Examination Centre Coordinator
2 months ago
Job Title: Examination Centre Coordinator
Department: Operational Services
Reporting to:
• Operational Collaboration: Campus Operational Manager
Salary: Basic salary
Hours: 45 Hours, Full Time, Normal Hours 08:00am to 16:30pm, 2 Saturdays per month 8:00 to 12:00
Location: As per campus location
Job Summary: The Examination Centre Coordinator is responsible for safeguarding test materials, confirming the identity of candidates, addressing inquiries from callers and visitors regarding various assessments and policies, and providing backup reception duties.
Ethos and Values:
• To ensure the vision for CTU is shared, understood, and effectively implemented.
• To demonstrate a commitment to professional learning and continuous improvement.
• To embody CTU's commitment to excellence, independence, and opportunity in daily operations.
Key Responsibilities:
? Quality Assurance and Security of the Examination Centre
? Administration and Management of Testing Operations
? Sales Administration and Support
? Reception Duties
Professional Conduct Duties and Responsibilities:
• Oversee all examinations with stringent security protocols.
• Manage the ordering of vouchers and confirm examination appointments promptly.
• Register first-time candidates on the vendor platform and ensure accuracy of their details.
Ensure compliance with all safety and security regulations.
• Recertify all examinations annually.
• Execute all administrative tasks related to examinations.
• Maintain records of all international examinations and provide timely statistics to the Head TCA.
• Ensure all financial matters are settled before allowing candidates to take international exams.
• Keep comprehensive records of all bookings and vouchers ordered and received.
• Prevent unauthorized access to the examination centre.
• Continuously monitor and track incidents.
• Inform both the COM and Head TCA of any significant issues.
• Maintain up-to-date system software and conduct inventory checks of all PCs in the testing centre.
• Obtain sign-off from the COM on International Prelims before scheduling career students.
• Accurately capture delegate information in the system.
• Contact delegates via phone or email to confirm appointments.
• Provide a warm welcome to all clients.
• Answer phone calls within three rings.
• Uphold office security by adhering to safety procedures and managing access through the reception desk (monitor visitor logs and issue visitor badges).
• Assist clients with inquiries when possible.
• Respond to queries via email and phone from various clients.
• Ensure compliance with all Health & Safety requirements as per SOP.
• Maintain a professional, tidy, and presentable reception area.
• Update calendars and coordinate meetings.
• Keep the Campus Operational Manager informed of client and student concerns in a timely manner.
• Stay updated on program fees and current promotions.
• Capture Data Cards within two days of receipt and maintain records in files.
• Generate leads for CCP, applications.
• Communicate and provide quotes for prospective second and third-year enrollments.
• Make bookings for Open Days (May & October).
• Treat all staff, students, and clients with respect.
• Meet deadlines.
• Perform other clerical and receptionist duties such as filing and photocopying.
Professional Dress Code:
• Maintain professional communication with all stakeholders.
Experience, Qualifications, and Competencies:
Qualifications:
• Grade 12
• Additional certification in Office Management.
Requirements:
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment.
• Professional demeanor and appearance.
• Strong written and verbal communication skills.
• Ability to be resourceful and proactive in resolving issues.
• Excellent organizational abilities.
• Time management skills with the capacity to prioritize tasks.
• Customer service-oriented attitude.
Relationship Details:
This position will receive training from the COM and Head TCA, with ongoing support and supervision.
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