Ambulance Roadshow Project Lead – Charity

Contract: Three-month fixed-term contract

About the Charity

The Charity raises funds for Israel’s national medical emergency service – supporting ambulances, medicycles, blood services and medical equipment that enable lifesaving care across Israel.

About the Role

The Charity has a new, high-tech branded ambulance which is being developed into a travelling education roadshow and mobile museum. It will visit schools, synagogues, churches, community centres, events and other venues across the country, helping people understand the lifesaving work carried out every day by the Charity’s volunteers in Israel.

We now need someone to take practical ownership of the ambulance and turn it from a good idea into a safe, well-run and bookable outreach programme.

This is a hands-on, short-term project role. You will make sure the ambulance is roadworthy, legally compliant, insured, maintained, staffed, bookable and ready to use. You will create the systems, procedures, training and volunteer arrangements needed so that, at the end of the project, the Charity has a working roadshow model that can be handed over and run confidently by the team.

This is not a desk-only project management role. We are looking for someone organised, practical and calm under pressure, who can deal with detail, people, vehicles, volunteers, bookings and events.

Purpose of the Role

The purpose of this role is to take full day-to-day responsibility for getting the Charity's ambulance roadshow operational.

The successful candidate will bring together all the practical elements needed to make the ambulance safe, usable and well managed, including vehicle checks, legal requirements, insurance, storage, maintenance, volunteer drivers, storytelling curation, staff and volunteer training, booking processes, event logistics, risk assessments and handover documentation.

They will be the person who knows what needs to happen, what has been done, what is still outstanding, and who needs to do what next.

Key Responsibilities

1. Get the ambulance legally and operationally ready

You will take responsibility for making sure the ambulance is safe, compliant and ready for public use.

This will include:

• Making sure the ambulance is registered, insured, MOT’d, serviced and roadworthy.

• Confirming who is allowed to drive it and under what conditions.

• Putting in place driver checks, licence checks and insurance requirements.

• Agreeing arrangements for parking, storage, fuel or charging, cleaning, servicing and maintenance.

• Creating safety procedures for driving, loading, unloading, setting up, closing down, incidents and emergencies.

• Ensuring appropriate risk assessments and incident reporting processes are in place.

2. Organise the Curation of the ambulance

• Ensuring appropriate risk assessments and incident reporting processes are in place.

• Organise the process for curating the storytelling for the museum

• Liaise with stakeholders to procure the collection items required for storytelling

• Set up a monitoring and evaluation process for feedback

3. Create the booking and deployment model

You will design and set up a clear process for how schools, synagogues, community groups and events can request and use the ambulance.

This will include:

• Creating a simple booking system or booking workflow.

• Agreeing on who can approve bookings and on what basis.

• Setting up clear information for people requesting the ambulance.

• Managing enquiries during the project.

• Creating a process for confirming dates, venues, drivers, staff, volunteers and equipment.

• Producing event checklists so each visit is properly planned.

• Agreeing on what happens if a booking is cancelled, changed or cannot go ahead.

• Testing the process through initial pilot bookings.

4. Recruit, brief and organise drivers and volunteers

The ambulance will need reliable people around it. You will help create the volunteer model needed to support the roadshow.

This will include:

• Defining the volunteer roles needed, including drivers, assistants and event support.

• Recruiting or coordinating suitable volunteer drivers and helpers.

• Making sure drivers are properly checked, briefed and signed off.

• Creating volunteer rotas and availability records.

• Delivering or coordinating practical training.

• Producing simple guidance for volunteers, including what to do before, during and after each visit.

• Making sure volunteers understand their responsibilities and escalation routes.

5. Work with the Charity's team and community stakeholders

You will work closely with the Charity's staff and volunteers to make sure the ambulance fits into wider community, fundraising, education and event activity.

This will include:

• Working with internal colleagues to understand likely demand and priority audiences.

• Liaising with community contacts, event organisers and local representatives.

• Helping the team decide where the ambulance should go first.

• Making sure the roadshow is realistic, manageable and safe.

• Keeping the line manager updated on progress, risks and decisions needed.

• Being the central point of coordination while the project is being set up.

6. Test, launch and hand over the roadshow

By the end of the contract, the Charity should not be dependent on one person’s knowledge. You will therefore create a practical handover pack and make sure the team has the information and tools needed to continue running the ambulance.

This will include:

• Testing the booking and deployment process through pilot visits or trial bookings.

• Capturing lessons learned and making any necessary changes.

• Producing a practical operating manual.

• Preparing staff and volunteer guidance.

• Creating a clear handover pack for the permanent team.

• Recommending the next steps for the first four to six weeks after handover.

Key deliverables

By the end of the project, the postholder will have delivered:

• A roadworthy, insured and legally compliant ambulance ready for community use.

• A practical operating manual covering vehicle use, safety, maintenance, cleaning, storage and incident procedures.

• A live booking and approval process, with clear guidance for staff, volunteers and community users.

• A trained group of approved drivers and support volunteers, with eligibility checks, rotas and role descriptions in place.

• Event deployment checklists covering setup, pack-down, staffing, fuel or charging, equipment and contingencies.

• A small number of pilot bookings or test deployments.

• A final handover pack and recommended transition plan for the Charity's team.

Person Specification

Essential – We are looking for someone who can show:

• Strong project management or operational delivery experience.

• A practical, hands-on approach to making things happen.

• Experience coordinating people, logistics, suppliers or events.

• Confidence working with vehicles, mobile units, outreach projects or similar operational activity.

• Ability to create simple systems, processes and checklists.

• Experience working with volunteers, staff or community groups.

• Strong communication skills and the ability to deal with different people calmly and clearly.

• Good judgement around safety, risk and reputation.

• High levels of organisation and attention to detail.

• Ability to work independently and take ownership.

• Flexibility to travel and occasionally work evenings or weekends.

Desirable – It would be helpful, but not essential, if you also have:

• Experience in the charity, education, community or emergency services sector.

• Experience organising roadshows, exhibitions, mobile museums or outreach vehicles.

• Experience setting up booking systems or volunteer rotas.

• Understanding of Jewish community settings and communal events.

• Experience in creating training materials or operational manuals.

Working pattern: Some evening or weekend work may be required for events or pilot visits.

How to Apply: Please send your CV and a short covering note explaining why this role interests you and how your experience would help the Charity get the ambulance roadshow safely and successfully up and running.

For more information about the role, or to receive a personal recommendation, please contact our recruitment team. Melissa – melissa@theworkavenue.org.uk or Yael – yb@theworkavenue.org.uk

Code: J-02