Operations Executive (Emergency Medical Services)

OPERATIONS EXECUTIVE (EMS) – JOB DESCRIPTION

From saving lives on the ground to leading the mission behind every response — step into an Operations Executive role where your frontline experience drives smarter, faster emergency care.

Job Role

The Operations Executive (EMS) supports the Operations Manager in the day-to-day running of ambulance operations across AMS deployment sites. He/she assists in station coordination, administrative control, staff onboarding, operational data management, and ensures smooth execution of workflows set by the Operations Manager and OICs.

This role is critical in maintaining operational readiness, compliance, and high-quality service delivery under the EMS contract.

Job Responsibilities

1. Operations & Station Support

• Assist the Operations Manager in monitoring readiness, manpower deployment, and daily operational issues.
• Conduct basic station audits with Operations Manager during visits (equipment, consumables, PPE, locker allocation, drug kit logs, documentation completeness).
• Follow up with OICs on outstanding tasks, manpower gaps, stock issues, and equipment requests.

1. Administrative Oversight

• Assist in maintaining and updating station documents, forms, workflows, SOP acknowledgements, and staff records if required.
• Assist with tracking of training validity, certification expiry, BCLS/CPR/AED, EMT/Paramedic certifications, and update dashboards.

1. In-Processing of EMS Staff

• Coordinate end-to-end onboarding for all new EMS personnel (PRMs/EMTs/EMTDs/Locums).
• Collect all admin and certification documents
• Capture ID photo and prepare submissions for Contractor Pass applications.
• Maintain the master onboarding tracker and report weekly onboarding status to the Operations Manager.
• Ensure new staff are properly assigned to stations and linked with their OICs for final in-house induction.

1. Roster & Manpower Support

• Assist to track daily rostered manpower, last-minute MCs, standbys, and shortfalls.
• Inform OICs of gaps and help coordinate replacements if required.
• Update roster changes into the system (where applicable), including swaps, OT additions, and standby recalls if requested by OICs.

1. Documentation & Data Management

• Maintain updated staff lists (fixed station personnel, locum pool, new hires).
• Input manpower, OT, leave, and utilization data into weekly KPI dashboards.
• Ensure accuracy of certifications, competencies, and operational readiness data.

1. Locum & Contract Staff Administration

• Verify locum credentials and ensure compliance with AMS and EMS requirements.
• Track locum duty attendance, and document completeness.

1. Fleet & Equipment Coordination (Support Role)

• Support the Fleet Supervisor by following up on defect reports, vehicle status, servicing appointments, and equipment issues.
• Assist in ensuring equipment PM schedules and consumables restocking are completed.

1. Quality, Compliance & Reporting

• Prepare summary reports for the Operations Manager (weekly/monthly).
• Maintain documentation for audits from internal and/or external QA.
• Support incident reporting, simple RCAs, and follow-up actions requested by the Operations Manager.

Job Specification

• Diploma in Healthcare, Operations, Logistics, Business, or equivalent.
• Experience in EMS/ambulance operations is advantageous.

• 2–5 years in operations coordination, admin, logistics, or healthcare environment preferred.
• Exposure to EMS/PAO operations is a strong advantage.

• Competent in Excel/Sheets, data entry, dashboard updates.
• Familiar with EMS operations (ACR/ePCR, ambulance equipment) is beneficial.
• Basic understanding of EMS workflows is preferred.

• Operational Coordination: Able to manage multiple tasks and follow through on all matters.
• Administrative Accuracy: Strong attention to detail; reliable documentation control.
• Communication: Clear and professional when dealing with OICs, staff, and external partners.
• Problem-Solving: Able to handle simple issues independently and escalate appropriately.
• Confidentiality: Handle staff data, certifications, onboarding documents securely.