IELTS Admin Assistant at IDP Education Ltd

Role purpose

• The IELTS Administration Assistant is responsible for providing administrative support to the Nigeria IELTS Test Centre Administrator in accordance with IELTS regulations and IDP policies. Strict adherence to test security and administration requirements is an essential part of the job.

Key Accountabilities
Customer Service

• Ensure all test candidates receive exemplary customer experience at every contact point before, during, and after sitting the IELTS test.
• Ensure all staff involved in testing are culturally sensitive.
• Provide clear, comprehensive advice to general enquirers and ensure that more complex enquiries are forwarded to the correct person for a response.

Business Acumen

• Assist in the management of the budget for IELTS testing in the designated region, including test revenue and all associated costs (staff, venue, storage, premises, etc. Provide regular management and financial reports on testing as required.
• Assist the Test Centre Administrator as required to ensure all business operations provide annual business plans that are aligned with IELTS Business objectives.
• Continually monitor test day availability and capacity to ensure centers meet current demand.

Quality

• Assist the Test Centre Administrator in the conduct of audits on IELTS test centers as scheduled and provide documented feedback and reports.Ensure both test centers and off-site testing operations are managed within the IELTS operating procedures.
• Assist the Test Centre Administrator in adhering to PSN policy and procedure of all Examiner Trainers and Examiners.
• Work in a professional manner with stakeholders and in accordance with organizational values.
• Monitor all current contracts to ensure terms are adhered to.
• Inform the Test Centre Administrator of issues regarding risk management / security to ensure center compliance with security policy and procedures.
• Process all invoices in a timely manner.

Operations Management

• Support the Test Centre Administrator with the following activities:Supervision of IELTS testing conducted in designated test centers/locations.
• Financial and statistical reporting and invoicing conducted accurately and on time.
• Independently perform self-audits on the relevant IELTS test center as required and provide documented feedback and reports.
• Manage the regular Clerical Marker monitoring program and the production of reports as required.
• Manage the delivery of projects on time, within budget, and in accordance with annual plans and targets.
• Supervise Administrative Assistants on tasks/projects as required.
• Identify and leverage opportunities to increase cooperation, efficiency, and operational effectiveness between IDP’s student placement and IELTS operations.

Client Management

• Assist in stakeholder management activities to maintain stakeholder satisfaction and integrity of the test.Assist Test Centre Administrator to build and maintain a good working relationship with stakeholders both internal and external ensuring that all business outcomes are satisfactorily met.

Project Service Enhancement

• Work with the Test Centre Administrator on projects identified because of IELTS Partner Working Groups.Assist the Test Centre Administrator with preparation of management reports.
• Participate in reviews of IELTS manuals and procedures for test enhancement.

Test Day Tasks
Exam Venue Preparation

• Prepare test materials, venue, and invigilators (including training and documentation).

Exam Start

• Brief invigilators, manage candidate flow, and ensure secure material handling and registration.

During Exam

Oversee test administration, manage incidents, and record attendance.

Exam Finish

• Supervise material collection, inventory, candidate exit, and staff timesheets.

Post-Exam

• Organize material handling, destruction, and marking.

Required Experience

• Educated to bachelor’s degree level or equivalent.
• Relevant work experience relating to administration and business support activities.
• Fluent in English.
• Strong administrative skills.
• Outstanding communication skills and able to communicate effectively with different stakeholders with varying needs (students, parents, institution representatives, colleagues etc.).
• Customer focused, with a passion for providing outstanding service.
• Ability to proactively identify, analyze and solve problems effectively.
• Sound judgment and the ability to make decisions and act with integrity, in the best interests of IDP.
• Excellent planning and organizing skills with the ability to manage multiple competing priorities.
• Sound IT skills – Microsoft Office suite, CRM system.