Medical Secretary & Clinical Services Administrative Assistant
The Company:
Fertifa is the most comprehensive benefits provider for reproductive, hormonal and sexual health in Europe. We make reproductive health accessible for any individual, regardless of gender, sexual orientation, age or relationship status.
Having provided fertility clinical advice longer than anyone else in the UK/Europe, we now also offer clinical advice, wellbeing support and navigational guidance for menopause, women’s health and men’s reproductive health. Through our digital platform, we supply outstanding clinical educational and awareness materials, access to holistic services and financial support for reproductive health treatment.
It is an exciting time to be part of the Fertifa journey. Following the successful closure of our seed financing round, we are well-funded for our next stage of growth and expansion. We are on the lookout for passionate and talented individuals to join us on our mission to transform reproductive health support and care in the workplace.
The next step in our journey? We’re looking for a Medical Secretary and Clinical Services Administrative Assistant to join the team.
The Role:
This is an exciting opportunity to join the clinical team at Fertifa, a fast-growing Health Tech making a real impact in people’s lives. Our team is made up of highly knowledgeable, compassionate professionals specialising in women’s health, men’s health, fertility, menopause, neurodiversity and gender affirmation.
As a Medical Secretary & Clinical Services Administrative Assistant, you’ll play a pivotal role in supporting our medical director with their diary management and patient correspondence while also supporting the smooth running of our broader clinical services team. The role involves providing administrative and secretarial support for the clinical team, handling patient queries, managing medical records, coordinating appointments and referrals and overseeing administration relating to our clinic partners.
The position requires a proactive approach, as our company is growing quickly. You will be part of a forward-thinking team that values initiative, flexibility and innovation. If you are eager to make a difference alongside some of the best in the field, we’d love to hear from you!
The role reports to the Head of Clinical Services, working closely with consultants, nurses, patient advisors and the wider company.
Key Responsibilities:
- Provide administrative and secretarial support to the Medical Director and clinical team, including managing correspondence, preparing documents and maintaining records.
- Handle patient queries via our digital platform and email, ensuring timely and professional responses.
- Schedule appointments, coordinate referrals and liaise with external healthcare providers.
- Maintain accurate medical records and ensure compliance with data protection regulations.
- Assist with preparation of reports, meeting minutes and clinical documentation.
- Support the clinical team with administrative tasks related to patient care, ensuring efficiency and accuracy.
- Process invoices, track payments and liaise with the finance/reimbursement team as needed.
- Assist in coordinating clinical events, training sessions and team meetings.
- Work closely with clinicians to monitor appointment availability, arranging additional slots when necessary to reduce wait times.
- Adhere to clinical protocols and SOPs, ensuring patient information and consent processes are clear and accurate.
- Contribute to service improvements by identifying and suggesting process enhancements.
- Lead by example in producing high-quality largely error-free deliverables, correspondence, and notes to facilitate best in class patient care and demonstrate individual commitment to professional growth.
Qualifications and Experience:
- Experience in a medical secretary, healthcare administration, or similar role.
- Excellent organisational and multitasking skills to effectively manage appointment bookings and diary management.
- Strong communication skills, both written and verbal.
- Proficiency in Microsoft Office and experience with healthcare databases/EMR systems.
- A good understanding of medical terminology.
- The ability to handle sensitive information with confidentiality and professionalism.
- A patient-focused approach and the ability to work with within a team.
Additional Requirements:
- Willingness to support patients across diverse pathways including but not limited to women’s health, men’s health, menopause, maternity, neurodiversity and gender affirmation (training provided as needed).
- Commitment to continuous professional development, staying current with healthcare practices relevant to our services.
What we offer:
- Competitive salary: up to £30k per annum depending on experience
- 25 days holiday + bank holidays
- Largely office based working model with office near London Bridge (SE1) with flexibility to work from home
- 3 days wellbeing days
- Comprehensive healthcare cash plan
- EMI share option scheme (4-year vesting with 1-year cliff)
- Enhanced family-forming, fertility, menopause, women's health and men's health policies, as well as progressive health leave for reproductive health challenges
- Discounted reproductive health benefits (e.g., fertility, menopause & men’s health)
- Team socials
- Monthly travel allowance
- £1k learning budget awarded post-probation
Working hours & Employment type: Permanent, Full-time or Part-time
We are an inclusive and supportive employer, with a great team spirit. We are all passionate about our work and the business - and we also know how to have fun! If you enjoy working as part of a technology-oriented company and a purpose-led business, then we’d love to hear from you. If in doubt, drop us an email; we’d be more than happy to give you some advice on your application.
Being an equal opportunity employer, all applicants will be considered for employment without attention to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, or veteran, neurodiversity, or disability status. Please let us know if you need any reasonable adjustments for the interviewing process.
Expected Interview Process:
- Intro call with Talent team (30 mins - virtual)
- Skills-based interview with our Clinical Leads (virtual) (60 mins – virtual)
- Cultural interview (45 mins – in person)
- Final Executive interview (20 mins)
