Examination Services Officer

Job Title Examination Services Officer Directorate or Region MENA Department/Country Examinations,Lebanon Location of post Beirut Pay Band H Reports to Exams Services Manager Duration of job 1 Year (Renewable) Purpose of job:   To operate administrative systems and procedures required by Exams services with specific responsibility for International English Language Testing System (IELTS).     Context and environment: (e.g. dept description, region description, organogram)   The British Council has been in Lebanon since 1946.  As the United Kingdom’s international organisation for education and cultural relations, we are building on the British Council’s respected and trusted brand by building on existing programmes and developing new opportunities with government and key stakeholders across the public, private and NGO sectors.  We employ 40 staff, including five regional and one Syria post and our portfolio spans our main sectors of English, Education, Society and Arts.   Accountabilities, responsibilities and main duties: (including people management and finance)   Exams Administration: Liaise with the Exams team and ensure that all exams are administered in accordance with standards and guidelines set out by individual exam boards  Regularly update exams venue staff (invigilators, examiners) of new procedures and ensure all are in compliance with the Client Service Standards and Essential Personnel. Respond to written enquiries with 24 hours. Refer enquirers to the British Council's website as required. Ensure Exams filing is done in line with Exams guidelines, this includes regularly updating clerical markers’ files and examiners files Record exams materials journey in a log recording; all exams received and despatched on a day to day basis Maintain a system to record exams materials for invigilators and examiners to sign in and out on a daily basis (oral examiners, training/ standardisation/examining) Maintain a stock log for all confidential materials including IELTS speaking and writing certifications Set up exams sessions as and when required – iWAS and ORS Ensure all IELTS application forms are processed onto the required database - ORS Input IELTS results for Test Report Forms (TRF) as required and print TRF Input IELTS Examiners certification as required Conduct quarterly stock take for IELTS Exams stock Ensure that IELTS sessions are administered effectively, submitting entries, issuing invoices to institutions, and despatching exams. Ensure quarterly Customer Satisfaction surveys for IELTS are conducted and data recorded and stored for mandated market research purposes (e.g. Scorecard) Provide front line administrative assistance as and when needed   Finance: Invoice Exams customers in line with Essential Finance (EF) standards; this includes sales order creation Prepare quarterly IELTS, Aptis, Books sale and School exams reconciliations in a timely manner Prepare monthly IELTS, Aptis, books sale reconciliations in a timely manner Report refunds to Examinations Services Manager (ESM) Manage IELTS Exam transfers, including communication of procedures to customers in agreement with the ESM Create POs following the British Council corporate standards.   Business Development: Contribute strategy and environment information for the Exams Marketing Action Plan (MAP) to aid ESM with its production on an annual basis. Liaise with ESM on regular dates of the latest relevant developments in professional best practice (British Council, exam boards) to ensure that services are provided to agreed quality standards.   Quality Compliance Assessment Comply with all tenets of QCA, including local regulations as defined by Country Examinations Manager.   Key relationships: (include internal and external)   Exam candidates, Examining bodies, Partner organisations (Universities/institutes/schools), approved suppliers, sub centre, venue staff (Examiners & invigilators), and internal staff.   Other important features or requirements of the job (e.g. travel, unsocial/evening hours, restrictions on employment etc)   The post involves frequent weekend work, frequent off-site work, occasional very early mornings, and occasional travel for trainings and meetings. Where applicable, this will be compensated with TOIL. Strict adherence to exam security and administration requirements is an essential part of the job.   Please specify any passport/visa and/or nationality requirement.   Please indicate if any security or legal checks are required for this role. NA                                                                                                    Person Specification     Essential Desirable   Assessment stage Behaviours   Connecting with others –Essential Making regular opportunities to understand others better   Working together- Essential Establishing a genuinely common goal with others   Being accountable – More demanding Delivering my best work in order to meet my commitments   Making it happen- Essential Delivering clear results for the British Council   Shaping the future- Essential Looking for ways in which we can do things better   Creating shared purpose- Essential Communicating an engaging picture of how we can work together     Short listing       Interview       Interview         Interview       Short listing       Short listing Skills and Knowledge Using Technology  - Level 2 Operates as an advanced user Works as an advanced practitioner in the use of office software and/or British Council standard and social media platforms and trains or coaches others in their use.   Communicating and Influencing – Level 1 Communicates clearly & effectively Listens to others and expresses self clearly, with grammatical accuracy and awareness of a diverse audience in speaking and writing..   Managing Finance and Resources – Level 1 Uses resources efficiently Uses resources efficiently in own role and complies with financial rules and procedures.   Planning and Organising – Level 2 Plans ahead Organises own work over weeks and months, or plans ahead for others, taking account of priorities and the impact on other people.   Analysing Data and Problems – Level 1 Is systematic Breaks down problems into a list of tasks to be done and decides on appropriate action. Written and spoken Arabic (desired) Short listing             Interview             Interview           Interview             Short listing Experience Minimum of 2 year work experience   Experience in an Educational/Customer service field   Good general knowledge of British Education and Examinations Short listing & Interview Qualifications Aptis overall level B2 University degree or Diploma in any field Short listing