We are part of a leading international group of fertility specialists, including CREATE Fertility, ABC IVF, Vitanova and IVI UK, providing world-class reproductive healthcare across the UK.
Our clinics are at the forefront of innovation, offering Natural and Mild IVF meaning, gentler, safer approaches that use little to no fertility medication alongside a full range of advanced treatments, including IVF, IUI, ICSI and fertility preservation.
Together, we are committed to evidence-based treatments, cutting-edge technology and personalised, patient-focused care helping to give every patient the best possible chance of success.
Please note, this role sits within IVI RMA, covering the Northern Europe region
ROLE PURPOSE
The Recruitment Officer will play a vital role in supporting the delivery of the people strategy across the organisation, with a primary focus on recruitment, onboarding and pre-employment compliance.
You will manage the day-to-day recruitment coordination, ensuring smooth and compliant processes from vacancy approval through to new starter onboarding. You will also provide administrative and advisory support across a range of HR activities.
This position is ideal for a highly organised, detail-oriented individual with a passion for candidate experience, employment compliance and efficient HR operations. You will be proactive, adaptable and thrive in a busy, people-focused environment.
DUTIES and OBJECTIVES
Recruitment & Onboarding (Approx. 90%)
* Coordinate end-to-end recruitment administration, including drafting job adverts, posting vacancies, managing applications and liaising with hiring managers and external recruitment partners.
* Manage candidate communication, interview scheduling and ensure timely follow-up throughout the recruitment process.
* Conduct pre-employment checks including, right to work verification, reference checks and DBS submissions.
* Prepare and issue offer letters, contracts and onboarding documentation.
* Liaise with hiring managers to ensure a smooth, engaging and compliant onboarding process.
* Track recruitment activity, compiling relevant data and generating regular reports.
* Maintain and update the applicant tracking system (ATS) and recruitment dashboards.
* Support employer branding and talent attraction initiatives.
* Maintain accurate right to work records and liaise with the Legal Team regarding VISA processing and immigration compliance and issuing VISA repayment letters.
* Processing reference and certificate of employment letter requests
* Prepare and distribute monthly recruitment reports, including data on new starters and leavers.
* Submit IT access requests for new joiners to ensure timely onboarding.
* Respond to ad hoc HR queries from employees and line managers.
* Coordinate and book interviews
* Communicate onboarding timelines and any delays to hiring managers proactively
* Build and maintain effective relationships with internal and external stakeholders
* Manage the careers inbox and responding to all queries
General HR Support (Approx. 10%)
* Support with employee lifecycle administration including contract changes, change letters, leavers, probation reviews and general correspondence.
* Maintain accurate and secure employee records and digital HR files.
* Respond to first-line HR queries and escalate where appropriate.
* Support policy updates, HR data reporting, training coordination and employee engagement initiatives.
* Support the wider HR team with general compliance, audits and best practice process reviews.
* Adding employees to Vitality after completion of probation.
* Compiling monthly data reports.
KEY RESULTS/ KPIs
* All pre-employment checks completed accurately and in line with SLA and compliance standards.
* High candidate and manager satisfaction with the recruitment and onboarding process.
* Timely and accurate production of HR documentation and records.
* Positive contribution to HR project work and employee engagement initiatives.
* Proactive support for maintaining policy compliance and data integrity.
SKILLS
* Organisation & Attention to Detail: Able to manage a high volume of recruitment and HR tasks with accuracy & structure.
* Communication: Clear, professional and confident in both written and verbal communication.
* Customer Service Orientation: Focused on providing an exceptional candidate and internal stakeholder experience.
* Compliance Focused: Understands, follows policies relating to right to work, GDPR, safer recruitment & employment law.
* Team Collaboration: Works closely with the wider HR and operational teams, supporting shared goals and priorities.
* IT Proficiency: Confident using HR systems, ATS platforms and Microsoft Office (especially Outlook, Word, Excel).
EXPERIENCE/PERSONAL SPECIFICATION
Essential
* Previous experience in a recruitment or HR coordination role
* Strong understanding of recruitment processes and pre-employment checks
* Experience producing accurate contracts, offer letters and HR documentation
* Able to handle confidential information with professionalism and discretion
* Excellent time management and multitasking abilities
* Confident working with internal stakeholders and external partners
Desirable
* Experience in a healthcare or regulated environment
* Familiarity with HFEA, CQC or similar regulatory frameworks
* CIPD qualification or working toward it
The is not an exhaustive document but is a reflection of the current position. Details and emphasis may change in consultation with the post holder in line with the needs of the service.
CONFIDENTIALITY
The post holder must maintain the confidentiality of information about patients, clients, staff and Create Health Clinics’ business in accordance with the HFEA Code of Practice, the Code of Confidentiality of Personal Health Data, the Korner Report on confidentiality, the Data Protection Act 1998 and Caldecott principals.
CONSCIENTIOUS OBJECTION
The Human Fertilisation and Embryology Act 1990 specifies that “No person who has a conscientious objection to participating in any activity governed by this Act shall be under any duty, however arising, to do so. In any legal proceedings the burden of proof of conscientious objection shall rest on the person claiming to rely on it.”
HEALTH & SAFETY
Employees must be aware of the responsibilities placed on them under the Health & Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.
RISK ENGAGEMENT
All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to co-operate with any investigations undertaken.
EQUAL OPPORTUNITY
Create Health Clinic has adopted an Equal Opportunities Policy and all employees must be aware of their obligations to abide by the spirit and nature of the Policy to avoid direct, and indirect, discrimination.
CONFLICT OF INTEREST
Create Fertility and IVI RMA is responsible for ensuring that the service provided for patients in its care meet the highest standard. Equally, it is responsible for ensuring that staff do not benefit their family or friends.