Immigration Coordinator

Job Description

Contract: Full time, permanent

Team: UK Shared Services

Office Location: Sheffield

The role:
The Immigration Coordinator is responsible for supporting the identification, tracking, recovery, and resolution of refundable government fee payments across UK immigration case activity. 

This role will help reduce ongoing financial losses by ensuring unrecovered fees are identified promptly; appropriate processes are initiated, and outstanding balances are pursued with internal stakeholders, UKVI, and third-party subcontractors. Working closely with case workers, Finance, and Shared Services, the Immigration Fee Recovery Coordinator will maintain accurate records, support effective controls, and ensure that any client-funded fees recovered are returned to clients accurately and promptly. 

What your day will look like:

Refund Identification & Case Coordination 

• Monitor immigration case activity to identify duplicate government fee payments, unrecovered costs, and potentially refundable fee elements.  

• Review cases where additional government fees have been incurred due to appointment changes, changes in client circumstances, case rebooking’s, application errors, resubmissions, or withdrawals.  

• Work closely with case workers to investigate payment discrepancies and confirm the appropriate refund process.  

• Ensure refund actions are initiated promptly and followed through to resolution.  

• Escalate unclear, aged, or high-risk cases to the appropriate operational or finance stakeholders.  

Refund Recovery & Stakeholder Liaison 

• Liaise with Finance to support the recovery of outstanding government fee refunds.  

• Work with UKVI and third-party subcontractors, including TLS and VFS, to chase outstanding refunds and resolve payment disputes.  

• Track follow-ups, responses, escalations, and outcomes to ensure refunds are actively managed.  

• Assist in overcoming process challenges associated with refund recovery, including delays, unclear ownership, and incomplete responses from external parties.  

Client Refunds & Financial Controls 

• Ensure refunds received in relation to client-paid fees are identified and returned to clients accurately and promptly.  

• Maintain clear records of refund requests, recoveries, balances outstanding, client repayments, and escalations.  

• Work with Finance and Shared Services to reconcile refund activity against outstanding balances.  

• Support improved controls and accountability around duplicate fee payments and government fee management.  

• Help ensure the process reduces ongoing monthly losses and supports a positive net impact to the P&L.  

Reporting, Process Improvement & Continuous Improvement 

• Maintain accurate tracking tools and reporting for duplicate payments, refund claims, recoveries, and aged balances.  

• Provide regular updates to Finance, Shared Services, and operational stakeholders on refund progress and outstanding issues.  

• Support the implementation and refinement of processes designed to reduce duplicate payments and improve recovery rates.  

• Identify recurring causes of duplicate payments or unrecovered costs and raise opportunities for process improvement.  

• Contribute to continuous improvement initiatives aimed at reducing manual intervention, improving visibility, and strengthening financial controls. 

The team:

The UK Shared Services team in Sheffield is an extremely friendly and supportive team to join. The large team is split into smaller sub-teams with a Team Lead overseeing the workflow and direct line management of the Senior Coordinators and Coordinators. The tiered structure of the team allows for opportunities to develop and grow within the team, as well as within Fragomen through exposure to other business units.

What we are looking for:

Essential criteria:

• Strong administrative and organisational skills with excellent attention to detail
• Ability to manage complex, high-volume processes and able to work flexibly and accurately in a fast paced environment
• Confident working with financial data, resolving issues collaboratively with stakeholders, and driving tasks through to resolution in a challenging operational environment
• Is proactive and able to act under instruction with limited supervision
• Demonstratable proficiency in word processing, Internet, and email systems

• Good time management and strong communication skills

Preferred skills:

• Experience within Shared Services, finance operations, or immigration processes is advantageous

Please note: The closing date for applications is Tuesday 30th June 2026.

What to expect:

• Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.
• If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.
• After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.
• At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs

Fragomen is committed to promoting equal opportunities for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations. We use limited AI‑assisted tools for administrative screening purposes only - never for decision‑making. All hiring decisions are made by people. Applicants may have rights to information and explanations regarding the use of such tools, or request human review, as required by applicable regional laws.