Central Donor Administrator

Introduction:

City Fertility is seeking a confident, detail-oriented and compassionate Central Donor Administrator to support the delivery of high-quality donor and surrogacy services for a parental leave cover contract.

This is a rewarding opportunity to join a purpose-driven healthcare organisation in a role that combines clinical administration, patient coordination and donor program support. Based in our Newstead office, you will play a key role in ensuring the smooth operation of donor services across our national brands, working closely with clinicians, patients and internal teams to deliver exceptional care and compliance. This is a fixed Term Parental Leave Cover contract commencing early to mid-November, to 10 April 2026.

If you are an experienced administrator with a passion for reproductive health and patient service, this is a meaningful career move. You will contribute to a growing national program, gain exposure to assisted reproductive technology, and be part of a collaborative and values-led team.

Description:

Position Purpose

The Central Donor Administrator supports the day-to-day operations of the Central Donor Department, ensuring efficient administration, patient communication, coordination and compliance across donor and surrogacy programs. This role is pivotal in maintaining service excellence over the phone and online, supporting clinical teams and contributing to the delivery of high-quality care aligned with ethical and legislative standards.

The Company

Over 21,000 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.

Why Join Us?

At City Fertility, you will be part of a progressive and people-centred organisation that values innovation, integrity and impact. We offer a flexible and supportive work environment, opportunities for professional growth and the chance to make a meaningful contribution to a growing healthcare group.

Key Responsibilities

• Coordinate donor cycle administration and liaise with clinics, donors and recipients.
• Register donor programs in line with state legislation, NHMRC guidelines and internal protocols.
• Maintain accurate patient records and manage donor-related data entry and documentation.
• Schedule and manage appointments for donor andrology, donor clinics and central clinicians.
• Support donor billing processes and communicate financial information to patients.
• Respond to patient enquiries (online and over the phone) and coordinate access to counselling and support services.
• Assist with donor education events, public information evenings and training sessions.
• Contribute to internal audits, data collection and compliance reporting.
• Escalate patient complaints appropriately and assist in developing donor case studies.
• Provide cross-site support, including occasional interstate travel.
• Assist with donor program stock control and management of LN20 tanks.
• Support training and onboarding of new staff and participate in professional development.
• Collaborate with department managers on clinic projects and continuous improvement initiatives.

Maintain confidentiality and uphold quality and safety standards at all times.

Key Criteria

• Minimum 12 months experience in administration and customer service, ideally in healthcare.
• Intermediate proficiency in Microsoft Office and ability to manage clinical databases.
• Understanding of IVF terminology and donor-related legislation (advantageous).
• Strong communication and interpersonal skills with a patient-focused approach.

Ability to manage competing priorities, support change and contribute to team culture.

Application Process

If this opportunity sounds like the perfect fit for you, submit your application now by clicking the 'Apply' button. Please include your resume and a cover letter briefly addressing the key criteria for the role. Alternatively, you can find all our opportunities at City Fertility Career Opportunities:

Please note that applications will be progressed as received.

City Fertility is an equal opportunity employer - All facets of diversity are important to us and we endeavour to create an environment where everyone, regardless of factors such as gender, age, ability, race, ethnicity, sexual orientation, gender identification or religion, can contribute to our progressive business.

** An applicant must be legally entitled to work in Australia - successful candidates are required to provide proof of their right to work in Australia prior to commencement.

** Candidates applying for day procedure/hospital positions may be required to provide proof of specific immunisations and vaccinations.

** All personal information received by will be stored, used and disclosed by us in accordance with our Privacy Policy.