Due to Maternity leave, an exciting opportunity has arisen for a fixed term contract, 30 hours per week position, in our Quality team, at the Hewitt Fertility Centre.
The Liverpool Women's NHS Foundation Trust hosts one of the largest assisted conception services in the UK, focusing on the specialised investigation of female fertility, UKAS accredited Andrology services, and provision of dedicated fertility services within two HFEA licensed centres (Hewitt Fertility Centres Liverpool and Knutsford, Cheshire). With over 20 years of clinical practice, the Hewitt Fertility Centres continue to deliver a large, successful NHS and private practice which makes up about a quarter of the overall workload.
The Hewitt Fertility Centre is seeking to appoint a Quality assistant to join our highly skilled and dedicated multi-disciplinary team. We are dedicated to providing the very best in patient care and offer a full range of laboratory therapeutic and diagnostic treatments.
Successful applicants should be personable with excellent communication skills, enabling them to deal with patients directly and liaise with colleagues – being a ‘team-player’ is essential. There is some flexibility to provide part time hours, depending on the mix of applicants. Please note, successful applicants will need to provide cover at both Liverpool & Knutsford sites.
This post may close early due to high numbers of applications so you are advised to apply promptly.
Successful applicants will be required to actively engage with all disciplines to provide a high quality service to our users. This role, following training, will beresponsible for the development of the use of IT systems within the unit and integration with other relevant Trust systems, for overseeing the quality of data going in to the system and that staff are trained in the full extent of its functionality.
The maintenance of the Hewitt Centre quality management system will be a key responsibility for the post holder. This includes the provision of support to staff and assistance with any operational problems, together with the provision of administrative support to the Quality Manager. This will include maintenance of the Quality management system, and participation and minuting of the monthly Quality & Risk meeting.
The post holder will have primary responsibility for the provision of patient and clinic data to the Human Fertilisation and Embryology Authority (HFEA), in accordance with strict deadlines.This will include direct data entry, staff training, monitoring of the accuracy and timeliness of data submission, investigation and correction of errors and resolution of any data quality issues.
Liverpool Women’s NHS FT became part ofNHS University Hospitals of Liverpool Group (UHLG)in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women’s Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.
For roles at Liverpool University Hospitals, visit theircareers page.
UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.
Job Purpose
The post holder is responsible for the development of the use of IT systems within the unit and integration with other relevant Trust systems. In particular the post holder will act as system administrator for IDEAS (Infertility Database for Embryology and Andrology Systems) and be responsible for overseeing the quality of data going in to the system and that staff are trained in the full extent of its functionality.
Whilst the post holder is not directly responsible for ensuring the flow of income in to the centre based on the activity undertaken, there is an important link in that the accurate recording of activity of IDEAS is crucial for the correct identification and charging of both NHS and private patient activity. There will be a key working relationship with the Business Manager / Managing Director with regard to this important aspect of the role.
The maintenance of the Hewitt Centre quality management system will be a key responsibility for the post holder. This includes the provision of support to staff and assistance with any operational problems, together with the provision of administrative support to the Quality Manager. This will include maintenance of the Hewitt Centre risk register and drafting the monthly Quality report.
The post holder will have primary responsibility for the provision of patient and clinic data to the Human Fertilisation and Embryology Authority (HFEA), in accordance with strict deadlines. This will include direct data entry, staff training, monitoring of the accuracy and timeliness of data submission, investigation and correction of errors and resolution of any data quality issues.
Main Duties and Responsibilities
1. Responsible for ensuring accurate entry of patient history data on the Infertility Database (IDEAS) and the timely completion and submission of Human Fertilisation and Embryology Authority (HFEA) patient registration forms, treatment and outcome forms for all Hewitt Centre based patients within the required timescales without omission. These forms are required for each patient treated in the Centre across its two sites. The post holder is also responsible for providing training and advice to Unit staff who complete other required HFEA forms electronically at the correct time in the treatment pathway and ensuring that strict HFEA deadlines are met
2. Responsible for the running of a weekly error report from IDEAS on all HFEA data submissions which highlights issues such as a missing form, forms sent in wrong order, a mismatch of treatment start dates etc. These can sometimes be complex, particularly in relation to donor gametes, and all require investigation and correction by the post holder, demanding an in-depth understanding of all aspects of treatment recording on IDEAS and the HFEA data submission system. The post holder is also responsible for the submission of a monthly error log report required by the HFEA.
3. Responsible for ensuring all treatment outcomes are reported within the required time limits to the HFEA. This involves running a weekly report, checking patient notes for missing outcome data and if no data is present, communicating with patients by letter or telephone in a sensitive manner or if necessary, contacting GPs to ensure outcome data is obtained and then correctly reported to the HFEA.
4. Responsible for monitoring the HFEA Website traffic lighting system and following up any queries. This web-based report highlights the level of errors on a monthly basis according to HFEA records and is reported by the post holder at the monthly Quality Meeting in the Hewitt Centre. Any issues raised in this report are investigated and corrected by the post holder and communicated to the HFEA.
5. Responsible for the completion of HFEA data returns, including data for Choose a Fertility Clinic. This is a report updated quarterly by the HFEA for all UK clinics, detailing the clinic treatment success rates on the HFEA website so it vital that any queries raised by the HFEA are resolved satisfactorily and to meet the required deadlines (issues could involve clarification of data on cycles abandoned before egg collection, age checks of patients under 18, cycles using thawed eggs as opposed to thawed embryos etc). These can be complex and all require investigation and a response to the HFEA to ensure that all submitted information is correct and up to date.
6. Responsible for the maintenance and upkeep of the electronic QPulse Quality Management System for the Hewitt Centre. This entails providing training and support to all unit staff, password and user rights management, approval of new and revised documents to ensure they are correctly dated, using the correct templates and with the correct header and footer information, updating of distribution lists and resolution of any operational problems, reporting any technical issues to the system provider if necessary.
7. Responsible for providing a liaison service for all satellite centre staff wishing to arrange treatment cycles at the Hewitt Centre.
8. Responsible for the performance of HFEA data audits as and when deemed necessary by the Quality Manager. These could entail the checking of HFEA data submission for a group of patients, checking data submitted by different members of the Hewitt Centre team or reviewing staff competency records for data submissions. Provide any other data as required by the HFEA.
9. Provides administrative support to the Quality Manager within the Hewitt Fertility Centre. This will include updating of the Hewitt Centre Risk Register, support to staff in the absence of the Quality Manager, assistance with the completion and issue of the monthly Quality report in conjunction with the Quality Manager and any other administrative assistance as required.
10. In conjunction with Hewitt Centre management, identify key project areas for development of the use of IT applications within the unit. Participate in the design and / or testing phases of any new systems / processes, working with all relevant staff to solve problems and implement change. Regularly review ongoing projects, reporting status and any issues to project meetings and managing deadlines.
11. As required, in conjunction with Mellowood Medical and the Trust IM&T Department, assist in the planning and implementation of new procedures using IDEAS, ensuring projects are completed in accordance with agreed timescales and that full training and support is given to Unit staff. Liaise with Mellowood Medical to obtain the required specialist input to ensure that IDEAS is meeting the needs of the Hewitt Centre and is customised to meet those needs where necessary.
12.Responsible for monitoring of multiple group email boxes and communication with patients.
13. Works flexibly as part of a multidisciplinary team to provide the highest possible standard of patient care, paying meticulous attention to detail.
14. Ensures all duties are performed in accordance with the Human Fertilisation and Embryology Act (1990) and the current Code of Practice issued by the HFEA
This advert closes on Friday 4 Apr 2025