Job Summary
We are looking for a full‑time Committee Officer to support our full range of licensing committees and related work. This is an exciting opportunity for someone who is quality focused and who wants to make a real and tangible difference to our work and the lives of patients.
About Us
The HFEA is the UK's independent regulator overseeing safe and appropriate practice in fertility treatment and embryo research. We license and monitor clinics carrying out IVF, donor insemination, and human embryo research.
This post is offered as either office based (attend at least one day per week) or home based (attendance as per line manager). We offer flexible hybrid working, generous annual leave and pension arrangements.
We are a member of the Community Race and Work Charter and the Disability Confident Charter. We are committed to an inclusive and supportive environment free from discrimination. In 2024‑25 we were awarded People Insight's Outstanding Workplace Award.
We do not offer sponsorship. Applicants must have the right to work in the UK before interview.
We reserve the right to close this role early. Agencies not accepted.
Details
Date posted: 19 Dec 2025
Pay scheme: Salary £35,500 a year
Contract: Permanent, flexible working
Reference number: G0002-25-0019
Location: 2 Redman Place, 2nd Floor, London, E20 1JQ
Job Responsibilities
Meetings Management
* Plan meeting dates and associated arrangements with the Licensing Manager; liaise with members, advisers, and venues.
* Ensure clarity of agendas, quoracy, conflicts management, and well‑run meetings.
* Manage the flow of business, ensure timely decisions for patient or licensing outcomes.
* Produce high‑quality meeting bundles, quality‑assure them, and circulate on time.
* Arrange all practical details: room bookings, catering, audio‑visual, requisitions.
* Identify substantive issues in papers that could hinder decision‑making; seek further information or escalations.
* Provide a high‑quality service, confirming quoracy and conflicts in advance.
* Ensure relevant materials (Standard Licensing Pack, decision trees) are available.
* Attend all licensing meetings, draft accurate minutes promptly for review, and manage finalising the minutes.
* Secure rooms and confidential documents during and after meetings.
* Ensure licences, documentation, and legal notices are issued correctly and timely.
* Provide cover for team members as directed.
Licensing Information Management
* Conduct regular audits of Epicentre and statutory register of licences for accuracy.
* Activate accepted offer licences on due date to avoid lapses.
* Maintain safe custody and filing of official records.
* Act as first point of call for day‑to‑day licensing queries; escalated issues as appropriate.
* Report performance metrics (items considered, minutes approval time, statistics).
* Use current templates, SOPs, and update standard documentation.
* Administrate processing system for all applications.
* Collaborate on licensing projects, providing expert input and reporting to wider team.
Communication
* Publish courtesy minutes and other reports on the HFEA website following policy.
* Identify action points, communicate with appropriate staff, and schedule follow‑up meetings.
* Support committee members and advisers, responding to queries or routing to other staff.
Other Requirements
* Process requisitions, payments, expenses, and goods via WAP.
* Administer support to Licensing Manager and external lawyers for representations and appeals.
* Provide general administrative and quality‑management support to the Licensing Manager.
* Assist team members as needed for mutual cover.
* Carry out other reasonable tasks as required.
Person Specification
Managing Work (Essential)
* Strong time‑management, flexibility, initiative and prioritisation.
* Excellent organisational and record‑keeping skills using supplied systems.
* Maintain concentration and accuracy during peak workloads.
* Adhere to standard procedures and templates.
* Personal resilience; remain calm under pressure.
Knowledge (Essential)
* Understand complex topics, recognise legal/governance risks, and capture decisions clearly.
* Excellent interpersonal skills for liaison with board members and senior staff.
* Excellent written communication; proven minute‑writing to tight deadlines.
Desirable (Knowledge)
* Detailed knowledge of statutory licensing regime.
Qualifications (Essential)
* Professional minuting or governance‑specific qualification or relevant experience.
Experience (Essential)
* Significant experience minuting formal committees in a public body.
* Experience in regulatory settings where accuracy in papers and minutes is paramount.
* Experience servicing committees using decision tools (decision trees, reference packs, standing orders).
* Experience dealing with sensitive and confidential matters.
* Experience working with senior staff and board members, confident to ask clarifying questions.
* Experience using, maintaining, and accurately recording in databases and spreadsheets.
Experience (Desirable)
* Experience producing and issuing formal legal notices or licences.
* Experience minuting committees with clinical, legal, or ethical subject matter.
* Experience working in diverse teams.
* Experience active participation in projects.
Employer Details
Human Fertilisation & Embryology Authority (HFEA)
2 Redman Place, 2nd Floor, London, E20 1JQ
Website: https://www.hfea.gov.uk/
Seniority level
Mid‑Senior level
Employment type
Full‑time
Job function
Other
Industries
Administrative and Support Services
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