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Role Title: Assessment Coordinator

Location: Hybrid – Head Office (Euxton, Chorley), Working from Home and Customer Sites

Accountable to: Assessments Manager

Salary: £22,000 – £23,500

Working Hours: 37.5 Per week (Monday to Thursday 8:15am – 5pm and Friday 9am -3pm)

Purpose of Role:

The Assessment Coordinator plays a pivotal role in our organisation, primarily focusing on the seamless facilitation and coordination of the assessment process. This includes a wide array of responsibilities such as overseeing collating exam bookings for Apprentices and coordinating invigilators. A key aspect of this role involves maintaining up-to-date records and processes within the department, ensuring effective communication with other teams as necessary.

The role demands meticulous attention to detail in scheduling exams and assessments at the appropriate times and locations for all apprentices and learners. Additionally, the Exam Coordinator will be instrumental in fostering a collaborative environment, liaising between various departments and our customers to provide essential support and guidance. This position requires a proactive and organised approach to ensure all operations run smoothly and efficiently, aligning with the organisation’s standards and objectives.

The primary purpose of this role is to ensure the smooth and efficient coordination of all aspects related to examinations for learners. This includes a wide range of responsibilities from managing exam schedules, handling administrative tasks, to maintaining communication with learners and mentors. The role demands a meticulous approach to record-keeping and a proactive stance in dealing with changes and updates.

Principle Responsibilities:

Communication

• Handle all emails related to exams, ensuring clear, positive, and constructive communication.
• Communicating effectively with mentors, apprentices, and learners about resits and support options.
• When relevant communicate to employers about their apprentices in learners to ensure all stakeholders are aware of exam series.
• Work closely with the accounts department to ensure invoicing for exams are correct and minimise and resolve any irregularities.
• Collaborating closely with other teams to ensure seamless exam coordination.
• Update stakeholders on any change in process or policy relevant to this role.

Record Keeping and Reporting

• Managing various logs (Cancellation, Exam, Alteration) and general trackers with a high level of accuracy.
• Creating and updating bespoke exam schedules for individual learners.
• Consolidating exam pass rates, generating failure reports, and preparing other reports as needed.
• Ensure KPI’s are updated on a monthly basis.

Exam Administration and Time Management

• Handle all emails related to exams, ensuring clear, positive, and constructive communication.
• Communicating effectively with mentors and learners about resits and support options by keeping systems and data sources up to date and accurate.
• Coordinate the sending out of books and study guides to apprentices and learners in an accurate and timely manner.
• Ensuring compliance with external bodies by sending completed registers and other reports when needed.
• Facilitate reasonable adjustment applications and support customers with special consideration applications.

Invigilator Coordination

• Sourcing and coordinating with invigilators, ensuring they are punctual, well-trained, and informed.
• Coordinating all aspects related to invigilators, including scheduling and logistical support.

Ownership and Accountability

• Taking full ownership of tasks and responsibilities, working under the guidance and support of the Assessments Manager.
• Ensuring that all duties are carried out with a sense of responsibility and ownership, reflecting the high standards of the role.
• Regularly updating and checking laptops and other examination equipment for optimal functionality.
• Ensuring the cleanliness and readiness of facilities, including kitchen and exam rooms.

Communication

• Communicate with all colleagues and external points of contact face to face, by telephone, or in writing in a clear, concise, and professional manner
• Interpret and respond clearly, effectively, and in a timely manner to requests for information from colleagues, managers, directors, and external agencies
• Understand business demands and expectations and deliver against these in line with the company’s high standards
• Communicate within the team, supporting others where necessary
• Contribute to team meetings and events as and when required
• Developing and manage relationships with internal and external stakeholders
• Following instructions and asking appropriate questions
• Ensure that all deadlines are met in a timely manner and people are kept informed of progress

Teamwork

• Establish and maintain effective working relationships with colleagues, managers, and customers
• Ensure that all deadlines are met in a timely manner and clients/colleagues are kept informed of progress
• Influence people positively demonstrating a “can do” attitude
• Contribute to formal and informal discussions with colleagues to generate new ideas and approaches
• Enjoy working as part of a team but be capable of working autonomously

Administration

• Effectively use Microsoft Office applications, Word, Excel, PowerPoint and Outlook
• Adhere to procedures relating to the proper use and care of equipment and materials for which the role has responsibility
• Maintain accurate paper and electronic records
• Identify problems and respond in a timely fashion

Other

• Pro-active approach to work
• Excellent attention to detail
• Have a willingness to go the extra mile and always strive to seek job satisfaction
• Ensuring own personal workspace is kept clean and tidy. The company expects you to respect company property and to report any misuse of same to your immediate line manager
• Remain up to date with professional knowledge by participating in learning opportunities
• Ensure all Safeguarding, GDPR and Health & Safety procedures are effectively carried out
• To comply with the company handbook policies and procedures
• To act at all times to promote equality and diversity ensuring inclusive and integrated services
• To undertake any other duties appropriate within the broad remit of the role
• Ensure any issues concerning quality and customer care are reported to management

Note:

The details contained in this Job Description summarise the main expectations of the role at the date it was prepared. It should be understood that the nature of individual roles will evolve and change. Consequently, the company will expect to review and revise this Job Description from time to time and will consult with the post-holder at the appropriate time.

Benefits:

• Free parking
• On-site parking
• Work from home

Schedule:

• Monday to Friday
• No weekends

Supplemental pay types:

• Bonus scheme
• Performance bonus
• Yearly bonus

Education:

• Certificate of Higher Education (preferred)