Event Medical Service Manager – Location Medical Services (LMS) in Shepperton

Location: Shepperton with travel to event sites and other locations within the Group including but not limited to Watford, Reading and Milton Keynes

Hours: 40 hours

Salary: £35k - £42k

Responsible for: Operational event staff

Accountable to: Head of Operations- ACP South & LMS

Key Working Relationships

• LMS operational leadership team
• Clinical services team
• Make ready and fleet teams
• Event planning colleagues and clinical coordinators
• Operational event staff
• Clients, customers and statutory partners
• Staff and volunteers involved in event delivery
• External stakeholders including SAGs and local authorities

Main Purpose of the Role:

Location Medical Services Ltd (LMS) is a highly respected and established provider of medical services to the Film, TV and events industries. With over 27 years of experience, we deliver professional medical services across hundreds of events annually, ranging from small PR and corporate events to large‐scale public gatherings, festivals and mass participation sports. This role plays a pivotal part in the planning and operational delivery of medical cover at events, ensuring high standards, compliance and reliability. Working collaboratively with colleagues across clinical, operational and logistics teams, the Event Medical Services Manager will take full responsibility for managing event projects from enquiry to post‐event review. This role will also take a proactive approach to business development and customer management. The Events Medical Services Manager will maintain strong working relationships with all current customers, as well as exploring opportunities to grow LMS through new events, expanding existing provisions with existing customers and expanding provision into new areas.

Key Tasks

• Provide effective management, support and guidance to a team of staff within the event team you are responsible for.
• Line‐manage the operational event staff, ensuring you complete management tasks such as investigations, disciplinaries, grievances and appraisals where necessary.
• Participate in the development, monitoring and audit of policies relating to clinical practice and care.
• Ensure events and staff are operating in line with CQC regulations.
• Act as the point of contact and support your team within their role to ensure they are safe and well‐led, facilitating two‐way communication within the business.
• Act as the initial point of escalation for any concerns and query resolution.
• Actively participate in the recruitment and selection process for prospective candidates (PAYE and self‐employed). Then ensure new colleagues are onboarded successfully and embedded into the team.
• Ensure all event rotas are completed in line with deadlines set.
• Perform compliance audits and use performance metrics and feedback to identify, coach and improve service delivery within the business.
• Deploy on shifts when operationally needed.
• Supervise and ensure colleagues follow training provided and Safe Systems of Work, ensuring Health & Safety policies are adhered to at all times.
• Complete spot checks for staff IPC, uniform, equipment, vehicles and general conduct.
• Ensure events are maintained to a high standard, secure and used safely by all staff.
• Escalate any concerns you cannot resolve to your line manager.
• Liaise with the General Manager to ensure sufficient vehicles are available to deploy, escalating to line manager where necessary to resolve problems quickly.
• This list is not exhaustive; you will be required to perform ad‐hoc duties within your skill base as required by the Company to support an effective and efficient service.

Operational Event Planning and Delivery

• Lead the end‐to‐end coordination of medical cover for events.
• Liaise with clients to assess requirements, offer expert advice and produce quotes and specifications.
• Attend event site visits, SAG meetings and tabletop exercises as required.
• Write and deliver detailed event medical plans and staff briefings.
• Manage scheduling via staffing platforms, ensuring correct grades and coverage for events.
• Coordinate pre‐event logistics, including staff communications, transport plans, vehicle and equipment allocations.

On‐Site Event Coordination

• Set up medical facilities, coordinate staff briefings and ensure operational readiness.
• Act as main point of contact for clients during live events, addressing any issues promptly.
• Maintain communication with on‐site teams, managing problems such as staff absences or equipment issues.
• Participate in SAG or incident response as required.

Post‐Event Evaluation and Reporting

• Collate casualty statistics and prepare post‐event reports for clients and statutory bodies.
• Ensure accurate post‐event reconciliation of hours worked and any additional charges.
• Record lessons learned and improvement opportunities for future planning.

Relationship Management and Business Development

• Build long‐term relationships with clients, demonstrating value and reliability.
• Identify opportunities for further business development or service expansion.
• Work collaboratively with recruitment and clinical teams to ensure resource availability.

Governance and Compliance

• Ensure all planning and delivery activities are compliant with CQC and event safety guidance.
• Contribute to incident reporting, safeguarding and audit preparations where required.
• Maintain a strong culture of safety, quality and continuous improvement.

Communication and Team Working

• Liaise with Make Ready teams, HR and clinical staff to ensure smooth and safe event operations.
• Coordinate across departments to plan for peak season demands.
• Communicate effectively with field staff and act as a key point of escalation during events.

Additional Requirements

• Flexible working required, especially May–October (expected to work approx. 50% of weekends in peak season).
• May include long working hours and out‐of‐hours communication responsibilities.
• Leave to be coordinated with the team to maintain service continuity.
• Occasional restrictions on long holidays during peak periods.

General Requirements

Our Values

The post holder must treat all colleagues in a manner that conveys respect for the abilities of each other and a willingness to work as a team. The post holder must uphold our Company values:

• Kind
• Inclusive
• Accountable
• Adaptable
• Communication and Working Regulations

The post holder must treat all colleagues in a manner that conveys respect for the abilities of each other and a willingness to work as a team.

Policies and Procedures

All duties and responsibilities must be undertaken in compliance with the business's policies and procedures. The post holder must familiarise the ways in which to raise a concern to the business, e.g., Freedom to Speak Up and Whistleblowing.

Health and Safety

The post holder must be aware of the responsibilities placed upon themselves under the Health and Safety at Work Act 1974, subsequent legislation, and business policies, to maintain safe working practices and safe working environments for themselves, colleagues, and service users.

No Smoking

All business premises are considered as smoke free zones.

Confidentiality

Everyone working for or on behalf of the business are bound by a legal duty of confidentiality (Common Law Duty of Confidentiality). The post holder must not disclose either during or after the termination of their contract, any information of a confidential nature relating to the business, its staff, its patients, or third parties, which may have been obtained in the course of their employment.

Equal Opportunities

The business believes that the equality of opportunity and diversity is vital to the success and an essential prerequisite to the achievement of its goals in delivering seamless, high quality, safe healthcare for all, which is appropriate and responsive to meeting the diverse needs of individuals. In working to achieve our goals, it is important that staff and users are treated equitably, with dignity and respect, and are involved and considered in every aspect of practice and changes affecting their employment or health care within the business.

Infection Prevention and Control

The post holder will ensure they follow the business's infection prevention and control (IPC) policies and procedures to protect patients, staff, and visitors from healthcare associated infections. They will ensure that they use personal protective equipment (PPE) in accordance with policy and procedure. All staff must challenge non‐compliance with IPC policies immediately and feedback through appropriate line managers if required.

Safeguarding Children and Adults

The business takes its responsibilities to safeguard and promote the welfare of children and adults seriously. The business expects all staff to identify their own responsibilities appropriate to their role within statute and guidance. This will include accessing safeguarding training and may include seeking advice, support and supervision from the service's safeguarding team. Where staff are unclear of their responsibilities, they must seek guidance from their manager.

Person Specification

Essential Qualifications: Educated to GCSE level in English and Maths, Full UK manual driving licence with less than 6 points.

Experience and Knowledge: Experience working as medical cover at events, experience planning and managing medical cover at large events, knowledge of the ambulance industry, competence in Microsoft Word, Outlook, Excel (including formulas) and scheduling systems.

Skills and Abilities: Ability to work within a multi‐professional team, excellent verbal and written skills, ability to be a 'self‐starter' and proactively seek new opportunities for the business, excellent time management and organisational skills, must be able to prioritise and work to deadlines, excellent attention to detail, ability to identify mistakes, able to work independently, unsupervised and as part of a team, able to plan, co‐ordinate and manage large scale projects, comfortable with adapting to change, IT skills (databases and Microsoft Office).

Personal Attributes: Able to work under pressure and cope with change and conflicting priorities, able to work in a fast‐paced environment, willingness to travel across regions, model professional behaviours, engaging and positive personality, a positive 'can‐do' team player.

Desirable Qualifications: Clinical background or qualification, holds a C1 driving licence, ability to tow a trailer.

Experience and Knowledge: Understanding of emergency planning and statutory safety guidance, familiarity with MS Lists or PARiM/Deputy rostering systems.