Part Time Operations Coordinator (Service Allocation & Logistics)

About IPRS Aeromed

IPRS Aeromed is a leading independent supplier of scalable clinical and medical solutions, trusted by government, NHS, and private partners to provide rapid, high-quality care in complex environments. From paramedic-led medical repatriations to clinical support in secure settings, our skilled, experienced, and diverse clinical professionals work around the clock to respond where and when it matters most. We are in an exciting period of growth, expanding our team and service. If you are motivated by a fast-moving and dynamic environment, have a desire for continuous improvement and are passionate about making a real difference, we would love you to join our team where care and compassion guide every decision.

Position: Operations Coordinator (Service Allocation & Logistics) – Part time, based in Gatwick office. Fixed-term contract for 6 months (may lead to permanent position). 24 hours per week (Monday, Wednesday & Friday) with shift options 08:00‑17:00 or 09:00‑18:00 (1 hour lunch). Salary £19,000 per annum (based on 24 hours). You may be asked to participate in rota‑based out-of-hours support if required; an additional on‑call payment will be provided.

Job Overview

The role ensures flawless delivery of our medical assistance service. By coordinating paramedic allocation, managing complex travel logistics, and maintaining seamless communication between clinical teams, clients, and external partners, this position directly enhances operational reliability and service quality.

Responsibilities

• Paramedic Allocation & Scheduling: Allocate paramedics according to availability, competencies, and clinical requirements. Maintain accurate scheduling and ensure service coverage in line with SLAs and KPIs. Adjust schedules proactively in response to operational or clinical changes.
• Logistics Coordination: Arrange all transport and accommodation for paramedics, including domestic and overseas travel, hotel bookings, and transfers. Ensure bookings are cost-effective, suitable for purpose, and compliant with organisational processes. Provide clear and timely travel itineraries to all relevant parties.
• Communication & Liaison: Act as a key operational contact for clients, paramedics, suppliers, and internal colleagues. Provide updates via email and telephone throughout the case. Work closely with the Clinical Team to ensure operational decisions support clinical safety and requirements.
• Operational Support & Administration: Maintain accurate records within internal operational systems. Assist with forecasting and identifying resource shortages. Support continuous improvement by escalating risks, inefficiencies, or potential enhancements.
• Compliance & Quality: Adhere to GDPR and Data Protection requirements. Follow internal guidelines and operational procedures consistently. Contribute to departmental performance against KPIs, SLAs, and MI requirements.

Additional Duties

• Participate in rota‑based out‑of‑hours support (if required).
• Receive additional on‑call payment if required to cover.

Qualifications

• 4 GCSE/O level passes A‑C (or equivalent), including English and Maths.

Experience & Knowledge

• Experience working in customer service or administration.
• Experience within scheduling, logistics or workforce allocation.
• Professional communication skills, both written and verbal.
• Proficient IT skills including Microsoft Office and database systems.
• Proven ability to multitask and maintain high accuracy under pressure.
• Experience within healthcare, medical assistance or logistics environments.
• Experience coordinating remote staff.
• Experience liaising with clinicians or third‑party suppliers.

Key Skills

• Strong customer service and relationship‑building skills.
• Calm, organised decision‑making under time pressure.
• Excellent planning, prioritisation and time‑management skills.
• High attention to detail and strong accuracy in record‑keeping.
• Flexible, proactive, team‑focused approach.
• Ability to work independently and take initiative.

Benefits and Rewards

• Professional Development Opportunities.
• Employee Assistance Programme including free confidential counselling.
• Free parking and high‑street discounts.
• Annual leave: 25 days.
• Moving Day leave.
• Company pension scheme membership.
• Life assurance.
• Recruit a Friend bonus scheme – up to £1,500.
• Environmental initiatives.
• Westfield Health Cash Plan.
• Free eye tests every 2 years.
• Free annual flu‑vaccination.

Equality, Diversity & Inclusion

IPRS Aeromed is committed to creating a diverse and inclusive workplace where all employees are valued, respected, and supported. We encourage applications from all individuals, regardless of race, ethnicity, gender, gender identity, sexual orientation, age, disability, religious belief, or any other characteristic. We believe that diversity enriches our work environment and drives innovation, and we are dedicated to providing equal opportunities for all candidates and employees. We are committed to eliminating discrimination, fostering a culture of inclusion, and ensuring that all our recruitment, hiring, and workplace practices reflect the importance of equality and diversity. We welcome applications from people of all backgrounds and experiences and are dedicated to providing a supportive and inclusive workplace. As a Disability Confident Committed employer, IPRS Aeromed ensures our recruitment process is inclusive and accessible.