Clinical Administration Assistant

The Company

Fertifa is a leading provider of employee benefits, covering all underserved areas of healthcare. Fertifa fills the gaps between PMI provision and general practice healthcare to offer inclusive and comprehensive health benefits for all employees, in one place. Our mission is to make personal healthcare accessible for all individuals, regardless of gender, sexual orientation, age, or relationship status.

We have a long-standing legacy of providing reproductive health and neurodiversity clinical support to global Enterprises and SMEs alike. Today, our services extend across fertility and family-forming, maternity and non-urgent infant care, menopause, women’s and men’s reproductive health, neurodiversity, mental wellbeing and lifestyle health (including weight management), offering clinical and wellbeing support, educational resources, and financial assistance, all through our Fertifa app.

After acquiring Juniper Reproductive Health and completing a seed extension in 2025, we are now entering an exciting phase of growth. As we scale, we’re building a team of mission-driven, high-performing individuals passionate about transforming employer-funded healthcare.

Our next step in the journey? We’re looking for a Clinical Administration Assistant.

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 Clinical Administration 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
• Hybrid working (in the office 3 days per week) with office near London Bridge (SE1)
• 25 days’ holiday + UK bank holidays per annum
• 3 wellbeing days per annum
• 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, neurodiversity, as well as progressive health leave for reproductive health challenges
• Discounted reproductive health benefits e.g., family-forming, fertility, menopause, women's and men's health, neurodiversity, mental wellbeing, GLP-1s
• Team socials
• £300 monthly travel allowance
• £1k learning budget per year, post probation
• Plus other company benefits such as charity payroll giving, cycle to work, and employee referral bonuses for new hires and commercial clients

Working hours & Employment type: Full-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!

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.

If you enjoy working as part of a fast-paced technology-oriented company and a purpose-led business then we’d love to hear from you, regardless of whether you fit the spec exactly or not. If in doubt, drop us an email; we’d be more than happy to give you some advice on your application.

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)