Exams Co-ordinator

WSET's purpose is to empower people through inspiring learning experiences all over the world. We offer a comprehensive suite of globally recognised qualifications covering wines, spirits and sake.

We are the world s leading provider of qualifications in wines, spirits and sake, delivering over 140,000 exams each year to candidates in over 70 countries via our network of Approved Programme Providers (APPs).

The successful applicant will contribute to a culture of integrity, empowerment, dynamism, and inclusivity within WSET.

Any offer of employment or your ongoing employment is conditional upon the successful completion of a thorough background check by an independent third party.

NB - If you currently work for one of WSET's APPs, you may not be eligible to apply for this role subject to your future career plans and the nature of that role. If you work for an APP either in a self-employed or employed capacity and would like to discuss your eligibility, please contact the hiring manager.

The Exam Co-ordinator will be working with the Exams Manager to implement and deliver the examinations of the WSET School London. Ensuring that there is a systematic approach to the administration of exams and that the exam service meets the quality standards of the Awarding Body. Will be Managing and Processing exam queries and bookings, invigilate exams and take ownership of L1-4 exams. Lead and invigilate exams at all levels and provide guidance to staff and students on the exam processes and procedures.

Duties and Responsibilities

1. Administration of Examination Registration and Results

• In conjunction with the Exams Manager, ensure that all exams are organised and invigilated at all levels and in all regions in accordance with the Awarding Body s operating procedures and regularly lead and invigilate exams.
• Process exam bookings and complete transfers for exams at all levels in a timely manner. Take exam payments, issue receipts, email confirmations and check/monitor that email reminders have been sent for all exams (in-person and remote invigilation).
• Process exam orders in accordance with the exam schedule.
• Responsible for entering student candidate numbers into the database and maintaining student records.
• Chase Exam team (Awarding Body) for electronic exam packs not received on time.
• Ensure the printing and checking of exam packs are completed in a timely manner and securely stored.
• Collate and return exam papers to the awarding body after the completion of the exams.
• Co-ordinate and manage the delivery of exams via Remote Invigilation for Levels 1&2.
• Assist with the processing of diploma registrations.
• Check the weekly school schedule (sent by the Ops team) to ensure that all exams are accounted for, alongside the exam schedule.
• Handle daily student queries by telephone and email and provide timely responses.
  
• Process applications for special consideration, reasonable adjustments, and the post-results services on behalf of students and send to the awarding body.
• Issue exam results and certificates in accordance with the awarding body s operating procedures and complying with GDPR UK and other relevant legislations.
• Support the Exams Manager with the management of Diploma exams, taking the lead if necessary. In conjunction with the Exams Manager, ensure that all exam materials are prepared in readiness for despatch to external venues for Diploma exams.
• Assist with external exams, including registration of students, invigilation and other exam duties as required.
• Ensure that exam papers and other exam materials and stationery are kept secure and confidential.

2. Customer Service

• Communicate politely, quickly, courteously, and accurately with students by telephone, emails from the WSET School Exam mailbox and/or face-to-face.
• Listen to students and identify and assess their needs to achieve a satisfactory resolution.
• Promote future courses to students and drop-in customers, where appropriate.
• Work closely with the Exams Manager to develop a good understanding of Diploma procedures to ensure excellent customer service.
• Ensure that comments and suggestions from students are recorded and fed into the relevant planning activities.

3. Staff Development

• Undertake self-development where appropriate.
• Undertake training and development in line with your training and development plan.
• Prepare and actively participate in one-to-one meetings and performance reviews with the Exams Manager.

4. Other Duties

• Regular Saturday morning and weekday evening invigilation of exams at WSET School, London.
• Responsible for requesting stationary supplies for the WSET School Exam Team, ensuring these are ordered on a timely basis.
• Participate, if required, in trade fairs and other promotional events, i.e., annual WSET functions.
• Contribute to the successful overall operation of the Trust by undertaking any other tasks as may be requested from time to time.

Person Specification

Essential

• Studied to a minimum standard of GCSE (grade C or above) or equivalent, in English and Maths.
• Excellent Customer Service skills.
• Previous experience of working within a very busy office and/or exams environment.
• Excellent organisational skills and the ability to multi-task and prioritise.
• Excellent written and verbal communication skills.
• Understanding of how to deal with confidential information and basic understanding of GDPR UK legislation.
• Team player, with a willingness to learn.
• Computer literate with proficiency in using MS Office 365, and in particular Excel, Mail Merge, and the ability to use Microsoft Dynamics.
• Meticulous attention to detail and enthusiastic about continual improvements.
• Ability to work Saturday mornings and evenings (as/when required).

Desirable

• Hold WSET qualifications.
• Knowledge of wine and spirits industry

UK Benefits

Annual Leave - 27 days pa + public holidays, increases with service; ability to buy/sell 5 days

Pension (options available after three months):

5% Employee (EE) 3% Employer (ER) contributions.

Option 1: 3% EE 5% ER

Option 2: 5% EE 8% ER

Option 3: 7.5% EE 12.5% ER

Option 4: 9% EE 15 ER

Health insurance (after three months):

Vitality scheme - post probation - Access to virtual GP appointments, Rewards include Caffe Nero drinks, Cinema Tickets, Apple Watch, Cash Back on Waitrose shopping, Amazon Prime membership, 75% off at Champneys, 6 month subscription with HeadSpace, Discounted Weight Watchers membership and gyms such as Virgin Active, Nuffield Health and David Lloyd, Smoking Cessation day worth 300 and half price health screens

Eye voucher scheme

Food and drink in the office

Nespresso coffee makers and a range of other drinks, fruit, cereals, soups

Season ticket & gym membership loan scheme

Group income protection scheme

EAP

24/7 confidential help and support from trained counsellors and advisors

Death in service

4x annual salary paid to nominees with associated bereavement support for family

Enhanced family friendly leave and pay

Celebration vouchers

Cycle2Work scheme

Discretionary bonus

Development - WSET's in-house training and qualifications in Wines, Spirits and Beer as well as other professional development opportunities