Scheduling and Planning Administrator

Events Coordinator

Location: Medicare Head Office, Chelmsford
Salary: £25,350 per annum
Hours: £37.5 hours pw, Monday to Friday, 9:00am – 5:00pm
Job Type: Full-time, Permanent
Apply here: https://www.cognitoforms.com/MedicareEMSGroupUKLimited/EventCoordinatorJobVacancyApplicationForm

About Medicare EMS

Medicare EMS is a leading provider of event medical services, delivering high-quality healthcare support across a wide range of venues and events throughout the UK. We are committed to providing exceptional patient care by ensuring our clients receive professional, reliable, and fully compliant medical cover.

We are looking for a highly organised and proactive Events Coordinator to join our Venue Operations team. This is an exciting opportunity for someone who enjoys planning, problem-solving, and working in a fast-paced environment where no two days are the same.

The Role

As an Events Coordinator, you will play a vital role in ensuring our event contracts are staffed with the right clinicians, in the right place, at the right time. You'll coordinate staffing for events, manage rota changes, liaise with medical professionals, and work closely with internal departments to ensure Medicare continues to meet its contractual commitments while delivering outstanding patient care.

Key Responsibilities

• Coordinate the allocation of Associate Medical Professionals across all event contracts.
• Ensure every event is appropriately staffed with the correct number of clinicians and required skill mix.
• Manage staff availability, rota changes, cancellations, and last-minute staffing requirements.
• Source suitable replacement clinicians to maintain full event coverage.
• Accurately populate and maintain Medicare's internal staffing and rostering systems.
• Act as the first point of contact for Associate Medical Professionals regarding event bookings and staffing queries.
• Liaise with the HR & Compliance team to onboard new Associate Medical Professionals.
• Work closely with the Finance team to ensure timesheets and invoices accurately reflect hours worked.
• Effectively manage cancelled or rescheduled events and update all relevant stakeholders.
• Analyse staffing levels and proactively identify potential resourcing issues.
• Develop creative solutions to staffing challenges to ensure contractual obligations are consistently met.
• Communicate staffing updates, risks, and potential issues to management teams in a timely manner.
• Attend management meetings as required.
• Maintain accurate staffing records, reports, and documentation.
• Complete general administrative duties to support the Venue Operations team.

What We're Looking For

We're looking for someone who is organised, adaptable, and thrives under pressure. You'll be an excellent communicator who enjoys coordinating people and solving problems while maintaining exceptional attention to detail.

Essential Skills & Experience

• Experience in scheduling, workforce planning, rostering, or resource coordination.
• Strong administrative and organisational skills.
• Experience maintaining accurate records and databases.
• Excellent verbal and written communication skills.
• Ability to prioritise a busy workload and manage changing priorities.
• Strong attention to detail with excellent accuracy.
• Ability to analyse staffing information and identify potential resource gaps.
• Confident using computer systems and Microsoft Office.
• Educated to A-Level standard or equivalent experience.
• Full UK driving licence or the ability to travel to our Chelmsford Head Office.

Personal Attributes

• Friendly, approachable, and professional.
• Highly organised with excellent time management skills.
• Calm under pressure and able to manage multiple priorities.
• Proactive with a positive, solution-focused attitude.
• Reliable, punctual, and flexible.
• Able to work collaboratively across multiple departments.

Compliance Requirements

Successful applicants will be required to:

• Undertake an Enhanced DBS check with Children's and Adults Barred Lists.
• Maintain compliance with all mandatory training requirements.
• Enrol in the DBS Update Service or provide an annual Enhanced DBS certificate.
• Provide documentation required to satisfy safer recruitment standards.

Why Join Medicare EMS?

• Monday to Friday working hours – no weekend office shifts.
• Supportive and friendly team environment.
• Opportunity to make a real difference by ensuring safe medical cover for events across the UK.
• Ongoing training and development opportunities.
• Be part of a growing organisation committed to delivering exceptional patient care.

If you're an organised, motivated individual with excellent coordination skills and enjoy working in a fast-paced operational environment, we'd love to hear from you. Apply today and become part of the Medicare EMS team.

Pay: £25,420.00-£28,000.00 per year

Work Location: In person