Medical Operations Coordinator - Fixed Term Contract

About this role

About us

London Marathon Events (part of the London Marathon Group) works to inspire, champion and increase activity in all ages, abilities and demographics. We do this through our successful event portfolio (which includes the TCS London Marathon and TCS Mini London Marathon, Brighton Marathon, The Big Half, Vitality London 10,000, Vitality Westminster Mile, Standard Chartered Great City Race and Swim Serpentine), through our extensive outreach programmes working with schools and community groups in London and across the UK and through our network of wholly owned or partially owned companies, such as Maverick, Run 4 Wales, Loch Ness Marathon Ltd, Caledonian Concepts, Athletic Ventures and Friday Night Lights

Our events raise millions for charities every year to improve the lives of individuals and communities and we passionately believe in the power of sport.

Our values are integral to who we are, how we work and what we do:

Caring - We value each other, our customers and the positive impact we make

Curious - We open our minds to new ideas, perspectives and ways of working

Exceptional - We strive to be the best and to redefine the art of the possible

Fun - We create joy, happiness and memories that last a lifetime

Diversity, inclusion and wellbeing are at the heart of everything we do, and we want to ensure they are at the heart of our company. We strongly value diversity within our workforce and recognise that different people bring different perspectives, lived experience, ideas and culture to the company. This difference brings with it great strengths, including diversity of thought. So, if you’re ready to be a force for good, lead change and want to make a difference to society, keep reading.

For successful candidates the offer of employment is subject to satisfactory Disclosure and Baring Service (DBS) clearance.

This a fixed term contract until the end of May 2027

The role will close for applications on 20th September

The Role

To support the Medical Manager in planning, co-ordinating and assuring the medical operation for the 2027 Double TCS London Marathon, with particular focus on the operational demands created by two consecutive marathon days, a larger participant field and limited scope for late changes once providers, infrastructure and volunteers are committed.

The role will work closely with the Medical Manager, Route Team, Workforce Team, medical providers and wider operations colleagues to ensure route medical facilities are accurately mapped, correctly built, properly equipped, staffed, briefed and resilient across both event days.

A key focus will be turning complex medical requirements and 2026 learning into practical delivery plans across more than 50 route and finish medical centres, ice and cold water immersion support, equipment, access routes, accreditation, volunteer healthcare professional workflows, readiness tracking and event-day issue resolution.

Key Responsibilities

Medical operations planning

• Co-ordinate the planning, build, readiness and removal of more than 50 medical centres across the route, ensuring plans are suitable for two consecutive event days.
• Work with the Route Team to confirm treatment-centre locations and maintain plans for temporary structures, power, infrastructure, ice, toilets, welfare, barriers, signage, access and logistics.
• Maintain trackers covering infrastructure, equipment, supplier actions, readiness checks, site changes, overnight recovery, dependencies and unresolved risks, escalating issues early.
• Convert agreed medical plans, responsibilities and provider requirements into deliverable work packages with clear owners, deadlines and assurance evidence.
• Co-ordinate operational meetings, action logs and readiness reviews so decisions, dependencies and follow-up actions remain visible. Volunteer healthcare professional co-ordination and assurance
• Support the recruitment, onboarding, compliance checking, allocation and retention of volunteer doctors, physiotherapists, podiatrists and other agreed healthcare professionals.
• Act as a responsive point of contact, ensuring briefing, accreditation, welfare, lunch, uniform and deployment information is managed consistently.
• Co-ordinate allocation and rostering information and provide regular assurance updates on recruitment targets, compliance, gaps, dropout risk and readiness for both days.
• Work with the Workforce Team and medical providers to maintain accurate, aligned deployment records.
• Improve the volunteer experience through timely, practical and joined-up communications, while identifying ways to simplify the pathway and reduce duplication.

Medical provider and resource co-ordination

• Work with the Medical Manager, medical providers and partners to support joined-up operational delivery.
• Track key logistics including lunches, uniforms, accreditation, tablets, doctor bags, forms, ice, heat and weather monitoring devices, fans, water, consumables, point-of-care testing, cold water immersion equipment, cleaning, restocking and recovery.
• Co-ordinate accreditation and vehicle access pass requirements for medical providers.
• Resolve practical gaps and changes, escalating clinical, safety-critical, reputational or cross-functional decisions to the Medical Manager.
• Support information flows with external partners, including hospital trusts and the London Ambulance Service, where required

Event delivery

• Support medical delivery during build, both event days and breakdown, including early starts, late finishes and the Saturday-to-Sunday reset.
• Act as an operational co-ordination point for medical logistics, readiness checks, supplier queries, volunteer issues and route medical facility support.
• Maintain situational awareness of issues affecting facilities, personnel, equipment, cold water immersion, heat illness readiness, welfare, communications and access, ensuring problems are logged and escalated.
• Co-ordinate the overnight reset of agreed assets and information so equipment, documents and facilities are replenished and ready for day two.
• Support late-finish, handover and close-down arrangements as planned operating phases, and enable pragmatic decisions that reduce avoidable workload while maintaining safe, effective delivery.

Governance, assurance and continuous improvement

• Gather structured feedback from internal teams, volunteers, suppliers, providers and medical partners, particularly on welfare, logistics, equipment, consumables, the overnight reset and provider integration.
• Support medical meetings, tabletop exercises, briefings and post-event reviews by collating actions, evidence, decisions and risks.
• Produce a full post-event debrief report with clear recommendations for the wider medical report.
• Translate 2026 learning and emerging 2027 issues into practical changes before key planning milestones.
• Update trackers, plans and process notes so improvements are embedded in future events and the wider medical planning cycle

Required Experience

Essential

• Experience supporting or co-ordinating operational projects, live events, production or logistics.
• Strong planning, organisation and attention to detail.
• Ability to manage multiple tasks and deadlines with support and direction from a manager.
• Clear, confident communication with colleagues, suppliers, partners and volunteers.
• A practical approach to problem-solving and the ability to remain calm under pressure.
• Confidence using Microsoft Office and shared planning or project management systems.
• Availability to work onsite, including long hours and weekends during event delivery.

Desirable

• Experience of event production, greenfield or route-based events.
• Experience supporting or co-ordinating volunteers.
• Experience working with medical providers, emergency services or healthcare teams.
• Understanding of temporary event infrastructure.

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