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Job title:Exams Assistant (Test Day, CMR and Post Exam Processing) Germany
Contract Type: Indefinite
Location: Berlin, Germany
Requirements:Candidates must have the legal rights to work in country of location at the time of application
Starting salary: 2.498 gross (12 months)
- fixed gross allowances totalling 14,33% of annual gross pay
- 30 leave days
- bank holidays
- Working from home allowance in case of structural hybrid work patterns
- monthly net allowance (GIVVE card) and a lumpsum payment in case of death in service.
- EAP (Employee Assistant Program) - employee support service provided by qualified clinicians and professionals who are experts in fields such as well-being, family matters, relationships, debt management, employment issues, consumer rights and counselling.
The purpose of this role is to support effective and efficient delivery of Exams within a location as well as post-exams processing. This role will be the point of contact for venues/venue supervisors on the day and will support the management of venue staff and examiner engagement, relationship and performance. The role will support the resolution of risks and issues, including customer communications directly or through customer services. The role will support the safe handling of confidential materials in accordance with compliance standards during the multiple exchanges in country/location. This includes movement and activities related to the primary storage area known as the Confidential Material Room (CMR), as well as final preparations of the Exam delivery before and during the test day. This role includes support in running test day activities, including preparation of all test day materials e.g., stationary, uniforms, banners and IT equipment. The role is also responsible for timely scanning and submitting of exam papers to meet requirements for marking as well as for processing enquiries on results.
Main opportunities and challenges for this role:
To ensure delivery of exams at test centre level, working with new systems and processes and ensuring that new ways of working are taken up and adhered to.
Main accountabilities but not limited to the following:
Product Service Delivery:
Supports the selection of suitable venues by viewing venues identified by Cluster Operations Planning function (if required).
Receives exam materials and stores them securely in the Confidential Materials Room (CMR).
Undertakes sorting and packing of exam materials for designated test venues and supports exam materials reconciliation.
Arranges transport of confidential materials and resources required on test day to the exam venue.
Acts as a point of contact for Venues and Test Day Staff 48 hours prior to and on the Test Day.
Ensures proper procedures and documentation is adhered to when handing over exam materials to courier or Venue Staff (VS).
Distributes sufficient resources to venues as per requirements (e.g., process guides, stationery, branding, signage, technical equipment).
Ensures proper script receipt tracking, packing and return OR scanning, storing and shredding. Inputs exam results into Awarding Bodies platforms.
Scans post-exam scripts and/or despatches to Awarding Bodies. www.britishcouncil.org 3
Produces TRFs and certificates and issues results to candidates. Sorts and delivers B2B certificates to B2B Ops Support function, if required.
Processes Enquiries on Results with the Awarding Bodies.
Provides timely escalation of issues, enabling the adaptation of work plans where necessary.
Supports continuous improvement in efficiency, cost effectiveness and quality of service delivery by using standardised systems and processes.
Performs financial duties relevant to the function (e.g., raising POs, processing invoices, etc.).
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 relevant teams to any issues of concern that are likely to impact service/project/task delivery or customer experience.
Risk & compliance:
Ensures adherence to Business Assurance standards (e.g., management of CMR, incident reporting, raising awareness of security standards in the team).
When requested carries out random checks on Test Day to prevent issues from arising.
Provides support and reporting for audits and performance reviews.
Follows agreed corporate risk management processes and procedures when delivering services (e.g., child protection, security policies, financial protocols, anti fraud measures) to protect the interests of the British Council and its customers at all times.
Managing self &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.
Monitors internal colleagues or external contractors/suppliers task completion to agreed quality and time standards.
Test Day Support:
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.
Role specific knowledge and experience:
Experience in identifying and minimising risk.
Ability to understand compliance regulated procedures.
Working in a challenging environment against tight deadlines.
Experience of supporting on delivery of computer-based exams
English language skills to the CEF B2 level
German language skills to the CEF B2 Level
Closing Date:Sunday, 3 December 2023 at 22:59 CET time
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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.
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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.
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