Examinations Administration Assistant; temporary

Job Vacancy:
Examinations Administration Assistant Overview

Job title: Examinations Administration Assistant (6-month temporary contract, immediate start)

Salary: Competitive (based on qualifications and experience)

Department: Examinations

Location: Sheffield, England

Responsible to: Chief Examiner

Key relationships:
Internal: Examination Staff, Trainers, Level 3 Services Consultants, Marketing, Customer Services;
External: Students, Clients, Examination Centres, Certification bodies

Overall purpose

The post holder will liaise with candidates, companies, exam centres and examination bodies on examination requirements and content, as well as produce and dispatch examination results notices to them. They will also be required to fulfil general day to day administration related duties such as filing, outbound and inbound post, contacting candidates for documentation, data input and management of Excel spreadsheets.

• Transfer the written examination results to the examinations database and produce results notices for candidates, sponsors and examination centres/schemes accurately.
• Consolidate paperwork from the filing system and incoming examinations, chase up missing or incomplete paperwork from candidates, companies and test centres, placing examinations on hold until all paperwork is in place.
• Despatch exam packs and associated paperwork to UK and overseas exam centres by courier & electronic share point systems.
• Ensure that filing records are up to date and completed in a timely manner.
• Deal with general enquiries via email, telephone, and face to face with on-site exam candidates.
• Continually review current processes and suggest and implement improvements via the Senior Exams Coordinator.
• Invigilate Institute of Corrosion (ICorr) examinations on site and remotely.

• Proven administration experience in a busy office environment, with an understanding of the importance of a critical administrative function.
• Strong work ethic with the ability to function well during periods of high pressure.
• Experience of providing a confident, effective and customer-focused service.
• Good communication skills with an ability to communicate complex issues in a clear and professional manner.
• Competent to produce own correspondence with good written English.
• Able to influence, communicate and engage with a wide range of people to obtain required information in a timely and diplomatic manner.
• Ability to work toward tight deadlines and manage priorities, with good personal organisation and time management skills.
• Able to work resourcefully on own initiative, and a willingness to be flexible and multi-task.
• Ability to work effectively as part of a team and contribute to team objectives.
• Logical and numerate with highly accurate data processing skills.
• E-literate and competent in using PC and associated networks and systems (e.g. Microsoft Office) to acquire, manipulate and disseminate information.

• Experience of working in a job share role (covering holidays, etc).
• Experience of invigilating examinations.
• Candidates must have the right to work in the UK without the need for current or future visa sponsorship.

• This job description is intended as a guide to the main responsibilities of the post and is not an exhaustive list of duties and tasks. The post holder may be required to take on other tasks which they could reasonably be expected to perform.
• The post-holder must be willing and able to undertake a reasonable amount of travel as required, both national and international, with occasional overnight stays.
• The post-holder is expected to take responsibility for their self-development which will include attending training in all forms of delivery.
• The post-holder must be willing to undertake some cross-training with other posts within the department to ensure commonality of procedures and flexibility to cater for high workload periods.
• The post-holder is expected to uphold Argyll Ruane values and policies, while contributing to a diverse, inclusive culture and demonstrating an appreciation for the engineering and science community.
• The post holder may request reasonable adjustments due to disability by contacting bry