Admin Assistant/Office Assistant

Company Overview

Amvale Scotland are experts in the provision of specialist ambulance transport and event medical services. We are recognised as being the largest private event ambulance service operating in Scotland today providing both a cost\-effective and extremely high level of service.

Summary

We are seeking a dedicated Admin Assistant/Office Assistant to join our team in Glasgow. This role is vital in supporting our administrative operations and ensuring smooth communication within our organization. Based in Glasgow the Administrative Assistant plays a key role in supporting the effective delivery of event medical services by ensuring smooth day\-to\-day administrative and office operations. This role provides essential organisational and communication support to management, operations teams and clinical staff, helping to maintain accurate records, coordinate schedules and support event planning activities in a fast‑paced, safety‑critical environment.

Key Duties and Responsibilities

The Administrative Assistant will support managers, operational leads and medical teams by undertaking a range of administrative and coordination tasks, including:

• Acting as a first point of contact for clients, event organisers, clinicians, suppliers and visitors


• Answering telephone calls, responding to emails and directing enquiries to the appropriate team member


• Supporting the coordination of event schedules, staff rotas and operational diaries


• Assisting with the administration of event deployments, including documentation preparation and record tracking


• Organising and maintaining accurate digital and paper filing systems, including confidential medical and staff records


• Preparing correspondence, reports, event paperwork and operational documents


• Assisting with processing invoices, purchase orders, receipts and basic expense records


• Supporting travel for clinical and operational staff attending events


• Ordering office and event\-related supplies and ensuring stock levels are maintained


• Preparing meeting rooms and supporting internal meetings or briefings


• Assisting with basic HR and compliance administration, such as onboarding paperwork, staff records, training logs and certification tracking


• Assisting with training bookings and paperwork


• Supporting data protection and confidentiality requirements in line with company and regulatory standards


• Providing general administrative support to ensure events are delivered efficiently and professionally

• Strong organisational skills with the ability to manage multiple tasks and deadlines


• Excellent written and verbal communication skills


• High level of attention to detail and accuracy, particularly when handling sensitive information


• Confidence working in a fast‑paced, operational environment


• Professional and approachable manner when dealing with clients, clinicians and event stakeholders


• Good IT skills, including document preparation and record management


• Ability to work independently and as part of a wider operational team


• Understanding or willingness to learn about compliance, confidentiality and healthcare\-related administration

This role supports an event\-led medical service and may involve fluctuating workloads depending on event schedules. Flexibility and a proactive approach are essential to support operational priorities and event delivery timelines.

'Join our dedicated team today! If you are organized, proactive, and eager to support a vital healthcare service, we want to hear from you. Take the next step in your career by applying now and become part of a leading ambulance service provider.'

Benefits:

• Company events


• Company pension


• Free parking


• On\-site parking

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