essential
- Self-motivated and able to work independently as well as in a team.
- Able to manage multiple work flow processes, keeping track of tight deadlines.
- An ability and willingness to contact and be contacted by clinic staff and members of the public.
Desirable
- An ability to spread and support workflows across a team in order to achieve timely and accurate delivery of the necessary outputs.
Experience
Essential
- IT skills including; Microsoft Outlook, Word, Excel, Internet and experience of using databases
- Experience of handling detailed and complicated data with accuracy and attention to detail.
- Experience in handling sensitive/emotional/difficult contacts.
- Able to identify areas and processes that require improvement and implement necessary changes.
- Able to communicate effectively with people at all levels.
- Able to prioritise work in order to meet deadlines.
Desirable
- A basic understanding of electronic records management, for example Content Manager or other document management system.
- Training colleagues and supporting them to work safely and independently.
- Experience of working in Public Sector, NHS, central/local government or other NDPB.
Person Specification
Qualifications
Essential
Desirable
- A counselling qualification/mediation training, or patient facing experience with an ability and willingness to conduct difficult conversations
Skills
Essential
- Self-motivated and able to work independently as well as in a team.
- Able to manage multiple work flow processes, keeping track of tight deadlines.
- An ability and willingness to contact and be contacted by clinic staff and members of the public.
Desirable
- An ability to spread and support workflows across a team in order to achieve timely and accurate delivery of the necessary outputs.
Experience
Essential
- IT skills including; Microsoft Outlook, Word, Excel, Internet and experience of using databases
- Experience of handling detailed and complicated data with accuracy and attention to detail.
- Experience in handling sensitive/emotional/difficult contacts.
- Able to identify areas and processes that require improvement and implement necessary changes.
- Able to communicate effectively with people at all levels.
- Able to prioritise work in order to meet deadlines.
Desirable
- A basic understanding of electronic records management, for example Content Manager or other document management system.
- Training colleagues and supporting them to work safely and independently.
- Experience of working in Public Sector, NHS, central/local government or other NDPB.
