Job Description

Learner Services Assistant

1 year fixed term contract

1 x Full time: 35.5 hours x 52 weeks per year (Across Belfair's and Southchurch sites)

Working pattern: Monday and Tuesday 8.45am - 4.30pm / Wednesday 9am - 4pm / Thursday and Friday 8.45 - 4.30pm.

Working pattern Monday to Friday within term time will be at our Belfair's site. Monday to Friday in the holidays will be at our Southchurch site.

NJC pay scales level 5 26,824 per annum, pro rata for part time staff.

The Learner Services Assistant will provide an efficient, effective, accurate and responsive administrative support service to internal and external users responding to, and supporting, their individual needs. Providing high levels of appropriate customer service to learners, staff and external partners.

The role of Learner Services Assistant is to assist with all aspects of work within the Learner Services team including but not limited to enrolment, payments, reception, learner enquires, information and advice and general administration.

Key Responsibilities

To answer enquiries and queries made in person at reception, by telephone or via email.

To communicate with learners by phone, text, email or letter e.g. course cancellations, postponements, attendance, fees, change of course timetable, waiting lists.

Ensure all visitors to the college are appropriately greeted at Reception, signed in, issued with a visitor badge and directed to their meeting, or the member of staff is called, accordingly.

Monitor and responding to enquiries on the general mailbox and answerphone as appropriate, redirecting where required and follow-up with resolution/outcomes.

To be familiar with the college offer providing advice and information where required both during enrolment process and whilst on programme. To assist with the enrolment process for all learners providing support to learners where required across the College sites, including support for, and processes associated with learners attending a pre course assessment, working with tutors to assist efficient/appropriate enrolment.

To be conversant with the offer at the College, actively promoting the current and forthcoming pathways.

Ensure that all learner information required is correctly entered onto college systems (e.g. PRO Solution), identifying anomalies and ensuring any subsequent changes to records are processed accurately and in a timely manner.

To take and process payments for courses using the college MIS system and receive cash for resources/courses at reception. To assist with banking arrangements and to reconcile payments as directed by the Learner Services Manager

To ensure that all learners have an Agreement that is fully completed and accurate and satisfies funding and GDPR regulations.

Support the administration of 19+ Learning Loans. To provide advice and guidance on loans available in liaison with the IAG team. To provide advice and guidance on application process for Advanced Learner Loans (ALL)

To provide advice, information, administration support for 16 - 19 learner cohort(s) in the College and work with curriculum teams to co-ordinate administrative needs as per requests and procedures for the learners and courses

To provide effective and timely communication both verbal and written, to enable learner access to the appropriate financial support. Monitor the loan status and application status of ALL to ensure up to date progress reports are available to the Learner Services Manager

Ensure finances are balanced according to change of circumstances, withdrawals, and breaks in learning

Ensure the process for collecting and collating outstanding learner payments is robust and effective and support the responsible person with the maintenance of, and the reduction of, the outstanding payments debt register. To proactively follow up with leaners who have outstanding payments and understand how and when to escalate an outstanding debt.

Where appropriate, to support learner services and recruitment activities, work with marketing to undertake on-site/off-site recruitment campaigns and update the website appropriately

Support the administration of college systems as directed by line manager for all College activities and courses offered across all of the sites for the College

To provide Learner Services Assistant role and learner support across the College at all locations required as directed by line manager and needs of the College and learners

To work as a Learner Services Team ensuring learner's needs and support through their Learner Journey in the College are first and foremost in the teams' actions/interaction with learners

To work as part of the college wide administrative team carrying out duties including but not limited to:

Filing Incoming and outgoing mail Scanning Photocopying Data entry Ensuring resources are available for specialist courses and made ready for learners and groups appropriately Monitor and ordering of stationery supplies.

About Us

Southend Adult Community College is a vibrant and successful College, with 3 sites. Our main site is based in the Southchurch area, close to Southend East train station on the C2C line.

What are our values?

Inclusive -

we are respectful and put people at the heart of all we do

Collaborative -

we work together to achieve the right outcomes for everyone

Honest

- we are honest, fair and accountable for our decisions and actions

Proud -

we are proud of all we do

Agile -

we are flexible and responsive to needs of people, community partners and employers

Join our Team!

Reporting to the Learner Services Manager you will be an experienced administrator, with excellent customer services skills. Strong communication skills and the ability to work successfully as a member of a team.

If you are passionate about success and can do the above, then we want to hear from you!

We are an equal opportunity employer. All candidates are welcomed at the College without regard to ethnicity, religion, national origin, age, disability, sexual orientation or gender identity.

Southend Adult Community College aims to achieve curriculum excellence by promoting consistently high standards of teaching, learning and assessment across all provision. We expect all academic staff to take responsibility for ensuring that we are successful in creating a high performing and caring culture where learners are at the heart of all we do.

Southend Adult Community College is committed to ensuring that all learners, and staff understand how to keep themselves and others safe in college, in the community and in the workplace. We ensure our College community promotes a safe place to work and learn and we will put appropriate measures in place to safeguard learners in the context of our geographical areas. This includes our duty under PREVENT to protect learners from radicalisation.

This role is involved in regulated activity with Children and/or vulnerable adults. This role will require an enhanced clearance from the Disclosure and Barring Service.

Pre-employment checks and training will include safeguarding training and a sound understanding of Keeping Children Safe in Education.

Closing Date: Friday 5th September 2025

Interviews will be held at the Southchurch site on Friday 12th September 2025

Job Types: Full-time, Fixed term contract

Pay: From 26,824.00 per year

Education:

GCSE or equivalent (required)
Experience:

System administration: 1 year (required) working in an office environment: 1 year (required)
Work Location: In person

Application deadline: 05/09/2025
Expected start date: 29/09/2025