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Student Services Officer

Closing date for applications: 10 November 2016

Job description

This post is designed to support the promotion, administration and delivery of high quality student support services. The role also has responsibility for ensuring compliance with the UKVI regulations for international students, working closely with the Student Services Manager.

Permanent contract.
09.30-17.30 hours, Monday-Friday (37.5 hours per week).

Key Responsibilities

  • To be the ‘welcoming face’ of Student Services and act as initial contact and resolve non-academic student queries
  • To issue Student ID’s, ensuring there is a stock of Student ID equipment and ordering resources when required
  • To input student details (contact details, visa and passport details, police registration) on the in-house database and ensure that this information is accurate and maintained up to date to meet audit requirements
  • To provide general student services advice including local and travel information, help with opening bank accounts, issue of confirmation letters, Student Oyster cards, etc
  • To advise on Schengen Visas
  • To deal with other general office administration in an efficient and professional manner
  • Assist the Student Services Manager in planning and organising registration and induction for new Bellerbys students and workshops/activities relating to areas such as PSHE and Personal Development Days for students
  • Support and train other staff colleagues in areas of Student Services work where appropriate.


  • To be familiar with Police Registration requirements and oversee Police Registration procedure and maintain records
  • To assist Student Services Manager in chasing students whose passport is due to expire including exact record keeping using electronic diary methods
  • To be familiar with the College Policies and Student Induction Compliance Guidance and Requirements
  • To assist current student in obtaining relevant visa and immigration information – for visa extensions. This includes documents check and CAS preparation.
  • Counselling and advising students when considering withdrawing or interrupting. Administration of withdrawals/transfers/interruptions.


  • Assist in covering other positions in the Department during sickness and holidays as far as possible.
  • To be proactive in the development of the role by reviewing and researching the procedures of the job on an on-going basis to improve the service to students.
  • To ensure that all students are safeguarded according to the Child Protection Policy and associated policies.
  • When required, the post-holder will attend appropriate training courses.
  • To respect the confidential nature of information relating to the College and students.
  • Any other job as deemed appropriate to the role by the Director of Student Services or Student Services Manager.


  • Ability to work consistently to regular routines
  • Good teamwork skills working across a range of colleagues in college
  • Customer focused
  • Effective written and spoken communication
  • Self-motivated and well organised
  • Attention to detail
  • Ability to motivate others
  • Provide a relevant assistance and advise to students.

Selection Criteria

Qualifications & Training

  • Appropriate specialist / Professional Qualification(s) Essential e.g. Customer Services or equivalent
  • Educated to NVQ level 3 or equivalent
  • Computer literacy skills.

Experience Required

  • Working in customer service industry
  • Previous experience of working within an administration role
  • Work experience in small dynamic team (desirable)
  • Working with international students (desirable).

Knowledge and Skills

  • Excellent interpersonal, customer service and communication skills
  • Able to use initiative and work alone where necessary to complete tasks as well as in a team
  • Ability to meet tight deadlines and manage own time effectively
  • Ability to use IT systems effectively to produce reports and record information, including database and creating presentations
  • Highly developed organisational skills
  • Ability to understand and apply systematic thinking
  • Ability to demonstrate keen attention to detail
  • Ability to work consistently to regular routines
  • Working knowledge of the key areas as outlined in the job description (desirable).

Organisational Compliance

The College is committed to safeguarding and promoting the welfare of its students, and expects all staff and volunteers to share the same commitment.

Applicants will be required to undergo child protection screening appropriate to the role, including checks with past employers, an Enhanced Check from the Disclosure and Barring Service (DBS) and overseas criminal records checks if appropriate.


To apply please send a completed application form to Sharon Treharne.