Exams Officer

Accountabilities and responsibilities:
(including people management and finance)

As Exams Officer the post holder will be line managed by the Examinations Services Manager.

The post holder will also take on the training, monitoring and line management of Examinations Services Assistant

• All administrative procedures are in full compliance with examination board regulations and QCA standards.
• Reliability: to ensure examinations are delivered securely according to board requirements
• Quality: to deliver a high standard of customer service to our candidates and exam boards. As measured by our own Quality Compliance Assessment Standards and the inspection visits from Examination Boards.
• Comply with all tenets of QCA, including local regulations as defined by the Examinations Manager.
• Finance: all British Council standards for managing finances are met with relation to income reconciliations, cash handling, managing POs, managing contracts and procurement.

Main duties:

Pre-test administration

• Booking venues and venue staff for examination sessions.
• Overseeing and taking delivery of examinations materials and checking them prior to exams commencing, packing and returning scripts daily, maintaining logs appropriately.

• Answering enquiries about tests and exams.
•  Preparing candidate registration forms
• Exam registration procedures including receiving and collating registration forms, entering and retrieving data on board registration systems, payments and exams correspondence including dispatch of results

Test delivery

• Delivering examinations on test days as part of the exams team which includes:
• Supervision of venue staff
• Ensuring adherence to test day procedures 

Post-test administration of examinations

• Shredding/disposal/despatch of examination materials while recording this in accordance with  board standards and keeping accurate records of the movement of live materials
• Effective delegation of duties when absent.

Stock keeping of materials

• Maintaining logs of examination papers and other related materials

Venue Staff Management

• To monitor venue staff to board and QCA standards.

Finance

• To prepare and submit income reconciliations to agreed timescales.
• To record income correctly on the financial system (SAP) and in a timely manner.
• To monitor income and expenditure budgets and report on these monthly.
• Ensure payments are received and recorded prior to exams being administered
• All expenditure relating to the exams is processed and recorded prior to the exams being administered
• Carry finance duties as per the Finance calendar and follow up on action points as requested by the Exams & Finance Manager
• Report on audience actuals and income outputs against agreed targets for each product.

Other duties

To discharge other centre-related duties and activities as directed by the Examinations Services Manager.

Key relationships:

Internal: Customer Service Officer Johannesburg,  Country Exams Manager, Examinations Services Manager, Examinations Operations Manager, Senior IELTS Administrator, Exam Officers in Johannesburg and Cape Town, Examinations Services Assistants (in Johannesburg and Cape Town)  and Finance Officers.

External: UK-based examination boards, venue Staff, enquirers, candidates and local tuition/training providers.

Other important features or requirements of the job 

(e.g. travel, unsocial/evening hours, restrictions on employment etc)

Some Examinations are held on Saturdays/Sundays/Public Holidays. The post holder will be present to ensure exam security & delivery. Overtime/TOIL should be agreed with line manager in advance to maintain an adequate work-life balance. The post holder may be required to travel abroad to administer/monitor examinations in different centres and should therefore hold valid travel documents.

Please email applications to Recruitment.SA@britishcouncil.org.