Job Description

Established in 1973, AES Experiential Learning & Living boasts a wealth of experience in organising long- and short-term accommodation, internship placements and customised educational, professional, alumni and sports tours focusing on London, the UK and Europe. AES offers a variety of services; from academic and logistical support for semester and short term programmes as well as accommodation and study centre venues.

Student Services Manager

The Student Services Manager is responsible for ensuring a high-quality, supportive, and engaging experience for all visiting students in the UK. This role works closely with the Visa Manager, Internship Team, Housing Department, Short Courses, and partner universities to coordinate all aspects of student support, programme logistics, and compliance.

Student Services

Serve as the primary point of contact for visiting students, providing guidance, pastoral care, and support throughout their programme. Manage communication channels with students (including WhatsApp, email, phone, and in-person contact), liaising with departments to ensure consistent, accurate, and timely messaging. Coordinate flatmate assignments and accommodation arrangements to promote student wellbeing and community-building. Organise, deliver, and update pre-departure and arrival orientations in collaboration with all relevant departments. Arrange and facilitate student representative meetings (three per semester) to gather feedback and share with relevant departments to inform programme improvements. Coordinate community engaged learning projects, including logistics, orientation, reflection, and assessment opportunities, and liaise with community partners. Plan and oversee the Social Programme, including on-site events, external activities, and weekend trips, liaising with third-party providers and maintaining programme budgets (as well as attending the events if necessary). Support adjunct and visiting faculty with programme logistics and academic activities. Collaborate with departments to ensure smooth operations and a cohesive student experience. Oversee student programme surveys at the beginning and the end, analysing feedback to inform continuous improvement. Maintain up-to-date academic records and attendance monitoring for interns in line with UKVI regulations. Maintain and update individual intern/student files, both electronic and paper (e.g., collecting passport copies).

Management of Student Application Portal

Manage student nominations and applications in the CRM, including inviting students to apply, setting deadlines, and monitoring progress to ensure timely completion. Ensure all student documents are submitted, authentic, and verified, providing guidance and support as needed. Maintain accurate records of student progress, deadlines, and submitted materials, keeping partner universities informed throughout the application process. Update application guides and materials as required and manage/report any IT issues related to the portal.

UK Visas

Provide administrative and logistical support to the Visa Manager for both Student Route and Temporary Work - Government Authorised Exchange (GAE) visas, ensuring processes remain cohesive and compliant. Assist partner universities and accepted students with UK visa applications (Student Route and GAE), under the guidance of the Visa Manager, ensuring visas are issued in a timely manner. Stay informed on UK visa regulations and support compliance efforts, including attending relevant training and UKVI sessions as required. Maintain regular communication with the Visa Manager, Internship Team, and partner universities throughout the visa application process and while students are in the UK.

General

To maintain and improve operational efficiency and quality of service through improvements in procedures and processes. Contribute fully to AES services, undertaking team-related tasks and responsibilities as appropriate, and supporting other teams as required. Provide other general office support services.

Person specific

Bachelor's degree (minimum) or equivalent experience. Fluent in written and spoken English. Proven experience in office administration and coordinating tasks efficiently. Highly organised with a keen eye for detail. Excellent communication skills. Positive, proactive, and motivated - thrives in a dynamic environment. Able to prioritise, use initiative, and meet deadlines consistently. Strong interpersonal skills with a friendly and empathetic approach. Energetic and approachable phone manner. Comfortable with technology and proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Confident public speaker and able to engage small or large groups.
The role will be Monday - Friday, 9am-5.30pm, based at the AES Study Centre in London.

Job Types: Full-time, Permanent

Pay: 35,000.00 per year

Benefits:

Company pension Employee discount Enhanced maternity leave Enhanced paternity leave Health & wellbeing programme Referral programme Work from home
Ability to commute/relocate:

London WC1N 3LA: reliably commute or plan to relocate before starting work (required)
Education:

Bachelor's (preferred)
Work authorisation:

United Kingdom (required)
Work Location: In person