Job Description
Admin & Operations Assistant (CQC-Regulated Ambulance Service)
Location: Office-based – Private Ambulance Service
Working Hours: 24 hours per week
Monday, Tuesday, Thursday & Friday | 09:00–15:00
Contract Type: Part-time
Reporting to: Chief Operating Officer (COO)
Role Overview
The Admin & Operations Assistant plays a vital role in supporting the safe, effective, and compliant day-to-day running of our CQC-registered private ambulance service.
This is a hands-on and varied role, working closely with the Chief Operating Officer to support operations, workforce administration, fleet coordination, governance, and general office management. The role combines administrative, operational, compliance, and practical duties and is essential to maintaining high standards of care, safety, and organisation.
The post holder will contribute directly to compliance with CQC Fundamental Standards, company policies, and governance frameworks, while also supporting the smooth running of the office and operational environment.
Key Responsibilities
CQC Compliance & Governance
* Support compliance with CQC Fundamental Standards and internal governance systems
* Maintain accurate records and documentation required for CQC inspections, audits, and quality reviews
* Assist with evidence gathering for audits, inspections, and internal reviews
* Support the monitoring and logging of incidents, complaints, and investigations in line with company policy
* Assist with complaint handling processes, action tracking, and learning outcomes
* Ensure confidentiality, GDPR, and data protection standards are upheld at all times
Workforce, Recruitment & Training Administration
* Support recruitment administration, including arranging interviews
* Assist with staff inductions and onboarding processes
* Maintain staff records, compliance files, and training documentation
* Manage and update the internal training system
* Monitor staff training, certifications, and compliance status
* Chase outstanding documentation from staff and escalate concerns where required
* Audit staff uniform compliance and record findings
Operations, Scheduling & Diary Management
* Arrange and manage diary appointments, operational calendars, and internal schedules
* Support workforce planning, rota coordination, and workload management
* Receive, log, and manage bookings in line with operational procedures
* Ensure accurate documentation of patient transport requirements
* Act as a professional first point of contact for enquiries
* Maintain clear communication with crews and internal teams
Fleet, Vehicles & Equipment Administration
* Maintain fleet records including MOTs, servicing, inspections, and compliance documentation
* Coordinate and track vehicle servicing, repairs, and inspections
* Carry out and record vehicle cleaning and readiness checks
* Support stock checks of medical equipment and operational supplies
* Ensure fleet and equipment records meet regulatory and insurance requirements
Office & Facilities Management
* Open and close the office in line with daily procedures
* Maintain a clean, tidy, and organised office environment
* (including bathrooms, kitchen areas, and waste management)
* Monitor office supplies, arrange stock replenishment, and manage deliveries
* Carry out shredding and secure disposal of confidential waste
General Administration & COO Support
* Complete data input and maintain spreadsheets and records
* Provide day-to-day administrative support to senior management
* Handle emails, correspondence, and internal communications
* Follow direction from the Chief Operating Officer and support priorities as required
* Carry out general office support tasks — including making drinks and assisting with day-to-day needs
Person Specification
Essential
* Proven experience in an administrative or operations support role
* Strong organisational and time-management skills
* High attention to detail and accuracy in record keeping
* Competent with Microsoft Office systems and spreadsheets
* Ability to handle confidential and sensitive information appropriately
* Comfortable following procedures and working under direction
* Willingness to support both administrative and practical office tasks
Desirable
* Experience working within a CQC-regulated environment
* Knowledge of healthcare, ambulance, or patient transport services
* Understanding of complaints handling and incident reporting processes
* Experience supporting audits or regulatory inspections
Personal Attributes
* Professional, reliable, and conscientious
* Calm, methodical, and organised under pressure
* Proactive with a strong sense of accountability
* Takes pride in keeping systems, records, and environments organised
* Committed to quality, safety, and continuous improvement
Values & Standards
The post holder must work in line with:
* CQC Fundamental Standards of Care
* Company policies and procedures
* Safeguarding, confidentiality, and data protection requirements
* A culture of openness, transparency, and continuous improvement
What We Offer
* Consistent, part-time working hours
* A responsible and varied role within a growing ambulance service
* Direct support and guidance from senior management
* Opportunity to contribute meaningfully to quality, compliance, and operations
* A supportive and practical team environment