Exams Operations Officer

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.

We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.

Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 202122 we reached 650 million people.

Position : Exams Operations Officer

Pay Grade : 4/H tendersglobal.net Contract Type : Indefinite tendersglobal.net Location : Manila, Philippines

Local Direct Hire : Applications are welcomed from candidates currently in this location with a natural right to work.

Role Purpose

The role purpose of Exams Operations Officer in the British Council Philippines is to ensure effective and efficient delivery of Exams within a small or
remote exams office location.
To handle confidential materials during the multiple exchanges in country/location inaccordance to compliance standards. To manage Venue Supervisor engagement,relationship and performance. To co-ordinate and manage any risk or issue resolution,including co-ordination of customer communication directly or through customer services.

Tobe point of contact for Venues/Venue Supervisors on the day. This role will be required towork test days which will involve weekend work as part of the contracted hours.

Main accountabilities but not limited to the following:
Product Service Support
Undertake the related planning and delivery functions in preparation for Test Days in line with British Council process
Receives instructions and requests from cluster operations, 5 days before Test Day itself and plans and organises given resources accordingly (often at

short notice) to ensure that work is carried out efficiently and effectively
Scan dashboards to monitor performance and identify issues
Deploy engagement plan for Venue Staff. Supports decisions of Operations Manager with the selection of venue staff, sets performance expectations and

maintains positive relations
Supports the functions of confidential materials handling and the Confidential Materials Room (CMR) to ensure British Council standards are met in set up

and day to day operations.
Undertakes sorting and packing of exam materials to for designated test venues. Ensures exams materials are received at Test Centre and stored securely
Supports tasks to reconcile exam materials and papers received are as per plan, report and escalate any discrepancies.
Undertake handling of suitcases and storage of materials. Ensures the proper procedures and documentation is adhered to when handing over to courier

or test day staff.
Ensures proper script receipt tracking, packing and return OR scanning, store and shredding
Supports the selection of suitable venues, planning for Test Day resources ordering, quality, distribution and management (e.g. process guides, stationery,

branding/signage/ technical equipment speaking test/hand scanners)
Provides timely escalation of issues, enabling the adaptation of work plans where necessary.

Customer support
Receives and responds to enquiries from/to customers, and may be a specific point of reference on queries relating to an area of nominated expertise or

responsibility. Identifies where more complex issues require resolution by others and refers them on accordingly
Recognises and understands the impact of incidents arising (e.g. complaints, resourcing problems, logistical or technical difficulties) and proactively alerts

the team leader to any issues of concern that are likely to impact service/project/task delivery or customer experience.

Relationship & stakeholder management
Supporting continuous improvement in the efficiency/cost effectiveness/quality of service delivery/systems in the unit or department
Proactively work with Operations Manager to deliver satisfactory and timely resolution of customer (internal or external) complaints, coordinating input from

other team members as required. Ensures the customer is kept informed throughout the process.
Develops good working relationships and engagement with Venue Staff and appropriate colleagues throughout the BC to facilitate effective and efficient

service delivery.
Act as point of contact and manage escalated issues in country from Venue Supervisors and Venues, supported by Operations Manager / Cluster team

when required.

Risk and Compliance
Undertake contingency and risk management on the ground, liaise with Customer Service, Examiner or Venue Staff to ensure alignment on

communications
Leads in providing support related to compliance or investigations on Test Day and related issues.
Follows agreed corporate risk management processes and procedures when delivering service (e.g. child protection, security policies, financial protocols,

anti-fraud measures) to protect the interests of the BC and its customers at all times.
Ensure adherence to CMR standards and management as set forth and carry out frequent random checks to proactively prevent issues from arising.
Provide support and reporting for audits and performance reviews.

Analysis & Reporting
Uses standard procedures and templates, regularly records, analyses and reports on operational activity such as venue staff performance to support senior

managers in making timely and effective business decisions that respond to operational needs.
Leads wash-up meetings to review Test Day performance delivery, continual improvement and corrective actions

Finance & Resource Management
Monitors and takes responsibility for small-scale resources/cash/stock, following established procedures and ensures that equipment and materials are

available and ready to use when needed

Managing self and others
Plans and prioritises own work activities, which span across a range of different work streams, responding to changing and at times competing

requirements to ensure effective delivery of responsibilities over a weekly/monthly time horizon.
Tasks and coordinates others (e.g. internal colleagues or external contractors/suppliers) to complete time-limited, straightforward activities, within

established procedures, in order to ensure efficient delivery of services. Monitors task completion to agreed quality and time standards.

Role specific skill, knowledge and experiences:
Demonstrable experience, in large complex international organisation of:
Experience working in a busy operational environment delivering high levels of customer service.
Ability to ensure compliance, risk and security standards are monitored and maintained.
Experience working in Exams (desirable)
Experience of supporting on delivery of computer-based exams (desirable)
Track record of working in a tightly controlled process driven environment (desirable)

Person Specification
Diploma or Degree holder
English language skills at B2 level

Role Benefit

13th month salary

18days of annual leave

Exams bonus

Health insurance

Terminal Gratuity

Closing Date for Application. Wednesday, 25th October 2023

A connected and trusted UK in a more connected and trusted world.

Equality , Diversity, and Inclusion(EDI) Statement

The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.

The British Council iscommitted to safeguarding children, young people and adults who we work with.

We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Councils Safeguarding policies for Adults and Children.

If you have any problems with your application please email [email protected]

Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ASK HR email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.