IELTS Exams Administrator (Systems & Block Bookings) at Mobile Testing Solutions Ltd ("MTS")

Career Opportunity 

Mobile Testing Solutions Ltd (“MTS”) provides examination services to a wide range of global clients across UK and Ireland and also have an online language school specializing mainly in IELTS exam preparation courses.

MTS is currently looking for an IELTS Exams Administrator (Systems & Block Bookings) at its London headquarters, situated at 65 Westcroft Square, London on a 12-months fixed term contract basis.  

| IELTS Exams Administrator (Systems & Block Bookings)

Job Details:

• Full-Time (Mon-Fri, 9am-5pm, 35-hour working week 35 hours per week)
• Salary: £23,000 to £26,000 p.a., including London weighting
• Private Health Plan
• Defined Pension Plan from NEST
• Role type: Fixed-term (12 months), with a high likelihood of making permanent after first year
• Location: Hybrid role at our Head Office at 65 Westcroft Square, London, W6 0TA, UK
• Eligibility: Must be eligible to work in the UK
• Start date: Immediate start
• Reporting To: Senior IELTS Exams Administrator (Systems & Logistics)

Main Responsibilities: 

• Process test-taker applications, following standards and processes set by MTS and/or exam bodies, using a range of systems and databases
• Create outputs from the exams systems such as attendance registers, seating plans, etc, and ensure these reach the correct recipients locally through the correct secure platform
• Support the line manager in coordinating the scheduling of all Test Administrators, examiners and other test staff for all MTS’s test days ensuring staffing corresponds to the number of test takers
• Process financial data for test payments and ensure systems are updated and reflecting accurate and up-to-date data during test preparation
• Ensure all IELTS test session are prepared (away days, group bookings, public bookings)
• Communicate of upcoming IELTS test sessions of (confirm/cancel), sharing test day details (test taker numbers, times of arrival, staff names etc) and ensure all need-to-know information is communicated to all the parties involved (MTS staff, external staff, test venues)
• Ensure accurate and timely data entry in exam’s systems
• Release all IELTS test dates on  Plan Exams/ORS2 and MTS website backend according to MTS’s test date schedule, in line with the SLA in place with the Exams Board and ensuring all test date systems are updated in a timely manner
• Monitor the capacity of test sessions, suggesting to senior and IELTS exam managers of any new sessions to be opened/closed
• Work with IELTS pre-test logistics administrator to ensure that paper-based orders correspond with capacity across all systems
• Receive incoming requests for IELTS exam group bookings (‘block bookings’) and support the scheduling and administration of group bookings for schools, colleges and other customers (eg NHS Trusts, commercial companies) until the point of test preparation where Pre test team will finalize this and keep all the parties involved informed (test times, number of test takers etc).
• Maintain accurate record-keeping of all group bookings and generate invoices to group booking customers, with the support of the Finance Team
• Liaise with the Finance Team on credit control of any  invoice discrepancies for group bookings
• Liaise with the Finance Team on any profit-share arrangements with local agents selling group bookings and provide required data to support this process
• Maintain a database of group booking customers enabling MTS to communicate and market its products and services and help grow the group booking business
• Provide excellent customer care to group booking customers, anticipating and responding to customer needs and requirements with a commercial mind-set.
• Develop positive working relationships with key block-booking customers, seeking to win new and repeat business and achieve the highest levels of customer satisfaction.
• Work with the marketing function to measure group booking customer satisfaction, capture testimonials for satisfied group booking customers, and work to resolve any complaints or areas for development.
• Coordinate and deliver ‘thanking’ activities for regular group booking customers and similar customer care activities.
• Work with IELTS administrator (pre-test)  to schedule examiners depending on their status
• Work with senior IELTS administrator  and Exams Manager  to ensure pre- test team have all information regarding block bookings, so that all block bookers have a smooth test day experience
• On occasion process test-takers requiring special requirements (SR) (eg disability) to agreed policies, eg for modified test materials and ensure that all SRs are accommodated successfully, and that SRs are communicated to local venue staff and other relevant individuals. To feedback any issues arising from the failure to successfully implement SRs to Customer Care colleagues.
• Act occasionally as an usher/test administrators at MTS venue exam sessions taking place on weekdays.

Person Specification: 

• Diploma in Business Administration, or equivalent
• A minimum of 1-2 years of experience in  a full-time office or administration role
• Proven experience in invigilation of high-stakes exams
• Excellent attention to detail
• Customer Centric
• Can Do Attitude
• Excellent organizational and time management skills
• Ability to work effectively under my own initiative and under pressure
• Good communication and interpersonal skills
• IT Literate

If you think that you have the right profile for this position and you wish to join our friendly and dynamic team, please do submit your application.

Closing date: 02 September 2024. The process may be extended if adequate applicants not received.

Management reserves the right to call only the best candidates for an interview. If you have not received any communication within one month after the closing date, please consider that you may haven’t been selected for this role.