Quality Administrator

At CREATE Fertility and IVI UK, we support people through one of the most important and emotional journeys of their lives.

As part of one of the world’s leading fertility groups, we combine world-class clinical expertise with genuinely compassionate care, helping thousands of patients across the UK access innovative fertility treatment tailored to them.

Our clinics are recognised for pioneering Natural and Mild IVF approaches, alongside advanced fertility services including IVF, IUI, ICSI, fertility preservation and genetic testing.

Behind every successful patient journey is an exceptional laboratory team — and exceptional leadership.

The Quality Administrator provides high-level administrative and technical support to the Quality Management function, ensuring the Quality Management System (QMS) is maintained, documented, and applied consistently across the business.

The role sits close to Quality Director level, taking ownership of the day-to-day operation of the QMS and acting with a significant degree of autonomy, including final review and close-out of Subject Access Requests (SARs), so that the Quality Director can focus on strategic and escalated quality matters.

The post-holder is expected to deputise for the Quality Director on routine approvals, audits, reporting and to exercise independent judgement in applying quality standards, procedures, and regulatory requirements. The post-holder will also be trained to support the clinics’ complaints function.

• Support compliance with HFEA, CQC, GDPR and other applicable regulatory requirements, ensuring quality processes and records are maintained to the required standard.
• Maintain, update and control QMS documentation, including procedures, policies, standard operating procedures, work instructions, forms and registers, ensuring appropriate version control, acknowledgements and review cycles are completed.
• Support the maintenance and effective use of Quality Management Systems, including Q-Pulse or equivalent systems, ensuring records are accurate, current and auditable.
• Assist in preparing for inspections, audits and external assessments, including the collation of evidence, preparation of documentation and follow-up of agreed actions.
• Support internal audit programmes across clinical and administrative processes, including patient administration and financial processes where appropriate.
• Assist in the management and follow-up of non-conformances, corrective and preventative actions, ensuring actions are tracked to completion and escalated where required.
• Monitor compliance with QMS procedures across departments and escalate non-conformances in line with agreed protocols.

• Conduct the final quality overview of each SAR pack, verifying completeness, traceability, and conformance before submission for approval or release.
• Liaise with clinical and administrative staff to resolve queries or missing information identified during final review, without needing to refer routine cases to the Quality Director.
• Maintain the SAR tracker/register, ensuring status, and approval dates are accurately recorded and auditable.
• Identify trends or recurring issues across SAR submissions and report these to the Quality Director with recommendations for supplier development or process improvement.
• Ensure approved SAR documentation is correctly shared with the data subject.
• Ensure that the handling of all SAR’s is GDPR compliant.

• Support the clinics’ complaints function, working in line with company policies, SOPs and regulatory requirements to help ensure formal and informal complaints are handled promptly, consistently and…