Student Support Administrator

HoW College; United Kingdom; Remote; GBP 25,000 - 26,000; Full time

Job summary

Heart of Worcestershire College is seeking a proactive Student Support Administrator to join our Student Support Services team. The role focuses on maintaining EHCP records, annual reviews and funding documentation, while ensuring data accuracy and compliance across MIS systems.

You will liaise with local authorities, schools and other professionals to coordinate learner support, and provide broad administrative assistance including invoicing, purchase orders and meeting administration.

Qualifications

• Experience or qualification in Level 2 Administration or equivalent.
• Excellent IT skills and proficient in data handling.

Responsibilities

• Maintain accurate records relating to EHCPs, annual reviews and High Needs funding.
• Coordinate learner data, records and MIS reporting for accuracy and compliance.
• Support examination access arrangements and specialist assessment processes.
• Organise EHCP reviews, consultations and transition activities.
• Liaise with local authorities and schools to coordinate learner support.
• Provide admin support including communications, invoicing, PO creation and meeting admin.

Skills

IT proficiency

Education

Level 2 Administration

Job description

Job Title Student Support Administrator Closing Date 11/11/2026 23:59 Pay £24,556 to £25,381 – starting salary is dependent on experience and qualifications. Hours 37 hours x 52 weeks Type Full Time

Please note: HoW College reserves the right to extend the advertising period for this vacancy or close the vacancy early in line with volume of applicants. We would therefore advise interested candidates to apply promptly.

WHAT WE ARE LOOKING FOR:

To become a Student Support Administrator in our Student Support Services department, we need someone who is adaptable, independent and excellent at IT.

The successful candidate will have the chance to acquire new skills and develop their abilities in a wide range of activities.

We have a variety of students from the surrounding area, we are a welcoming and inclusive community that champions diversity and equality across our college.

Our departments collaborate to establish and uphold the inclusive HoW culture, we keep this in mind as we manage interactions with the public, fellow employees, and nearby schools.

All applicants must be prepared to travel to all of our campuses or surrounding areas as required.

WHAT YOU'LL BE DOING:

To find a more detailed list of your day-to-day responsibilities, please refer to the key roles and accountabilities section on our Job Description. In summary, as someone who has a Level 2 Administration qualification or equivalent experience., you will support in many aspects. To name a few:

• Maintain accurate records relating to EHCPs, annual reviews, phase transfers, and High Needs funding.
• Coordinate learner data, records, and management information reporting to ensure accuracy and compliance.
• Support examination access arrangements and specialist assessment processes.
• Organise EHCP reviews, consultation meetings, transition activities, and associated documentation.
• Liaise with local authorities, schools, external professionals, and support providers to coordinate learner support.
• Provide administrative support including managing communications, invoicing, purchase orders, meeting administration, and event support.

ABOUT US.

Heart of Worcestershire College, the county's largest further education institution, offers a diverse range of academic, vocational, and community courses throughout its campuses. In all we do, our principles of diversity, integrity, partnership, and trust come through, enabling us to offer timely and knowledgeable services both within and outside of our immediate neighbourhood. By 2030, we also intend to be 90% green!

Our goal is to advance, innovate, and inspire. We're looking for people who want to come along for the journey because our growth will be your growth.

THE PERKS.

A career with us entails much more than a pay check, because we know our employees are our most valuable resource. You can look forward to the following perks with us.

• Confidential Employee Assistance Programme (available 24/7, 365 days a year); giving access to free confidential counselling
• Regular Continuing Professional Development
• Opportunity to gain further qualifications and enhance professional development through our Awards process
• Agile and Flexible working (Dependent upon role)
• Employee discounts & benefits package including high street and travel discounts
• Fantastic progression opportunities
• A mentor to support you in your new role
• Cycle to Work Scheme
• Free onsite parking (Certain Campuses only)
• Opportunities of volunteering within local community and charities

WE HIRE PEOPLE.

Every person we hire has a different mix of experiences, cultures, and identities, as well as a unique background and physical make-up. Together, we strengthen HoW.

The College is striving to attract, develop and retain the very best people by offering a motivating and inclusive workplace in which talent is truly recognised.

We want you to know that HoW is an equal opportunity employer as you are probably applying for or considering applying for a job with us if you are reading this. This College expects everyone to share its commitment to promoting and protecting children, young people, and vulnerable adults' welfare and equality of opportunity.

For us, this means that we always work to be as inclusive as possible in all areas of employment and that we will not allow any form of discrimination.

BIT MORE INFO.

All successful applicants will be required to complete and pay for a Disclosure & Barring Service check. Along with online verification to ensure the safety of our pupils.

Closing date for this post is: 11th November 2026

For further information on the role, please contact our HR Department on 01527 405467 or [e-mail].

• To provide an administrative support service to the high needs and student support teams.
• To maintain and monitor records relating to learners with SEND and Education, Health and Care Plans (EHCPs).
• To administer and maintain accurate student information, funding records and associated documentation in line with College, Local Authority and ESFA requirements.
• To maintain the consultation and annual review processes for learners with EHCPs and ensure all associated records, documentation and communications are completed in a timely manner.
• To maintain accurate records relating to EHCP consultations, annual reviews, phase transfer reviews and High Needs funding.
• To coordinate the information recorded on Unit-e with the College’s MIS team to ensure the data recorded for the ILR is timely, accurate and up to date.
• To support with the examination access arrangements administration.
• To work closely with the High Needs team in arranging specialist assessments and support visits from external professionals.
• To produce accurate invoices to those agencies providing support, e.g. Local Authorities, Training providers and Specialist Services, etc.
• To raise the requisite purchase orders for any expenditure.
• To request SEN information from High Schools and record on College database.
• To support the organisation of transition visits for prospective learners.
• To retrieve accurate and timely management information reports using College databases.
• Organise and collate supporting documentation for EHCP annual reviews and consultation meetings.
• Coordinate the organisation of the phase transfer consultation documents within the High Needs team.
• Request EHCPs from local authorities and record on College database.
• To participate and support meetings as required, arranging meetings, producing agendas, taking minutes and providing minutes / notes as required.
• To manage and respond to communications within the High Needs inbox, ensuring enquiries are dealt with promptly and professionally.
• To order stationery for departments as required.
• Support with college open days and events at college and externally.
• To undertake such other duties commensurate with the grade and purpose of the post.
• To commit to the safeguarding and promotion of the welfare of children, young people and vulnerable adults.
• To participate in the College’s Performance Management Scheme and attend such training events as are necessary to enable him/her to carry out the duties of the job description.
• To continually improve teaching, learning and assessment through proactive CPD and sharing best practice.
• To actively participate in the College’s Quality System, including quality improvement strategies and initiatives.
• To undertake such other duties as may be assigned commensurate with the grade and purpose of the post.
• To take reasonable care for the health and safety of him/her and for others affected by his/her work.
• To actively support College Safeguarding, Equality and Diversity policies.
• To operate/conduct all HR tasks and functions within the principles of GDPR.
• To undertake duties as a First Aider.
• To undertake duties as a Fire Marshal.
• To undertake duties as an Exam Invigilator.

This Job Description is current at the date shown below and is a guide to the work you will be required to undertake. In consultation with the post holder, it may be changed from time to time by the College to meet changing circumstances.

CONDITIONS OF SERVICE

The appointment is subject to the Conditions of Service for Business Support Staff.

All successful applicants will undergo the following checks:

• Enhanced DBS
• 2 x References, one of which must be your current or most recent employer

SALARY

The salary range for this post is based on scale 3D. Your starting salary will range from £24,556 to £25,381 dependent upon your qualifications and experience. Once you have successfully passed your probationary period, your salary will increase within the salary band on an annual incremental basis, until you reach the top of the salary scale.

HOURS OF WORK

The hours of work will be based on 37 hours per week for 52 weeks per year.

ANNUAL LEAVE

As this is a term time only appointment you will receive a payment in lieu of holiday, which is in addition to your salary. You will also be paid for any Statutory Bank Holidays and concessionary days which fall within your working week.

PENSION SCHEME

The College operates an occupational pension scheme, namely the ‘Local Government Pension Scheme’.

PROBATIONARY PERIOD

All newly appointed staff have to serve a 4-month probationary period.During the probationary period you will have to complete the corporate staff induction, a Teaching and Learning Induction session if you deliver learning and additional mandatory courses on: Equality & Diversity session, Keeping Children safe in Education, Safeguarding Training session, Prevent, GDPR, Cyber Security and Health & Safety training session. Failure to complete these will prevent you from successfully completing your probation.

FIRST AID & FIRE MARSHALL

As defined in the person specification of the job description, those staff with these responsibilities are required to undertake first aid and or fire marshal duties across the College, when called upon to do so.Staff must ensure they are up to date with the relevant training.

REFERENCES

Please note that without 2 satisfactory references being received before the end of the probationary period, new staff will not be able to successfully pass their probationary.

LOCATION

Location to be confirmed in liaison with successful applicant.

VALIDATION OF QUALIFICATIONS

The College will undertake qualification validation by writing to the appropriate educational institute.Only those qualifications which are essential for the post will be followed up.

CONTRACTUAL REQUIREMENT TO OBTAIN A QUALIFICATION

If you are required to obtain a qualification as a contractual requirement, the College reviews its CPD budget on an annual basis regarding availability of funds, and cannot therefore guarantee that newly appointed staff will receive either part or full funding for the course fees. However, student loan facilities are available.

MATHS AND ENGLISH

All staff are required to have a minimum level 2 qualification in both English and Maths.If you are not already in receipt of one or both of these qualifications, you will be expected to obtain it (them) during your employment at the College.

SAFEGUARDING

The College is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expects all staff and volunteers to share this commitment.

All newly appointed staff will be required to undertake safeguarding training following their appointment.

Heart of Worcestershire College adheres to the Department of Education’s guidance on ‘Keeping children safe in Education’.As part of your induction, you will be required to read and understand part 1 of this document.

DISCLOSURE & BARRING CHECK

All successful applicants will be required to complete and pay for a Disclosure & Barring Service check.The costs of this check will be deducted from the applicants first salary payment from the College.The College adheres to the DBS Code of Practice and has policies covering the Recruitment of Ex-Offenders and the Secure Storage, Handling, Use, Retention and Disposal of Disclosures and Disclosure Information. Copies of these are available on request.

RECRUITMENT OF EX-OFFENDERS

The College is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.

As an organisation we use the Disclosure & Barring Service (DBS) to assess the suitability of all prospective appointments.We undertake not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed.

Applicants/employees are required to declare any pending criminal prosecutions they may have as well as any spent criminal convictions, cautions, reprimands and final warnings as defined under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975.The only exception to this requirement is that applicants/employees do not need to disclose any ‘protected’ cautions, or convictions as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2013.

Please read the ‘Guidance Note to applicants on disclosing information about cautions and convictions in their application’ document before you complete your application form.

Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of any offences.

TRAINING

All successful applicants will be required to undertake any appropriate training and development as required, including Health and Safety.

NO SMOKING POLICY

HoW College is a Smoke Free environment from the effects of direct/indirect contact with smoking, including using the following:

• Cigars
• And all other associated smoking products

APPLICANTS WITH DISABILITIES

Candidates with a disability should contact the HR Department before interview if they require any adjustments to be made for the interview and/or selection tests.

INTERVIEWS

The Interview date for this post is TBC; short-listed candidates will be notified with the details for interview. In view of the high cost of postage, it is not our intention to notify unsuccessful applicants.If you have not heard from us within four weeks of the closing date, please assume that your application has been unsuccessful and accept our thanks for your interest in applying. College reserves the right to withdraw a position before the closing date if the appointment has been arranged or no longer required.

DATA PROTECTION/GENERAL DATA PROTECTION REGULATION (GDPR)

Please be aware that HoW College complies with the current Data Protection Act and is currently developing systems to ensure that we will be fully compliant with GDPR when this comes into force in May 2018. GDPR is a European wide update to the Data Protection Act, with more requirements and stronger enforcement.As such we expect all staff to fully comply with the requirements of these legislation. Failure to do so will lead to formal disciplinary action.

Members of staff will be provided with guidance in relation to GDPR to ensure that full compliance is achieved and maintained within the College.

Further information can be obtained by using the following link: