Examination Services Assistant - Baku, Azerbaijan
Wider Europe
Country / Territory
English & Exams
Job Category
Pay Band
Locally appointed Grade J
Vacancy Description
Pay Band - PB 2 /J Duration - 9 months (with possibility of extension) Reports to - Exam Coordinator Deadline - 14 November 2019
Role purpose 

To enhance the quality of customer service, delivery, administration and security procedures associated with IELTS, Educational and Professional (EPE), and Aptis examinations, and to a lesser extent with other products. To support the department in meeting all standards as described in the IELTS Administrator’s Manual and the British Council Quality and Compliance Assessment System. 

About us 
The British Council is the UK’s international organization for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.   

We work with over 100 countries across the world in the fields of arts and culture, English language, education and society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications.   
Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body.   

The British Council’s work in the Education, Society and Skills sectors helps the organization foster links between UK and local organizations, institutions and practitioners. Our work in Education, Skills and Society contributes to greater security, prosperity and inclusion for people living in the UK and globally. 

Geopolitical/SBU/Function overview: 

The English and Examinations Strategic Business Unit (E&E) is one of three strategic business units in the British Council (the others being Arts and Education & Society) all of which have the remit to build trust for the people of the UK by building relationships through aspects of our language and culture.  The British Council’s 2020 vision for English & Examinations is to be the world authority in high quality English language teaching, learning and assessment, as well as the International distributor of choice for UK professional and school qualifications.   

The Examinations business makes a significant contribution to British Council financial sustainability, and as such, it is essential that the business evolves in order to maintain its position in a fast-changing operating context. There is a need to standardize and automate activities across the globe to deliver efficiencies, and there is also a requirement to develop new digital products and services to meet changing customer demands and competitive pressures. In a cost and resource-constrained environment, balancing the on-going requirements and allocation of funds will be critical, as will the integration and planning of the implementation of the different changes across a global network of 110+ countries charged with the on-going delivery of impact and income whilst changing key elements of the supporting operational platform. 

Main opportunities/challenges for this role: 
  • An Excellent career path and development opportunities within the team and inside the organisation in other SBU’s  Learning and Development assessment annually depending on needs and requirements for professional development
  • Needs excellent time management skills, also be able to work under pressure with time limits, gets along well with others
  • Being flexible
Main Accountabilities:     
  • Reports corresponding Examination Co-Ordinator
  • Must adhere to the guidelines and administrator manuals provided by the relevant exams bodies
  • Accountable for ensuring that all relevant standards are met for all duties
  • Customer Service, including registration of examination candidates: face to face, telephone and email
  • Administrative support to their relevant Examination Co-Ordinator
  • Back Office organization and administration of IELTS, EPE and Aptis
  • Exams Examination supervision 
  • Other general duties as required      
Back Office organizational and administrative support 
  • Back office tasks in liaison with their relevant Examination Co-Ordinator. These include:
  • IWAS main user
  • Managing expectations stated in the Administrator’s Manual
  • ORS (Online Registration System) for both IELTS and UKVI IELTS
  • BOSS (Back Office Scheduling System)
  • Registration input
  • Provisional entry submission
  • Allocation and timetable communications to examiners, clerical markers and invigilators
  • 1st score input
  • Arrangement for jagged profile remarks (in Administrator’s absence)
  • Test Day materials handover to offsite invigilators (sign in sign out) in Administrator’s absence
  • Test Day materials handover to invigilators (sign in sign out) in Administrator’s absence
  • Sending of statement of registration to candidates
  • Downloading and naming all speaking exam files from digital recorders
  • Managing IAM equipment before and after tests (laptops, cameras)
  • Checking candidate status on a daily basis on ORS
  • Ensure safeguarding and guidelines are applied in line with standards and policy for the following areas:
a. Child protection 
b. Equality Diversity and Inclusion 
c. Health and safety 
d. Environmental Framework   

Examiners and Test Day Staff 
  • Arranging examiners’ and test day staff’s trips and overnight stays for off-sites in Administrator’s absence
  • Administration of Speaking interviews
  • Preparation of the examining schedule in liaison with the Administrator or relevant Coordinator  
Stock Control 
  • Dispatching and tracking of exam materials
  • Destroying test materials in accordance with the Administrator’s Manual
  • Conducting periodic stock check and updating of records
  • Preparing stock control forms to be signed in and out, and filing those used  
Results Processing and Miscellaneous 
Sending extra TRFs by courier and keeping records of those sent/returned
Responding to partners’ requests for information, surveys or feedback
Questionnaire data is input into the correct databases
Ensuring website information is up-to-date and correct  

Other general tasks 
  • PO raiser in SAP
  • Support in organising IELTS-related events
  • Supervision or support for other exams if required
Key Relationships: 
South Caucasus Cluster Examinations Team
BC colleagues from other departments- HR, Facilities, Child Protection, Finance  

  • Speaking Examiners, Test day supervisors and Invigilators
  • Some external customers- mainly universities  
Role Requirements: 
Passport requirements/ Right to work in country: Right to reside and work in Azerbaijan 
Notes:  Police check is required 

Person Specification: 
Language requirements 
Minimum / essential 
  • English at Proficiency Level B1
  • Local language: native speaker.
  • B2-C1   
Minimum / essential 

University Degree Role Specific Knowledge & Experience 

Minimum / essential 
Degree level qualification in relevant area 

Role Specific Knowledge & Experience 
Minimum / essential 
Degree level qualification in relevant area 

Previous experience of examinations administration and procedures 

Role Specific Skills 

Marketing and Customer Service level 1 
Understanding the British Council and its values 
Understanding customer needs 
Responding to customer needs 
Obtaining and evaluating feedback   

Computer skills level 3 (all areas) 

British Council Core Skills 

Communicating and influencing (level 1). Communicates clearly and effectively
Listens to others and expresses self clearly, with grammatical accuracy and awareness of a diverse audience in speaking and writing. 

Managing projects (level 1). Follows project management disciplines 
Works with project management systems and procedures and has a track record of compliance with them as a project team member. 

Managing Finance and Resources (level 1) Uses resources efficiently 
Uses resources efficiently in own role and complies with financial rules and procedures. 

Commercial and Business Development (level 1) Reviews data Applies a range of standard analytical techniques to support business development – e.g. pricing tools, revenue tracking, monitoring sales prospects, audience figures or profit margin. 

Account and Partnership Management (level 1) Supports account management 
Able to research business issues and contacts in stakeholder and potential partner organisations to support account management and business development.