IELTS Exams Administrator (Logistics & Systems)

 

Job Title: IELTS Exams Administrator (Logistics & Systems)

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Location: 65 Westcroft Square, London, W6 0TA, UK

Job Overview:

We are seeking an IELTS Exams Administrator to work with us in our busy and growing IELTS exams team. These exams are a fast-growing area of our business and our current team needs an extra pair of hands to keep the show on the road! The role involves scheduling and coordination of exams and exam resources including exam venues, exam papers and equipment, and exam day staff. It's a busy role with lots of tasks running concurrently, so we need someone who can juggle several tasks at any given time and enjoys a dynamic environment! Supportive and fun team based in Stamford Brook, London.

Benefits:

• Band 5 salary which has a range of between £20,000 - £26,000 p.a.
• Salary offers will be dependent on skills and experience, payable monthly in arrears.
• Annual discretionary staff bonus, dependent on business and personal performance.
• A great role in a fast-growing and ambitious SME (currently 30 office staff and 500+ casual workers)
• A supportive work environment with opportunities for professional development and growth.

Role type: Full-time, 12-month fixed term (but with a high likelihood of making permanent after first 12 months).

Start date: ASAP.

Recruitment process:

• Please submit your CV and a short cover letter outlining why you are applying for this role, using the platform you are reading this job advert on.
• Deadline for applicants: Friday 5 May 2023 at 12.00 noon (midday). Shortlisting and invitations to interview will be sent on the afternoon of Friday 5 May 2023.
• Interviews: Wednesday 10 May 2023 (serious applicants should diarise this date).
• Come and join our friendly and dynamic exams team!
• MTS is an equal-opportunity employer. We are committed to creating an inclusive work environment for all employees, regardless of race, religion, national origin, gender, sexual orientation, age, or disability.

Job title: IELTS Exams Administrator (Logistics & Systems)

Job Purpose:

• To deliver exam admin processes for all MTS’s IELTS exams, along with other IELTS Exams Administrators and the Exams Manager.
• To ensure all exam requirements are fully understood and implemented, to ensure all admin processes are up-to-date, compliant, and secure.
• To work with a range of systems (ORS, IWAS, ISEVA, IAM, and others) to ensure the smooth running of MTS’s IELTS exams.
• To carry out additional administration and customer service tasks and activities according to MTS business needs.

Main Responsibilities:

Exam systems data entry

• To process test-taker applications and add exam dates on exam systems, following standards and processes set by MTS and/or exam bodies, working always towards full completeness and accuracy of the information, and to agreed policies, using a range of systems and databases.
• To create outputs from the exams systems such as attendance registers, seating plans, etc, and ensure these reach the correct recipients locally through the correct secure platform.
• To process financial data for test payments using the correct systems.
• To process and amend any ID anomalies in the systems.

Exam scheduling and test preparation

• To support the Senior Exams Administrator in coordinating the scheduling of all invigilators, examiners, and other test staff for all MTS’s test days.
• To support test preparation activities including supporting test-taker applications, following standards and processes set by MTS and/or exam boards, working always towards full completeness and accuracy of the information, and to agreed policies, using a range of systems and databases.
• To process financial data for test payments and ensure systems are updated and reflecting accurate and up-to-date data.

Test material and equipment logistics

• To place orders for test materials on relevant exam systems (eg IWAS for IELTS test materials) and work effectively with other colleagues on accurate test material ordering numbers and destinations.
• To ensure all pre-test materials and equipment are managed in a manner that preserves the security and integrity of all tests, including incoming and outgoing deliveries and couriers.
• To arrange and coordinate all courier bookings, seeking the best value for money for MTS whilst not compromising on quality, liaising with local venue staff effectively to ensure safe receipt of goods.
• To pack and unpack live test materials, eg test day materials, IAM equipment, examiner materials, training materials, monitoring documents, recording devices, compliance forms, etc, under the supervision of the Senior Exams Administrator. To cross-check the work of other colleagues carrying out these tasks.
• To carry out regular stock audits and coordinate stock control of test materials, equipment, and stationery, under the supervision of the Senior Exams Administrator.
• To ensure confidential materials and equipment are kept under correct access control, being accountable to the Exams Manager for all activity and access to the safes, lockers, and safe rooms.

Test-taker administration

• To process test-taker applications, following standards and processes set by MTS and/or exam boards, working always towards full completeness and accuracy of the information, and to agreed policies, using a range of systems and databases.
• To process financial data for test payments using the correct systems.
• To process and amend any ID anomalies in the systems.
• To process test-takers requiring special requirements (SR) (eg disability) to agreed policies, eg for modified test materials, and ensure that all SRs are accommodated successfully and that SRs are communicated to local venue staff and other relevant individuals. To feedback on any issues arising from the failure to successfully implement SRs to Customer Care colleagues.
• To occasionally act as an usher or invigilator for London venue exam sessions taking place on weekdays.

Test venue administration

• To support the Senior Exams Administrator with any requirements relating to local test venue administration.
• To support audits of exam venues, and occasionally support mystery shopping interventions at venues.
• To support all test day test venue documentation administration requirements.
• To occasionally act as an usher or invigilator for London venue exam sessions taking place on weekdays.

Other

• To ensure that confidential, internal documents, information, and data are not disclosed to anyone other than their intended recipient/reader.
• To comply fully with MTS’s GDPR and data protection policies and standards and Safeguarding (Children and Vulnerable People) policy.
• To carry out any other tasks and activities for MTS, according to business priority, as appropriate for this level role in the organisation.

Reports to

• Senior IELTS Exams Administrator (Scheduling)

Direct reports

• None

Skills, knowledge, and experience required

• Must have long-term eligibility to live and work in the UK
• Must comply with the UK government’s Home Office background checks and clearance process, which includes disclosing personal details and providing documentary evidence of living in the UK for 5 continuous years and working in the UK for 3 continuous years.
• At least 1 year’s experience in a full-time office or administration role.
• Excellent organisational skills.
• Good communication and interpersonal skills.
• Ability to work effectively under my own initiative and under pressure.
• Excellent attention to detail and focus on accuracy.
• Experience in a relevant language testing administration role (desirable but not essential)
• Experience in handling and managing high-security documents and materials (desirable but not essential)
• Experience in invigilation of high-stakes exams (desirable but not essential)
• Understanding of the testing, examination, teaching, and education sectors.
• Fully IT literate and very comfortable with up-to-date technical solutions, databases, and other IT products and services.

MTS’s Values:

All MTS people are expected to follow MTS's Values:

• We are dynamic, flexible, and rise to the challenge.
• We act quickly and resolve problems with ease.
• We set high standards and adhere strictly to compliance conditions.
• We treat everyone with dignity and respect, valuing our diverse workforce.
• We greet our customers with a friendly attitude so that they feel happy engaging with us.
• We always act with integrity and in MTS’s best interests.

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