Events Coordinator Vacancy Feb 2019
Location Medical Services Ltd are currently looking for someone to join our small, friendly, team as an Event Medical Coordinator – based at our offices in Shepperton Film Studios.
Location Medical Services provides on-site professional medical support services to Film & TV productions and Events of all types and sizes across the UK. We have been around since 1997 and are well known and respected in both market sectors.
Although plenty of people have seen our medics out working on events of all types and sizes, what they don’t see, however, is the meticulous planning and administration that goes on behind the scenes. Ensuring that every one of our clients gets all of their enquiries, quote requests, medical plans etc dealt with promptly and efficiently in the lead up to their event and then has all the right staff, equipment, vehicles and stock turn up at the right time and place - “on the day”.
We are very fortunate in that we have lots of very really great experienced operational staff and brilliant clinicians who can turn up on the day to provide and manage medical cover at events – but unless the planning, communication, packing lists, medical plans etc are all done properly in the weeks and days before they turn up – the whole operation would be as amateurish as many of our competitors.
We know there are lots of medical staff out there who have lots of experience covering events for LMS, other companies or managing incidents and events for the NHS. However, we don’t think that operational experience with other organisations or clinical skills alone guarantees us the high level “customer focused” skillset we need to manage event delivery in the unique way that we do.
As we get busier every year our existing management team spend more time wondering where all the time has gone. In the long term what we probably need is more management staff who can take control of sections of our workload – but we don’t believe that just “parachuting” in managers from outside will guarantee us the fit we need – whereas allowing someone to learn how we do things from the ground up and, hopefully, develop skills and knowledge with the job might.
In this way this position (for the right person), could, certainly, be viewed as a management apprenticeship.
We are a commercial organisation and our customers are the most important part of the operation. A successful candidate must be able to demonstrate Business to Business communications and delivery skills and an inherent understanding of the realities of delivering great healthcare in the private sector is essential.
Strangely we don’t believe that this is a, necessarily, a clinical role. Clinical skills, a working knowledge of ambulances, paramedics or event medical services would be a massive advantage but, for the right candidate, we don’t believe its 100% essential. The post will involve being on site and operational for events (In fact getting as much experience of all our events as possible will be an essential part of the training), but this is not a medical or clinical lead role – and if we have to train you as a first aider just to allow you to safely wear a uniform whilst you learn - it can be done.
A candidate achieving the higher end of the pay range will, however, have some medical qualifications or experience.
Particularly we would love to hear from candidates who have the skills and confidence to look at overall problems and suggest or instigate new and improved working practices to solve them – or who bring operational experience of similar roles.
Key Areas of responsibility will be:
o Responding to client communication by telephone and email, Specifically:
§ Learning how to advise clients in relation to event medical cover required – providing great value and flexibility – but without ever committing to anything we feel is unsafe, under-resourced or commercially unviable.
§ Accurately producing quotes for event medical cover (and then re-quoting every time a client changes their minds).
o Learning to write and deliver detailed event medical plans.
o Specifying staffing requirements for events and using on line tools to inform, book and confirm staff.
o Communicating with colleagues to ensure that staffing does not conflict with other workload and commitments.
o Specifying the equipment and vehicles required, making sure there are no double bookings or conflicts and that all the tools required are there on each event.
o Making sure that all operational staff have all the plans, maps, event information they need and know where to turn up and when and what they are doing. Then going back and double checking all this. (You’ll quickly learn why!)
o Being on site (or being on call on another event site), to ensure that the medical plan is followed, that everything goes smoothly that any “unforeseen” situations are managed or escalated appropriately.
o Debriefing with staff and clients to log any learning points and improve everything next time (we’ve been doing this for over 20 years and there is always something to learn and something to improve).
o Making sure all kit gets back, safely and all the job details are logged for invoicing etc.
o Dealing with any post event enquiries from clients and delivering detailed casualty breakdowns to them.
If this sounds straightforward, its worth pointing out that we are doing this for up to 10 events a week in Summer, so clients will be chasing quotes for events months away on the same days we are get ready for complex events with hundreds of staff on in the coming days. Staff will want to change their availability or know things about next week’s events, whilst we are still trying to find staff for tomorrows event. The term “all or nothing” fits well – although the “all” phase tends to last from May to October!
Strangely we don’t believe that this is a, necessarily, a clinical role. Clinical skills, a working knowledge of ambulances, paramedics or event medical services would be a massive advantage but, for the right candidate, we don’t believe its 100% essential.
The post will involve being on site and operational for events (In fact getting as much experience of all our events as possible will be an essential part of the early training), but this is not primarily a medical or clinical – and if we have to train you as a first aider just to allow you to safely wear a uniform whilst you learn - it can be done.
A candidate achieving the higher end of the pay range will, however, definitely have some medical qualifications or experience.
Particularly we would love to hear from candidates who already have the skills, experience and confidence to look at overall problems, grasp what needs to be done and suggest or instigate new and improved working practices to solve them.
All Candidates Must:
- Have a good working knowledge of common computer systems such as excel, word, outlook etc, be able to email, access, cut, paste, copy files, etc.
- Must be able to complete mission critical tasks to high degree of accuracy without direct supervision or double checking. The devil really is in the detail as one missed email or incorrect phone number or unchecked “assumption” really can have disastrous knock-on effects.
- Must have excellent “high end” verbal and written communication skills and be able to confidently communicate with valued clients, Local Authorities, Health and Safety consultants and event managers in a way that inspires confidence and professionalism (this means knowing how to write an email or letter without emojis).
- Must have some relevant experience in medical services, events (or other B2B environment that you can put up a convincing argument demonstrates parallel skills to our work).
- Must be able to work under pressure, to prioritise tasks and ensure that they are dealt with in order of priority and as required by operational demands.
- Full Clean Driving Licence (Ideally with C1 & Emergency Driver training)
- Reasonable level of fitness (Must be able to lift and load)
Ideal Candidates might also have:
- A Geeky knowledge of computerised systems and applications and be that rare breed of person that actually knows what Excel, Office 365, SharePoint etc can really do – rather than just getting it to do the bits we understand.
- Have the kind of mild OCD that means that they would rather double check an email was sent, or a plan was correct at 4am, than go back to sleep without.
- A knowledge of, or experience in, either hospital services, ambulance services or events. Ideally all 3.
- Proven ability to operate in a commercial environment – successfully forging and maintaining strong and enduring customer relations
- An ideal candidate will bring some “higher level” skills to the role able to devise and employ innovative effective systems for managing tasks and keeping on top of the “background” workload.
Based mostly in our offices inside Shepperton Film Studios (a great place to work where no two days are the same and you never know who, or what, you are going to see around the studio). We have an onsite canteen, a coffee shop, free secure parking on site and free shuttle busses to local train stations. However, some on site work (mainly at weekends) will be required.
Hours – Based on a 40h working week, initially 0800-1600 or 10:00 to 18:00 weekdays combined with extensive weekend working as additional days or with weekdays off in lieu.
In reality no one here works 5-day weeks in summer, so there’s no point pretending it’s going to happen! Weekends will be a definite feature and, although there is some flexibility, you should assume you will need to work at least 50% of weekend days between May and October. Events happen at weekends, nothing we can do about it (although we don’t do much night work at all!). Plenty of potential for overtime most of the year (especially if you have any clinical qualifications).
Salary: £17000-£32000 depending on experience (non-clinical staff), For clinically qualified staff will reflect clinical grade and qualifications. Plus statutory pension scheme employer contributions.
Applications: Brief CV and detailed covering letter explaining exactly why you feel this is the job for you and what you would bring to it that no one else would.
To be sent in writing or attached to email to:
Daniel Melhuish, Managing Director
Location Medical Services Ltd, The Medical Centre, Shepperton Studios, Studio Road, Shepperton TW17 0QD
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