About the Job
Administrator – Course Operations
Salary – Up to £25,000 DOE plus benefits
Hybrid working model – Remote with the requirement to attend the office for meetings
About Vets Now
We are at the forefront of emergency and critical care, making a real difference to pet owners and saving the lives of pets each day. We provide cover to over 1000 vet practices and have over 60 emergency clinics and specialist referral hospitals across the UK. Vets Now are truly at the cutting edge of pet emergency services.
Role information
The main purpose of this role is to administer, monitor and support operational delivery of the Cert VN ECC.
Working as part of the Operational team, this role would ensure smooth running and delivery of each intake of the Cert VN ECC, supporting the student’s journey from enrolment, course engagement to final assessment.
This role is the first point of contact to all students, tutors and suppliers to the course, ensuring excellent communication and support is always provided in line with awarding body accreditation and Centre standards.
You will also support both the Course Operations Manager and Clinical Development Manager with the development and maintenance of Cert VN online content and learning materials on Moodle as required to ensure current and valid content. The role is also responsible for administration and support of all other Cert VN systems including online registration, awarding body accreditation, webinars and assessment software.
Responsibilities
- Act as the first point of contact for all students, tutors, and suppliers of the Cert VN ECC, managing email, Moodle messages, forum, and telephone enquiries in line with service level agreements, ensuring high standards and timely resolution of support issues.
- Process student applications with regular communication, clearly explaining requirements, decisions, and next steps, and maintain accurate student records for the awarding body and Centre.
- Administer financial processes, ensuring prompt payment of course fees (including monthly payments), and liaise with finance teams, CPD functions, external practices, and candidates to confirm transactions.
- Monitor student progress across all intakes, providing appropriate support and communication, including processing extensions, deferments, transfers, and cancellations.
- Track tutor marking timescales, issuing reminders as needed, and review unit evaluations, acting on feedback appropriately.
- Support the development and maintenance of the e-learning platform (Moodle and Turnitin), including course materials, tutor resources, and required reporting functions.
- Manage webinar content, including editing, uploading to Vimeo, adding to Moodle, and providing live technical support to presenters.
- Maintain accurate tutor records, provide ongoing support, and assist with tutor recruitment, onboarding, IQA reviews, and quarterly online tutor meetings.
- Process tutor invoices and coordinate quarterly reporting to People Services for holiday payments.
Key skills and experience
- Excellent people management and communication skills (written and oral as required)
- Excellent attention to detail.
- Experience working in a digital learning administration, ideally with a background using learning management systems (e.g. Moodle).
- Experienced and confident working with multiple software applications, including Teams, Excel, Word, Zoom, Vimeo, Turnitin, Aventri, Monday.com, Proctorio or similar.
- Experience of basic video editing would be beneficial.
- Keen willingness to learn and develop new skills, particularly new software applications.
- Self-motivated with the ability to work on own initiative, as well as being highly team orientated.
- Ability to work well under pressure, maintaining the tact and diplomacy required in challenging situations.
- Positive approach to problem solving.
- Thrives in a fast-paced environment.
- Can adapt to the changing needs/demands of a business.
Rewards and benefits
- 7 weeks annual leave
- Your birthday as a paid day off
- Cash Health Plan provided by Simply Health
- Vets Now For You – reward gateway giving discounts and cashback with 100’s of retailers
- Family-friendly policies including sick, maternity, paternity and adoption pay schemes
- UK Standard Pension contributions – 5% Employee/3% Employer
- Up to 50% discounted staff pet care
- Paid volunteering days
- Death in service of two times annual salary
We welcome applications from candidates of all backgrounds, including those from diverse and minority groups. As a Disability Confident Employer, we encourage candidates with disabilities and health conditions to apply and are committed to providing reasonable adjustments throughout the recruitment process.