Exams Planning and Scheduling Coordinator - Tenders Global

Exams Planning and Scheduling Coordinator

  • Anywhere
  • Posted 5 months ago

British Council


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.

Exams Planning and Scheduling Coordinator – PB 4 (H)

Based in Rome or Milan (Italy) – Please note that for this position, norelocation is provided.

Candidates must have pre-existing permit to work in Italy. Candidates must state in their application that they have the requirement.

Permanent contract – Full time 35 hours per week (Monday to Saturday, 5 days). Annual gross salary from 29,000.00 to 38,000.00 depending on relevant previous experiences.

Deadline for applications: Sunday 26 November 2023 at 23:59 CET

Purpose of the role

Thepurpose of this role is to translate the agreed demand into capacity/resource requirements for venues and test materials to fully optimise operations and margins while maintaining service levels, maximising agility and ensuring contingency. It will also manage, monitor and adapt the plan to changing requirements reporting on capacity fill, effectiveness of planning, utilisation, productivity and cost to serve. This role will coordinate the search for suitable Test Day venues and their contracting, online registration for all products, compilation of final entry listings, exams/candidates timetabling.
This role will be part of the Cluster Planning and Scheduling Team and will deliver services to all countries in Italy, Malta, Croatia and Slovenia Cluster.
This role will be required to manage remote relationships within cluster/countries and ensure counterparts understand requirements and execute to plan on Test Day.

Main Accountabilities

Product Service Support
Coordinates rolling 18-month single plan for all products down to Test Day.
Translates demand into capacity plan for exam sittings, venues and exam materials, ensuring relevant KPI/business performance measures are met.
Leads on all online Registration and Pay solutions, including demand utilisation analysis, ensuring effectiveness of planning, utilisation, productivity and cost to serve.
Leads on compilation of Entry listings and delivery to Awarding Bodies according to standards and deadlines.
Ensures that orders for examination materials are placed with Awarding Bodies by set deadlines.
Leads on second stage exams enquiries during registration, including Special Arrangements processing.
Leads on timetabling and candidate allocation.
Leads on generation and issuing of confirmation of entries.
Implements agreed venue strategy for all open and closed exam sessions where venues are identified and provided by the British Council. Works with venue owner to book the venues for Test Day.
Follows guidance to secure venues and collects feedback from Test Day team in country on venue performance.
Performs financial duties relevant to the function (e.g. raising POs, processing invoices, etc.).
Hands over Plan to Test Day team, min 98% complete.

Relationship & stakeholder management

Supports continuous improvement in the efficiency/cost effectiveness/quality of service delivery/systems in the unit or department.

Risk & Compliance

Follows Contingency Plan and manages risks related to supply.
Uses standardised processes with agreed corporate risk management procedures relevant to service delivery (e.g. child protection, security policies, financial protocols, anti-fraud measures) to protect the interests of the BC and its customers at all times.

Analysis & Reporting

Supports regular planning/capacity meetings.
Gives input to relevant dashboards and reports, including cost to resource analysis.
Provides input to reports for the corporate audit frameworks.

Leadership & management

Motivates and encourages team performance both face to face and virtually.
Plans and prioritises line mangees operational activities and supports team knowledge and skills development towards effective delivery of services.

Test Day Support

Where appropriate this role will be part of a team carrying out Duty Officer duties on a rotational basis supporting test day delivery. The test day roster will include some early morning and weekend cover.

Knowledge and experience


Working in a challenging environment operating against very tight deadlines
Experience working in a compliant and regulated environment
Planning and organising experience preferably for a large number of staff

Experience of managing risk

British Council Core Skills

Managing people (level 2) Supervises a small team

Supervises a small team of people doing similar jobs to deliver short term tasks to agreed quality and time standards

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 2) Uses data

Reviews available data and identifies cause and effect, and then chooses the best solution from a range of known alternatives

Managing finance & resources (level 1) Uses resources efficiently

Uses resources efficiently- Uses resources efficiently in own role and complies with financial rules and procedures

Managing risk (level 1) Follows good practices

Demonstrates understanding of risk management policies and procedures and record of following them


  • English language skills to the CEF C1 level

Deadline for applications: Sunday 26 November 2023 at 23:59 CET

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.

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