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Exams Planning & Scheduling Coordinator

Exams Planning & Scheduling Coordinator

British CouncilBucharest, European Union, RO
30+ days ago
Job description

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 2021–22 we reached 650 million people.

British Council Romania is looking for  Exams Planning and Scheduling Coordinator in Bucharest

Role Purpose :

The purpose 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 South East EU Exams Cluster, with a day-to-day focus on the sub-Cluster in which the role is situated.

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 opportunities / challenges for this role :

  • Planning to optimise available physical and operational resources given demand
  • Communicating effectively when working virtually
  • Working on short notice

Main Accountabilities for this role :

Product Service Delivery

  • 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 situations
  • 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 and 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 and 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 manages’ 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.

    Essential qualification for the role would be :

  • English language skills to the CEF C1 level
  • Pre-existent right to work in Romania or ability to obtain such rights is compulsory
  • Planning and organising experience preferably for a large number of staff
  • Experience of managing risk
  • University degree in any subject or relevant qualification
  • Romanian language skills to the CEF B2 level

    • Location : The role could be based in : Romania (Bucharest, Cluj or Iasi), Bulgaria, Greece (Athens)

    Contract type : Full time, 2 years (high possibility of renewal)

    Pay-band : 4 / H

    Requirements : Candidates must have the legal rights to work in country of location at the time of application

    Closing date and time : Wednesday, 21 August 2024, applications will close at 19 : 29 UK time

    A connected and trusted UK in a more connected and trusted world.

    Equality , Diversity, and Inclusion (EDI) Statement

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    Planning Coordinator • Bucharest, European Union, RO