Job Purpose
The EMS Administrator & Coordinator is responsible for the efficient day-to-day administration and coordination of the Emergency Medical Services department. The role ensures that event staffing, administration, client communication and operational documentation are completed accurately and on time.
This position is a coordination and administrative role and does not include line management or supervisory responsibility.
Key ResponsibilitiesAdministration
- Provide administrative support to the EMS department.
- Answer telephone calls and respond to email enquiries professionally.
- Maintain accurate staff, client and operational records.
- Prepare quotations, event paperwork and operational documentation.
- Ensure all filing and documentation is maintained in accordance with company procedures.
- Produce reports as required by the EMS Manager.
- Maintain confidentiality of company and employee information.
Event & Staff Coordination
- Allocate suitably qualified staff to event medical cover.
- Contact staff regarding available shifts and confirm bookings.
- Issue event details, reporting times and deployment information.
- Update event rosters and staffing schedules.
- Maintain accurate records of staff availability.
- Notify the EMS Manager of any staffing shortages or operational concerns.
- Ensure allocated staff hold the appropriate qualifications and certifications for each event.
Client Coordination
- Liaise with clients regarding event requirements.
- Prepare and issue event confirmations.
- Respond to client queries promptly and professionally.
- Maintain strong working relationships with clients.
- Assist with booking and scheduling event medical cover.
Compliance & Documentation
- Monitor staff certification and training expiry dates.
- Maintain personnel and compliance records.
- Assist with internal audits and regulatory inspections.
- Ensure operational paperwork is completed accurately.
- Record incidents and maintain operational logs.
- Ensure documentation complies with company policies and procedures.
Operational Support
- Assist with coordinating vehicles and equipment for events.
- Maintain operational schedules and deployment records.
- Support the EMS Manager with daily operational administration.
- Liaise with HR and the Training Department regarding staffing and compliance matters.
- Carry out any other administrative duties appropriate to the role.
Skills & ExperienceEssential
- Previous administration or coordination experience.
- Excellent organisational and time management skills.
- Strong communication and interpersonal skills.
- High level of accuracy and attention to detail.
- Good working knowledge of Microsoft Office (Word, Excel and Outlook).
- Ability to prioritise workload and work under pressure.
- Professional, reliable and confidential approach.
Desirable
- Experience within emergency medical services, healthcare or event management.
- Experience using rostering or scheduling systems.
- Knowledge of ambulance or pre-hospital care operations.
Personal Attributes
- Organised and proactive.
- Professional and approachable.
- Excellent problem-solving skills.
- Calm under pressure.
- Flexible and adaptable.
- Team player with a positive attitude.
- Able to work independently using initiative.
Pay: €27,000.00-€36,000.00 per year
Benefits:
- Company pension
- On-site parking
- Sick pay
Work Location: In person
