Examination Services Officer

Role purpose

To operate administrative systems and procedures required by Exams services with specific responsibility for English Speakers of Other languages (ESOL) exams as well as educational and professional ones.

About us

The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.

We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body.

Geopolitical/SBU/Function overview:

The post holder will be responsible to handle exams administration and related education/information enquiries, financial tasks, and business development and Quality and Compliance Assessment (QCA) contribution

Main opportunities/challenges for this role:

• Liaise with the Exams team and ensure that all exams are administered in accordance with standards and guidelines set out by individual exam boards 
• Liaising with internal and external stakeholders
• Handling Exams registrations and to get familiar with different products
• Prepare quarterly, IELTS, CELA, University & Professional, Aptis, School Exams and other income reconciliations in a timely manner.

Main Accountabilities:

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 
• Register Exam candidates as per examinations board guidelines.
• Ensure Exams filing is done in line with Exams guidelines, this includes Cambridge English Language Assessment (CELA) examiners files and institution files
• Record exams’ materials journey in a log recording; all exams received and dispatched 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, university, professional and CELA exams)
• Maintain a stock log for all confidential materials including CELA speaking certifications
• Maintain a stock of CELA examiners speaking materials
• Set up exams sessions as and when required
• Ensure all CELA application forms are processed onto the required database
• Conduct a quarterly stock take for CELA Exams materials
• Ensure quarterly Customer Satisfaction surveys for  CELA, university and professional exams are conducted and data recorded and stored for mandated market research purposes (e.g. Scorecard)
• Fill in monthly Exams actuals and submit to the Examinations Services Manager (ESM)
• Ensure CELA, university and professional exams are administered effectively, submitting entries, contacting institutions to confirm availability, issuing invoices to institutions, dispatching exams, arranging venues for practical and oral exams.
• Provide front line administrative assistance as and when needed.
• Respond to written enquiries with 24 hours.
• Refer enquirers to the British Council's website as required.
• Assist the IT & Exams Support Services Officer in delivering Aptis exams.
• Liaise with IELTS Officer and provide all support needed which includes entries, sessions’ preparation, test administration, Purchase Requests (PR) creation, filing, etc…

Finance:

• Invoice Exams customers in line with Examination Finance standards including sales orders creation.
• Prepare monthly/quarterly, IELTS, CELA, University & Professional, Aptis, School Exams and other income reconciliations in a timely manner.
• Create Purchase Requests (PR) following the British Council Marketplace corporate standards.
• Prepare monthly PRs for courier payments (UCS or DHL).
• Report refunds and transfers to Examination Services Manager.
• Manage CELA/Uni/Pro Exam transfers, including communication of procedures to customers in agreement with the Examination Services Manager.

Business Development:

• Contribute strategy and environment information for the Exams Marketing Action Plan (MAP) to aid Examination Services Manager with its production on an annual basis.
• Liaise with Examination Services Manager regarding the latest relevant developments in professional best practice (British Council, exam boards) to ensure that services are provided to agreed quality standards
• Liaise with Examination Services Manager to promote CELA exams to external stakeholders and different partners. This includes presentations.

Quality Compliance Assessment (QCA)

Comply with all tenets of Quality and Compliance Assessment (QCA), including local regulations as defined by Country Exams Manager (CEM) or Examination Services Manager (ESM).

Key Relationships:

Internal

• Local Staff members
• Regional Staff members

External

• Key stakeholders
• Suppliers
• Random Customers
• Exams Candidates
• Corporate clients
• Public enquirers
• UK universities representatives
• Sub Centre/s
• Venue staff (Examiners and Invigilators)

Role Requirements:

Passport requirements/ Right to work in country

Post holder must be eligible to work in Lebanon. When required, successful candidate needs to secure, at his/her own cost and liability, the appropriate work and residency permits and any other required document, as well as any renewals thereof, from the Lebanese competent authorities.

Direct contact or managing staff working with children?

Yes

Notes

 Police Check for direct contact with children

Language requirements

Essential

Aptis overall level B2

Desirable

Arabic speaking and writing

Qualifications

Essential

Bachelor degree or equivalent

Desirable

 BS or BA

Role Specific Knowledge & Experience

Minimum / essential

Minimum of 2 years’ work experience

Desirable

Experience in an Educational/Customer service field

Good general knowledge of British Education and Examinations

Role Specific Skills - Assessment Stage Shortlisting AND Interview

 Financial Skills:

• Awareness of payment system process and document standards
• Awareness of the concept of reconciliation

Computer Skills

• To understand and use the Council’s IT systems in an effective manner in compliance with IT security standards including ability to access and use the British Council intranet site
• To understand and comply with BC security standards

British Council Core Skills - Assessment Stage Shortlisting AND Interview

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 2

Relates communications to circumstances

Displays good listening, writing and speaking skills, setting out logical arguments clearly and adapting language and form of communication to meet the needs of different people/audiences.

Managing Finance and Resources – Level 2

Uses financial systems and processes

Uses corporate financial systems and processes appropriately as part of the job and on behalf of a team.

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.

British Council Behaviours - Assessment Stage Interview

Connecting with others – More Demanding

Actively appreciating the needs and concerns of myself and others

Working together – More Demanding

Ensuring that others benefit as well as me

Being accountable – More demanding

Delivering my best work in order to meet my commitments

Creating shared purpose - Essential

Communicating an engaging picture of how we can work together

Making it happen- Essential Required for the role but not assessed at the short listing stage

Delivering clear results for the British Council

Shaping the future- Essential Required for the role but not assessed at the short listing stage

Looking for ways in which we can do things better