IELTS Administrator -Contract

Graham Healthcare Group · Vancouver

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Job Title 

Job Description

Manages the Kaplan Toronto IELTS test venue. Performs a variety of administrative functions. Provide excellent customer service to test takers and prospective candidates. Work towards growth of Toronto venue by identifying obstacles and implementing solutions. Provide supervision on weekly test days on Saturdays and Sundays. May compose memos, transcribe notes, and create presentations. May generate reports, handle multiple projects, and prepare and monitor invoices and expense reports. May assist with compiling and developing the annual budget. Work closely with Test Centre Administrator on every aspect of managing multiple test venues and test delivery.

• Provide high quality customer service to candidates in all aspects of IELTS test such as registering, paying, remarking and sending results to receiving organizations

• Develop and maintain a strong working knowledge of policies and procedures related to secure and smooth IELTS test administration

• Operate IELTS and Kaplan electronic systems including ORS, IWAS, Plan Exams, IAM, CentreNet, EMM Portal, iSecure, ePC eXam (eScan), Microsoft Office, Class, and Moneris

• Maintain records, inventory, compile reports, and securely handle confidential information and materials

• Plan, coordinate and supervise test day, ensuring the highest standard of customer service, security, accurate counts of materials, appropriate space and staff; ensure timely completion of duties and strict compliance with IELTS policies

• Plan, prepare and carry out pre-test, test day, and post-test administrative procedure

• Planning and executing staff training to ensure the best quality of customer service and compliance

• Financial management: record payments, produce & send receipts, produce and maintain staff payment records, etc.

• Coordinate with IELTS and Kaplan marketing teams and subcontractors or venues as necessary to produce marketing and communication materials online, in print, radio, television or other media as required

• Keep and maintain electronic records and backups of IELTS materials

• Regularly communicate with partners, test takers, Kaplan staff, venue staff, and examiners

• Maintain and update test centre Website using Wordpress, Elementor, etc.

• Coordinate mailings of test results on expedited and regular schedules, handle and organize shipments of test material to other venues

• Create and update social media sites and marketing materials

• Hiring and managing of test day examiners and staff as needed

• Work with Test Centre team to plan and implement strategies to grow the Toronto IELTS venue

Minimum Qualifications

• Minimum 1-2 years’ experience in customer-centric sales and business or operational setting

• A sales-oriented, target driven individual with an entrepreneurial attitude

• A flexible and positive outlook, coupled with a creative mindset

• An understanding of students’ needs and a customer-centric, empathic perspective

• Great team spirit and the willingness to go above and beyond

• Ability to build strong relationships, internally & externally

• Exceptional interpersonal and communication skills and confidence to engage with leads

• Bachelor’s Degree or equivalent

• Ability to work evenings and weekends

• Must be authorized to work in Canada

• Strong Computer Skills (Word, Excel, PowerPoint)

• Strong English skills (Advanced, IELTS 7 or higher)

• Ability to work at more than 1 location as necessary

• Excellent organizational skills, communication skills, time management ability

• Attention to detail, commitment to problem-solving

Preferred Qualifications

• Prior experience with exam supervision, particularly IELTS.

• Familiarity with IELTS platforms such as ORS, IWAS, Plan Exams, IAM

• Experience in a higher education business or operational setting

• Experience with database systems

• One or more foreign language ability

Once hired, must

• Be aware of who is the designated safeguarding Lead for Kaplan Languages

• Be aware of how to identify safeguarding concerns and how to appropriately respond to these

• Complete, in a timely fashion, any safeguarding training assigned to you

• Report any safeguarding concerns to the Designated Safeguarding Lead (DSL) in the school

• As a member of the school team, be responsible for all aspects of our students safeguarding and welfare in conjunction with the wider school and company management teams

• Must pass a criminal background check

Physical Requirements

• Sitting

• Standing

• Walking

• Climbing

• Lifting up to 50+ pounds 

• Pulling

• Pushing

• Carrying

• Grasping

• Reaching

• Bending

• Visual Acuity

• Color Determination

• Speaking

• Listening

*An equivalent degree abroad or acceptable experience in lieu of education: two years of experience for every year of formal education required

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Kaplan lnternational is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. If you require any adjustments or additional support within the recruitment process, please contact us directly.

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