Operations Administrator Job at Maidstone Full Time

ABOUT MEDEFINE EDUCATION ACADEMY 

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.

Please provide a CV and Cover Letter detailing why you would be suitable for the role, when applying.

DETAILS

Job Title: Operations Administrator

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 

1. 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  

2. 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  

3. 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  

4. 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  

5. 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  

6. 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