Examinations Services Officer

  Job Title Examinations 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 English Speakers of Other languages (ESOL) exams as well as educational and professional ones.     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  Respond to written enquiries with 24 hours. Refer enquirers to the British Council's website as required. 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 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, 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, despatching exams, arranging venues for practical and oral exams. Provide front line administrative assistance as and when needed. Book rooms for the Exams department when needed. 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 Orders (PO) creation, filing, etc…   Finance: Invoice Exams customers in line with Examination Finance standards including sales orders creation. Prepare quarterly, IELTS, CELA, University & Professional, Aptis, School Exams and other income reconciliations in a timely manner. Prepare monthly IELTS, University and Professional exams reconciliations in a timely manner. Create Purchase Orders (PO) following the British Council corporate standards. Prepare monthly POs for courier payments (UCS or DHL). Report refunds and transfers to Examination Services Manager. Manage CELA 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 any Teaching Centre (TC) students in classrooms on a term by term basis. This includes a brief presentation.   Quality Compliance Assessment (QCA) Comply with all tenets of QCA, including local regulations as defined by Country Exams Manager (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 – 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     Interview                 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     Required for the role but not assessed at the short listing stage Core Skills 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. Written and spoken Arabic (desired) Short listing and/Interview               Short listing and/Interview             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