INTRODUCTION:

The Company
Over 21,00 babies and countless smiles for more than 21 years.
Established in 2003, City Fertility (CFC) is one of Australia ’s leading IVF & fertility service groups. We provide seamless care across the full fertility spectrum, while ensuring the best possible chances of conception for our patients through our rigorous protocols and actively taking part in research projects and science-based treatments.
CFC is a partner of the CHA IVF global network, which has a 35-year track record as world-renowned pioneers in reproductive medicine. This Partnership provides City Fertility with unique access to CHA and SMG’s globally renowned medical, operational, and research & development expertise.

DESCRIPTION:

About the Role
Full-time position
Newstead, Brisbane
We are seeking a highly organised and proactive Central Donor Administrator to join our Newstead team. This full-time, in-office role is vital in supporting the day-to-day operations of our Central Donor Department, ensuring efficiency, exceptional service, and high-quality care across our donor programs.
Working closely with our IVF Nurse Manager, donor coordinators, and wider clinical and administrative teams, you will play a key role in coordinating donor cycles, maintaining accurate records, managing donor program stock and logistics, and providing compassionate support to patients and recipients throughout their donor journey.

Key Responsibilities

• Oversee Eeve Donor Bank program (donor egg program)
• Support the IVF Nurse Manager and donor coordinators with cycle management and coordination between donors, recipients, and clinics.
• Manages the stock control of clinic-re recruited gametes, including the physical management of LN20 tanks and the CFC database.
• Understand the aspects of patient billing related to the donor/recipient process and communicate effectively with patients accordingly.
• Inform and register patients for interpretation, support programs, and counselling • Communicate in/out via patient emails and general enquiries
• Administration duties including potential donor enquiries, filing, scanning, photocopying, distribution of mail and faxes
• Set up and administration (data entry) of hard and digital (via CF database) patient charts, pathology requests and updates, andrology and progress notes.
• Diary maintenance and administration for donor andrology appointments, donor clinic appointments, central clinician appointments.
• Liaison with CF clinician rooms, clinicians, executive management, contractors, and other department managers and support staff.
• Administration of the registration of donor programs (per State legislation, NHMRC Ethical Guidelines, RTAC Code of Practice, CF state donor programs and policies, and relevant CF donor procedures
• Supporting the IVF Nurse Manager with administrative tasks related to sperm donors, egg donors, clinic-recruited embryo donors, donor sperm, egg and embryo recipients, overseas sperm donors, and state/international imports.

QUALIFICATIONS:

• Minimum Grade 12 qualifications
• Min 12 months of experience in office, administration and reception
• Min 12 months customer service experience
• Experience in the IVF or donor-related service industries (advantageous)
• Capacity to work in Australia

EXPERIENCE:

• Intermediate understanding of Administration functions
• Intermediate/Advanced understanding of Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Basic / Intermediate understanding of IVF terminology (advantageous)
• Basic / Intermediate understanding of health industry terminology (advantageous)
• Basic/Intermediate understanding of ART legislation about donor and surrogacy (advantageous)

• Oversee Eeve Donor Bank program (donor egg program)
• Support the IVF Nurse Manager and donor coordinators with cycle management and coordination between donors, recipients, and clinics.
• Manages the stock control of clinic-re recruited gametes, including the physical management of LN20 tanks and the CFC database.
• Understand the aspects of patient billing related to the donor/recipient process and communicate effectively with patients accordingly.
• Inform and register patients for interpretation, support programs, and counselling • Communicate in/out via patient emails and general enquiries
• Administration duties including potential donor enquiries, filing, scanning, photocopying, distribution of mail and faxes
• Set up and administration (data entry) of hard and digital (via CF database) patient charts, pathology requests and updates, andrology and progress notes.
• Diary maintenance and administration for donor andrology appointments, donor clinic appointments, central clinician appointments.
• Liaison with CF clinician rooms, clinicians, executive management, contractors, and other department managers and support staff.
• Administration of the registration of donor programs (per State legislation, NHMRC Ethical Guidelines, RTAC Code of Practice, CF state donor programs and policies, and relevant CF donor procedures
• Supporting the IVF Nurse Manager with administrative tasks related to sperm donors, egg donors, clinic-recruited embryo donors, donor sperm, egg and embryo recipients, overseas sperm donors, and state/international imports