Marylebone, Greater London

£26,000 - £29,000 per year

Permanent, Full-time

About the organisation

SAVING CHILDREN’S LIVES

Chain of Hope is an international medical charity that provides treatment for children suffering from l... Read more

Job Description

OVERVIEW

The primary purpose of this job is to support the Missions & Equipment Manager with the smooth running of over overseas missions and activity to include equipment requirements, management and recruitment of volunteer medical teams and their logistics.

A key feature of this activity is taking responsibility for co-ordinating onsite overseas missions by ensuring the safety and welfare of the medical team members as well as the children the charity treated during missions.

This post is full-time but those hours will need to be worked flexibly, often involving evening and weekend work particularly during overseas missions.

MAJOR TASKS AND RESPONSIBILITIES

The key aspects of this post are;

  1. To manage medical volunteer recruitment, scheduling, arrangements and logistics in office and onsite medical missions
  2. To recruit and liaise with medical volunteers for smooth mission organisation
  3. To manage all the travel requirements for each overseas medical mission
  4. To be the main point of contact and liaison for all medical team volunteers and ensure smooth communication is provided prior to a mission
  5. To manage and oversee the recruitment and registration of all medical team volunteers within the charity and within the relevant countries
  6. To assist the Missions and Equipment Manager with planning the consumable requirements for each medical mission and implement the ordering, packing and transportation
  7. To co-ordinate all logistics during an overseas medical mission
  8. To oversee the smooth transfer of the medical team members and ensure they are safely transported to work each day for the mission
  9. To ensure all medical team members have a full understanding of the expectations of their individual role and how the mission works
  10. To ensure a team leader is appointed within the team
  11. To ensure the team rota is prepared and approved by the team leader prior to missions
  12. To liaise with the charity partners, hospital representatives on the ground in each country missions are conducted
  13. To organise medical mission debriefs in country and/or at home after the mission promptly
  14. To assist with the implementation and development of special projects
  15. To assist with monitoring overseas activity evaluations tools and implementation of agreed actions and developments
  16. To assist with liaising with partners to make the necessary arrangements for training placements, not limited to: registration, visas, flights and accommodation

See below for a more detailed breakdown of these responsibilities

  • To work with the Overseas Operations Governance Coordinator to organise the required registration documents for each mission and training placements
  • To guide the Overseas Operations Administrator to manage and maintain flight itineraries for each mission and training placements
  • To work with the Overseas Operations Governance Coordinator to arrange equipment consumable kits for each mission
  • To guide the Overseas Operations Administrator to make accommodation reservations for each mission and training placements
  • To manage social media during the missions
  • To guide the Overseas Operations Administrator to upload data entry, photos and debrief documentation post missions
  • To guide the Overseas Operations Administrator to maintain mission calendars

To provide support:

  • To record photographic pictures of each child on the server and circulate to the Communications Manager
  • To complete case studies of each child on missions, to be recorded and circulated to the Communications Manager
  • To communicate any additional mission activity which occurred to the Communications Manager
  • To work with the Communications department regarding updates
  • To compile internal presentations about the Overseas Operations department for the office meetings

 MEETINGS

  • To organise, attend and help minute the Mission Management Committee, Country Focus Groups and Nursing Board meetings

Person specification:

Excellent Communication Skills (Written and Verbal)

Excellent Attention to Detail

Availability and willingness to travel and work flexible hours

Strong Interpersonal skills

Can work in stressful and emotionally led situations

Can understand the necessity and importance of getting things done quickly and efficiently

Must flexible and can use once initiative to get the job done

Able to work as part of a team

Ability to adapt to difference audiences

Ability to proritise and organise your own work without supervision

To have strong administrative skills in word, Excel and Outlook

Desired Experience and Knowledge

Volunteer management

Project management

Booking travel itineraries and logistics

Safe guarding and child protection policies

Charity compliance procedures