At a Glance
- Tasks: Coordinate student onboarding, manage operations, and support academic programmes in a dynamic environment.
- Company: Join an award-winning mentoring platform empowering international students to excel in medical education.
- Benefits: Competitive salary, remote work flexibility, and opportunities for professional growth.
- Other info: Remote role with potential travel to London and international locations.
- Why this job: Make a real difference in students' lives while enhancing your organisational and administrative skills.
- Qualifications: Strong organisational skills, digital confidence, and a passion for improving systems.
The predicted salary is between 25000 - 32000 £ per year.
Medefine Education Academy is an award-winning mentoring and education platform supporting international students aged 12–18 in gaining admission to top global medical schools. Operating across London, Dubai, Singapore, and Hong Kong, our team of doctors, scientists, and medical students empowers students through academic excellence, personalised mentoring, and future-focused guidance. We are now seeking a highly organised, proactive and digitally confident Operations Administrator (UK Based) to join our growing team. This role is ideal for someone who thrives in a fast-paced environment, enjoys coordinating multiple projects simultaneously, and is passionate about improving systems, student experience, and operational efficiency.
The successful candidate will work closely with the Senior Leadership Team, Education Operations Manager, Operations Lead, Teaching Fellows, and External Partners to ensure the smooth day-to-day administration and coordination of student onboarding, programme delivery, systems management, events, and client communications.
Details
- Location: Remote (UK based). Must be able to travel to London and possibly internationally, as required.
- Salary: £25,000 - £32,000
- Contract: Full Time. Permanent
Key Responsibilities
- Student Enrolment & Onboarding Administration
- Manage and respond to enquiries via WhatsApp, email, website, and CRM systems
- Support student enrolment processes from application through to onboarding
- Support the preparation of contracts, onboarding documentation, and payment communications
- Monitor onboarding workflows, payment schedules, and student records
- Ensure accurate setup of student portals (Moodle, Medify etc.) and access permissions
- Maintain accurate administrative records and student databases
- Operations & Systems Administration
- Maintain and update operational databases, dashboards, and CRM systems
- Support workflow automation and administrative process improvements
- Assist with the administration and maintenance of platforms such as ClickUp, Moodle, and Microsoft SharePoint
- Assist in producing operational reports and administrative insights for leadership teams
- Monitor data accuracy, payment tracking, and operational compliance
- Support troubleshooting and general systems administration tasks
- Assist in streamlining operational processes to improve efficiency and scalability
- Academic Programme Administration
- Coordinate scheduling of classes, mentoring sessions, internships, and tutorials
- Support curriculum updates and academic programme administration
- Monitor student progress tracking and maintain accurate programme records
- Assist with tutor recruitment administration and scheduling coordination
- Coordinate timetable changes and programme adjustments where required
- Support medical school application administration and progression tracking
- Student, Parent & Client Support
- Act as a key administrative contact for students, parents, tutors, and mentors
- Handle routine operational and administrative queries professionally and efficiently
- Support mentorship coordination and student engagement activities
- Assist with parent communications, reporting, and feedback collection
- Support student renewals, onboarding updates, and alumni engagement initiatives
- Ensure a high standard of customer service and professionalism at all times
- Events, Conferences & Internship Administration
- Support the administration and coordination of conferences, webinars, speaker programmes, and international events
- Assist with logistics, communications, safeguarding documentation, and scheduling for internships and research programmes
- Coordinate event administration including venues, speakers, travel arrangements, and operational planning
- Assist with stakeholder communication and conference preparation activities
- Team & Leadership Support
- Support operational managers with KPI monitoring and reporting
- Attend meetings, record actions, and monitor follow-up tasks
- Assist with cross-functional coordination across academic, mentoring, and partnerships teams
- Provide operational and administrative support during peak periods and staff absences
- Contribute ideas for continuous improvement and administrative efficiency
- Support with calendar management, where necessary
Operations Administrator in Cardiff employer: Medefine Education
Medefine Education Academy is an exceptional employer that fosters a dynamic and supportive work culture, ideal for those passionate about education and student success. With a focus on professional growth, employees benefit from opportunities to collaborate with a diverse team of experts while contributing to meaningful projects that enhance the educational journey of international students. The remote working arrangement allows for flexibility, complemented by the chance to engage in international travel, making it a unique and rewarding workplace.
StudySmarter Expert Advice🤫
We think this is how you could land Operations Administrator in Cardiff
✨Tip Number 1
Network like a pro! Reach out to people in the education and operations sectors, especially those connected to Medefine Education Academy. A friendly chat can open doors and give you insights that might just land you an interview.
✨Tip Number 2
Show off your digital skills! Since the role requires being digitally confident, make sure to highlight any relevant tech tools or platforms you've used. If you’ve got experience with CRM systems or project management tools, flaunt it!
✨Tip Number 3
Prepare for the interview by researching the company’s values and recent projects. We want to see your passion for improving student experiences and operational efficiency, so come armed with ideas on how you can contribute!
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re serious about joining our team at Medefine Education Academy.
We think you need these skills to ace Operations Administrator in Cardiff
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Operations Administrator role. Highlight your organisational skills and any experience with student onboarding or systems management. We want to see how you can bring value to our team!
Craft a Compelling Cover Letter:Your cover letter should tell us why you're the perfect fit for this role. Share specific examples of how you've improved operational efficiency or managed multiple projects. Let your passion for education shine through!
Show Off Your Digital Skills:Since we're all about digital confidence, mention any relevant tools or platforms you've used, like CRM systems or project management software. We love candidates who are tech-savvy and ready to dive into our systems!
Apply Through Our Website:Don't forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. We can't wait to see what you bring to the table!
How to prepare for a job interview at Medefine Education
✨Know the Company Inside Out
Before your interview, take some time to research Medefine Education Academy. Understand their mission, values, and the services they offer. This will not only help you answer questions more effectively but also show your genuine interest in the role and the company.
✨Showcase Your Organisational Skills
As an Operations Administrator, being organised is key. Prepare examples from your past experiences where you successfully managed multiple projects or improved systems. Use the STAR method (Situation, Task, Action, Result) to structure your responses and highlight your proactive approach.
✨Familiarise Yourself with Relevant Tools
Since the role involves using platforms like ClickUp, Moodle, and Microsoft SharePoint, it’s a good idea to brush up on these tools. If you have experience with similar software, be ready to discuss how you used them to enhance operational efficiency.
✨Prepare Questions for Them
Interviews are a two-way street! Prepare thoughtful questions about the team dynamics, the challenges the Operations Administrator might face, and how success is measured in this role. This shows that you’re engaged and thinking critically about how you can contribute.
