Examination Services Assistant

Job Title Examination Services Assistant Directorate or Region MENA Department/Country Examinations,Lebanon Location of post Beirut Pay Band J Reports to Examination Services Manager Duration of job 1 Year (Renewable) Purpose of job:   To provide administrative assistance to the British Council Examinations Services operation inLebanon.   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)   Liaise with the Exams team and ensure that all exams are administered in accordance with standards and guidelines that are in accordance with corporate guidelines and Examining body regulations. Refer enquirers to the British Council's website as required Support and administer exams when and where needed and ensure that they are in accordance with standards and guidelines that are set out by individual exam boards (incl. security, due dates, reporting, scripts and certificates handling and distribution) Register Exam candidates as per examinations board guidelines. Support IELTS Exams officer in maintaining a system to record exams materials for invigilators and examiners to sign in and out on a daily basis (oral examiners, training/ standardisation/examining) Support in inputting IELTS results for Test Report Forms (TRF) as required and print TRF when needed Support the input of IELTS and ESOL Examiners certification as required Assist with the quarterly stock take for IELTS Exams stock Support exams officers in quarterly Customer Satisfaction surveys for IELTS and ESOL and make sure they are conducted and data recorded and stored for mandated market research purposes (e.g. Scorecard) Deal with first level enquiries and check application forms received have been completed accurately, paid for, receipt logged and signed. Conduct daily reconciliation for all CS staff using the Cash Journal’s and any identified discrepancies is addressed on the spot in accordance with Essential Finance guidelines Keep updated professionally in order to provide a service that is in line with current legislation and best practice with at least one formal training course each year in accordance with PMPD guidelines. Assist in managing IELTS and ESOL Examination Venues to meet British Council / examination board specifications  Process exams on IWAS and ESOL online. This includes inputting candidate details, apportion, examiner allocation, issuing desk labels and printing statements of entry Use the log system on outlook to log receiving exams from institutions and sharing it amongst the exams team (include: name of institution, exam, exam date and time)   Maintain stock systems for Exams materials and contribute to updating log on a day to day basis logs for all exam materials and update as needed of all exams received and despatched on a day to day basis Ensure registration and administration processes meets board requirements for deadlines and match requirements of QCA – Quality Control Assessment Ensure information for the general public is up to date and relevant Ensure Customer Service’s product knowledge is up-to-date and accurate Ensure British Council standard documents are used for all communications Ensure customers are handled with same level of professionalism and efficiency Give positive customer, stakeholder, and partner feedback. Actively seek opportunities to promote other British Council services Produce specified documents, such as payment vouchers and reports in line with requirements of Essential Finance and FABS (Financial and Business System) when needed Attend British Council functions and assists with cross-promotional activity as and when needed Book rooms for the Exams department when needed Respond to written enquiries with 24 hours.   Quality Compliance Assessment Comply with all tenets of QCA, including local regulations as defined by CEM   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   Being accountable – Essential Delivering my best work in order to meet my commitments   Working together – Essential Establishing a genuinely common goal with others   Making it happen – Essential Delivering clear results for the British Council     Interview Shaping the future Looking for ways in which we can do things better   Creating shared purpose Communicating an engaging picture of how we can work together     Required but not assessed during application   Core Skills Using Technology  - Level 1 – Operates as a basic user of information systems, digital and office technology Able, with adjustments if necessary, to use office software and British Council systems to do the job and manage documents or processes.   Managing Finance and Resources – Level 1 – Uses Resources Efficiently Uses resources efficiently in own role and complies with financial rules and procedures.   Analysing Data and Problems – Level 1 – Is Systematic Breaks down problems into a list of tasks to be done and decides on appropriate action.   Planning and Organising – Level 1 –  Is methodical Able to plan own work over short timescales for routine or familiar tasks and processes.   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.   Written and spoken Arabic (desired) Short listing & Interview Experience Minimum of 1 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 Graduate or Diploma in any field Short listing