British Council - Exam Services Assistant Vacancy

Job title	Examinations Services Assistant	Department/office	Examinations Tanzania
Job holder	Vacant	Job code
Job type	Full Time	Pay band	2
Line manager	Examinations Services Manager	Post-related allowances	N/A

Job description

Guidance on completing job descriptions can be found on the HR intranet site at http://bcnet.britishcouncil.org:8000/hr/pmpd/example.htm

Job aim		To assist in the delivery of high quality customer focused exam administration ensuring that both the needs of the customer and British Council are met while ensuring the BC’s objectives are kept in focus.
Number of staff managed		0	As line manager	0	As countersignatory	0
Finances managed		0
Duty and standards – measurable in terms of time, cost, quality or quantity. Please note this list is not to be regarded as exclusive.
1 Duty (40 %)	To assist the ESM in the examinations delivery - Input and filing of exam entries Cambridge and IELTS applications - Input of IELTS results in system - Preparing and filing of Statements of Entries, Statements of Results and certificates for distribution to candidates - Distributing IELTS certificates by post - Despatching exam papers - Preparing candidate, invigilator and examiner schedules (at least three months prior to exam) - Preparing examination material - Ensure exam schedules are up to date - Scheduling invigilator training - Input Scorecard into workbook and prepare Scorecard feedback
2 Duty (20 %)	To deliver customer focused service to both internal and external customers - Attend walk-in customers - Ensure that all examinations queries received are answered within 24 hours - Answer the phone within 3 rings using corporate greeting - Update Examinations Contact listings quartely - Make sure promotional material is up to date and appropriately displayed - Agreed action to promote and support Equal Opprtunties and Diversity in the workplace
3 Duty (30 %)	To assist Examinations Services Manager in the efficient and effective management of Exam finances - Raise Purchase Orders to pay invigilators and examiners - Ensure that all raised Purchase Orders and supporting documentation are handed over to - Resources for payment and filed. - Ensure invigilators banking details are up to date - Help trace discrepancies In income reconciliations
4 Duty (5 %)	To assist administratively the ESM - Assist Examination Services Manager in the stock control - Keep logs up to date
5 Duty (5 %)	Learning and Development - performance agreements are completed in accordance with corporate HR policy - a maximum of 6 days of training and development is completed annually - feedback on completed training is always given to line manager - BC publications/bulletins and general items relating to Examination Service are regularly read

Person specification

Managers should select competencies from the Organisational Skills Profile and should use no more than 8 for recruitment and selection purposes.

	Criteria: behavioural competencies (assign levels), skills, knowledge experience, and specialist qualifications.	Essential (E) or desirable (D).	All criteria will be used for performance management purposes. Indicate here (Y or N) if a criterion is to be used for recruitment and selection.	If a criterion is to be used for selection, please state here how it will be measured (e.g. application form, interview, performance evaluation
	Behaviours
1	Customer Service Orientation Level 1 Delivers a Service Keeps customers up to date and informed. Acts promptly to ensure customer problems are resolved. Makes him- or herself available to the customer. Interacts well with all customers. Understands that each customer is different. Delivers what is expected, not what they think the customer wants or needs.	E	Y	Application/Interview
2	Teamworking Level 1 Works Co-operatively Willingly co-operates. Is not afraid to seek advice from others. Puts in extra effort when needed to help others. Recognises that the ways of getting things done in different departments, organisations and communities are not the same.	E	Y	Application/interview
3	Flexibility Level 2 Applies Procedures Flexibly Applies rules or procedures flexibly, depending on the individual situation, to accomplish tasks or activities more effectively. Responds effectively to changing circumstances. Remains focused when faced with competing demands. Makes reasonable adjustments to ensure maximum effectiveness and motivation of self and others.	E	Y	Application/interview
4	Achievement Level 2 Works to goals and manages obstacles Understands and works towards goals set by others. Measures progress against targets. Seeks to understand reasons for obstacles and to find ways to overcome. Acknowledges the work and contribution of others.	E	Y	Application/interview
	Generic Skills
5	Computer Skills Level 2 Use voting buttons on emails sent and received Manage distribution lists Manage own appointments and set reminders using the Calendar function. Set up own Calendar to allow at least read-only access to Calendar to a suitable set of colleagues. Check for colleague’s availability using Calendar. Change views (reading pane, sorting, calendar, etc) Use tracking facilities Restore deleted items Create, organize and manage message folders Create and maintain contacts Add and remove toolbars	D		Application/interview
6	Communication Level 1 Identifies the main points and ideas in different types of documents Asks questions when he/she does not understand what he/she is reading or to clarify the issue Understands how to use different kinds of documents for different purposes (i.e. letters, memos, reports etc.) Writes clearly, in a style suited to purpose and with the needs of the reader in mind Makes sure information is well organised and easy to use Avoids jargon and explains acronyms and technical terms where the reader is unlikely to understand them Avoids discriminatory language	E		Application/interview

Any special requirements of the job, including any legal requirements e.g. restrictions on employment, occasional unsocial hours, flexible working, passport status.

Ocassional unsocial hours and working over the weekends required.

(Quote Vacancy Title)
British Council
P.O. Box 9100
Samora Avenue / Ohio Street

Dar es Salaam
Tanzania
E-mail: info@britishcouncil.or.tz