Administrator |Negotiable
Non Healthcare
Admin & Clerical



Additional Information

Location: London

Salary: £22,000 – £24,000 + Benefits

Hours: Full time

Job Type: Permanent

Reports to: Head of Administration



Main Purpose

Main focus is to provide a warm welcome and be the first point of contact for patients calling the clinic. The administrator must also act as a central point of communication between patients, doctors and other medical staff.


This administrator is also responsible for keeping gamete cryostorage consents and payments up to date.


Key Responsibilities

  1. To be completely confidential in all matters pertaining to the clinic.
  2. To explain the clinics processes to new patients and those seeking treatment.
  3. To ensure that patients’ records and correspondence are correctly filed.
  4. To be conversant with the patient database for recording and maintaining patient information, including the appointment system and invoicing system.
  5. To take and record payments from patients including completing the ‘cash up’ procedure, as per the SOPs.
  6. To ensure that money has been received for all appointments that require to be paid for in advance, if not the patient must be contacted and payment taken.
  7. To carry out the scanning and allocating of patient notes, invoices and other paperwork, as required, into the computer system.
  8. To be responsible for responding to patient e-mail enquiries, aiming to respond within 24 hours of receipt.
  9. To take responsibility for specific duties/projects as agreed with the Admin Manager.
  10. To assist in covering other administrators duties when they are absent.
  11. To assist in the annual review of all ‘admin’ documents in the Quality Management System.
  12. To adhere to the Standard Operating Procedures as detailed in our Quality Management System.
  13. To accept further training as required for job fulfilment and personal development.
  14. Any other duties as may be delegated by the Admin Manager or General Manager.
  1. To ensure that all communication with the patient is documented in the patient management database.
  2. To ensure that all patients with gametes (sperm, eggs & embryos) in storage are invoiced annually with the necessary consent forms.
  3. To ensure that outstanding monies and cryostorage consent forms are chased up in line with the TFP policy and SOP. This process is devised to prevent bad debts.
  1. To take part in the weekend reception rota.
  2. To communicate patient feedback to the General Manager to ensure that issues are dealt with quickly and effectively.
  3. To ensure that the admin office is kept clean and tidy, with a clear desk policy overnight.

If you are interested in this role please click Apply, or contact me on 0208 364 9911 and ask for Josh, or email

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