Student Services Manager - Liverpool

Kaplan Languages Group

Liverpool

On-site

GBP 32,000 - 44,000

Full time

2 days ago

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Job summary

Kaplan Languages Group (KLG) is seeking a Student Services Manager to oversee student administration, welfare and finance support, ensuring a top-tier Kaplan Experience. The role reports to the School Director and collaborates across departments to optimise the student journey and regulatory compliance.

You will lead a small team, manage inquiries, and drive improvements in customer service, safeguarding and welfare for students across UK sites.

Qualifications

Bachelor’s degree or equivalent in a relevant field.
DELTM or equivalent required.
Experience in administration and dealing with student services is essential.

Responsibilities

Oversee the Students Services department and front-of-house operations.
Lead and train the Student Services team and ensure appropriate induction.
Improve the student experience and act as the link between departments.
Provide exceptional service to internal and external customers at all times.
Induct new students with a customer journey focus.
Promote course options, upgrades and exams to students.
Ensure compliance with UKVI/GNIB visa processes and safeguarding policies.

Skills

Exceptional customer service

Excellent communication

Sales aptitude

Problem solving

Education

Bachelor’s degree

DELTM or equivalent

Tools

MS Office

Job description

This role is with KLG, a global leader in international education. KLG is now owned by Inspirit Capital and continues to deliver world-class educational experiences through its international network of schools and university partners.

Kaplan Languages Group (KLG) is a world-class language education platform operating over 20 schools across 8 countries. We deliver premium academic, professional, and language travel programmes to students from over 140 countries. At KLG, we combine education with financial excellence to support our international growth.

As of 1 May 2026, Kaplan Languages Group (KLG) has transitioned to new ownership under Inspirit Capital. Kaplan will continue to support KLG with some recruitment services for a transitional period, ensuring a smooth experience for candidates.

Kaplan Language Group (KLG) is a leader in the educational travel sector, helping thousands of customers to realise their dreams of travelling abroad to improve their language skills. For more information on the businesses in the Kaplan Languages Group, please visit Kaplan International Languages, ESL Education and Alpadia Language Schools.

Location

The post is based in one location (as specified by advert or as per your contract) but may require occasional attendance at other sites within the UK or Ireland.

Reports

This position reports to the School Director, with dotted line reporting to Operations Support Manager UKI.

Job Description

Objective

The Student Services Manager oversees general customer services, student finance and manages day-to-day student administration. They ensure all students have the best Kaplan Experience through top quality customer service and by making the welfare and safeguarding of students a priority.

Duties

Management

To be responsible for the overall management of the Students Services department including front of house reception staff and services
To manage the Student Services Assistant (if applicable) and ensure they are appropriately trained

Customer Service

To take a lead role in improving the student experience as a whole, and to be the link between all departments of the school
To provide exceptional customer service to both internal and external customers at all times
To be responsible for ensuring all student services enquiries are resolved quickly and concisely, whilst maintaining a high standard of customer service
To effectively and promptly resolve areas of concern for students, and to keep accurate records of those concerns and how they were resolved
To ensure all visitors and students are given a warm welcome and receive a positive impression of the school
To take a lead role in the induction of new students, ensuring the induction is delivered with the customer journey in mind
To be helpful and courteous to students and their representatives

Sales & Marketing

To proactively sell courses, upgrades, extensions and any other available products to existing and potential students
To manage local and walk-in business and to refer such business as necessary to other members of staff
To develop a good knowledge of KI Languages courses and services in order to deal effectively with day-to-day queries from existing and prospective customers
To promote internal and external exams and assist students with booking them

Compliance

To ensure compliance with all UKVI/GNIB regulations including checking, scanning and storing information for all student visas and passports and maintaining up-to-date student contact details on the student database
To oversee and ensure compliance with all accrediting bodies
To ensure, in liaison with the School Director, that the school premises and facilities meet current health and safety regulations and are kept in a proper state of maintenance and repair
To ensure that all students have a working knowledge of emergency, evacuation and health and safety procedures
To be fully aware of all internal measures of quality and satisfaction and to review these with the aim of ensuring all students have the best possible Kaplan Experience
To be familiar with all British Council/Education Scotland/ACELS inspection criteria relevant to the department
To have a good working knowledge and understanding of procedural documents and KI Languages policies relevant to the role
All employees of Kaplan International Languages have a responsibility for data protection. They are obliged to undertake training and have a duty to adhere to our Data Protection policies

Financial

To manage all relevant financial returns ensuring they are produced on due dates, accurately and to specification
To monitor expenditure according to budget and report on variances
To ensure that suppliers deliver quality whilst remaining cost effective
To be responsible for collecting outstanding fees
To ensure revenue for the school is maximized

To ensure effective staff recruitment, retention and attrition as and when necessary, and to ensure that recruitment procedures are adhered to
To ensure that all staff are fully and properly inducted and that they have operational knowledge of procedural documents and KI Languages policies relevant to their role
To have a good working knowledge of managed staff job descriptions and procedures associated with their role
To liaise with the School Director on matters of staff pay, holiday, sickness and other related HR issues

General

To answer the telephone in a prompt, polite manner and field calls appropriately
To attend quarterly regional meetings
To ensure that equipment is functioning properly and to liaise with IT about technical problems
To be proactive about both your personal and professional development including attendance/completion of all compulsory training sessions and to actively participate in any training offered
To undertake other duties as deemed necessary by line manage

Welfare

To take part in the 24-hour emergency phone rota if required
All members of the school team are responsible for all aspects of our students safeguarding and welfare in conjunction with the wider school and company management teams

Safeguarding

Each school must maintain a clearly defined safeguarding structure, consisting of a Local Safeguarding Lead (LSL) and at least one Deputy LSL.

The LSL has overall responsibility for safeguarding leadership, decision-making and external liaison. Deputy LSLs provide operational support and act in the absence of the LSL.

The School Director retains ultimate accountability for safeguarding within the centre.

Local Safeguarding Lead (LSL)

The Student Services Manager is the appointed Local Safeguarding Lead (LSL) for the centre and holds primary responsibility for safeguarding leadership.

This includes oversight of safeguarding culture, policy implementation, incident management, and liaison with external agencies.

To assume the role of Local Safeguarding Officer / Local Safeguarding Lead (LSL) in the school
To work with the school’s management / administration team to ensure safeguarding is at the heart of the school’s ethos and that all staff are supported in knowing how to recognise and respond to potential concerns
To liaise with the School Director to keep them informed of any safeguarding issues within the school, especially ongoing enquiries and police investigations
As required, to liaise with the LADO (Local Authority Designated Officer)
To keep detailed, accurate and secure written records of safeguarding concerns
To liaise with staff on matters of safety and safeguarding and when deciding whether to make a referral by liaising with relevant agencies.
To refer cases of suspected abuse to the relevant external body and follow up on these referrals as appropriate
To keep your knowledge and skills up to date via online training, e-bulletins, opportunities to network with other LSLs, and attend locally arranged briefings as appropriate
To ensure all staff are familiar with the company’s safeguarding policy, understand their own safeguarding responsibilities, and are able to carry out these responsibilities
To act as a source of support, advice and expertise for staff on safeguarding matters
Maintain clear visibility and accessibility for students and staff as the safeguarding point of contact
Ensure timely decision-making and escalation for all safeguarding concerns
Oversee the accurate, confidential recording of all safeguarding incidents
Lead regular safeguarding briefings and staff awareness
Ensure safeguarding responsibilities are embedded across all departments, not limited to Student Services
Conduct regular reviews of safeguarding practice, identifying risks and areas for improvement
Ensure appropriate handover of active safeguarding cases during periods of leave or absence

Cover and Escalation Arrangements

A safeguarding rota must be in place to ensure that a trained LSL or Deputy LSL is available at all times during operational hours.

The Deputy LSL assumes full decision-making responsibility
All safeguarding concerns must continue to be recorded, reported, and actioned without delay
The School Director must be informed of serious incidents or escalations
Where neither LSL nor Deputy LSL is available on-site, escalation procedures and emergency contacts must be followed in line with company policy.

Safeguarding Case Handover

In advance of any planned absence, the LSL must ensure that all active safeguarding cases are formally handed over to a named Deputy LSL or School Director, with clear documentation of status, risks, and required actions.

Qualifications

Bachelor’s degree
DELTM or equivalent

Experience (Essential)

Experience in administration work (preferably in an ELT environment)
Experience in dealing with and solving complaints
Experience in selling products and services
Experience in working in a customer-facing environment

Experience (Desirable)

Experience in British Council/Education Scotland/ACELS inspections
Experience in management in EFL (or similar educational environment)
Experience in managing a budget
Experience in processing paymentsExperience in producing financial reports
Experience in visas and compliance
Experience in working towards financial goals

Competencies (in alphabetical order)

Ability to deal with and resolve a high volume of queries efficiently
Ability to demonstrate safe recruitment practices leading to the hiring of exceptional staff
Ability to find and present solutions to problems
Ability to manage and implement change
Ability to manage performance and development of staff
Ability to motivate others to achieve goals
Ability to promote the school and KIL services
Ability to relate to and build rapport with international students
Ability to sell products and services to current and potential customers
Ability to set and work within financial parameters
Ability to use initiative and make decisions when required
Ability to work effectively on an individual basis and as a member of a team
Excellent communication skills
Excellent IT skills including MS Office
Excellent organisation skills and ability to multitask, manage conflicting priorities and meet deadlines
Exceptional customer service ethos
High level of patience and approachability
Strong attention to detail and high level of data accuracy