Job Summary:
The Senior IELTS Operations and Administration role is pivotal in ensuring the seamless execution of IDP IELTS Singapore's operational and administrative functions.
This position collaborates closely with the local team and global colleagues to drive efficient IELTS operations, ultimately supporting Singapore's educational and professional aspirations.
Responsibilities
Business Operations:
- Spearheads the maintenance of the highest standards of security, integrity and confidentiality in IELTS administration, upholding the credibility and trustworthiness of IELTS operations.
- Demonstrates expertise in adhering to and implementing critical operational manuals, including the IELTS Administrators Manual, IELTS PSN Manual, IAM Manual, IWAS Manual, TAS, SES, and Inspera manuals, ensuring compliance with IELTS quality standards and regulatory requirements.
- Ensures stringent adherence to IELTS rules, regulations, and policies, maintaining a high level of audit readiness and upholding the integrity of IELTS operations.
- Led IELTS exam operations, ensuring seamless scheduling, resource allocation, and personnel management, while handling unexpected challenges with composure and effectiveness.
- Serves as a key liaison between IELTS Regional Management Team and stakeholders, ensuring timely dissemination of policy updates and changes to staff, invigilators and examiners, thereby maintaining operational alignment and excellence.
- Leads strategic initiatives to manage and expand the IELTS examiner and invigilator pool, ensuring timely monitoring, recertification and training to uphold assessment quality and standards.
- Ensures systematic and accurate records of IELTS materials, stocks and equipment, adhering to IELTS requirements and supporting seamless operational delivery.
- Administer the thorough processing, monitoring and follow-up of remarking requests and investigations of withheld results, ensuring timely resolution and maintaining the integrity of IELTS outcomes.
- Provide clear instructions, accurate documentation and attentive handling of test takers needs, ensuring the integrity of the exam process and a positive test takers experience.
- Manage sensitive information and maintaining a structured environment, ensuring the confidentiality of test takers records, security of test materials and compliance with procedural requirements.
- Coordinate multiple teams, ensured policy adherence, and drove operational excellence in IELTS test delivery, while leading teams and implementing process improvements.
- Manage people, processes and data with precision, maintaining high standards of service, and contribute effectively to the smooth administration of IELTS tests and delivery of an exceptional experience for all test takers and stakeholders.
Business Administration:
- Managed test taker registrations accurately and efficiently, optimizing schedules and operational workflow.
- Ensure seamless registration processes, timely communication with test takers and staff and meticulous tracking of operational data, driving reporting accuracy and quality assurance in test administration.
- Upholds reliability and timely submission of advanced receipts schedules and ORS and TAS test fees reports, maintaining financial integrity and compliance with IELTS requirements.
- Ensures timely and correct importation of test takers data to IWAS and IAM systems, supporting seamless data management and test administration.
Other Duties:
- Provides flexible support and undertakes additional responsibilities as assigned by the Senior Test Centre Administrator, contributing to the smooth operation of IELTS Singapore.
Requirements:
- Holds a Diploma or Degree in Business, Administration, Secretarial, Clerical, Arts, or Language discipline, providing a solid foundation for administrative excellence.
- Strong understanding of the IELTS examination is mandatory
- Exceptional customer service skill, fostering a welcoming environment.
- Exhibits a proactive and self-motivated approach, capable of working effectively with minimal supervision and driving results in a fast-paced environment.
- Exception teamwork skill, combining attention to detail with strong communication skills, driving collective success and high-quality outcomes.
- Possesses strong English language proficiency and excellent communication skills, enabling effective collaboration with global colleagues and stakeholders in international environment.
- Shows proficiency in MS Office suite (Word, Excel, Outlook, PowerPoint), leveraging technology to drive efficiency and productivity.
- Hands-on experience in IELTS operational management, team coordination and IELTS process optimisation.
- A proven quick problem-solver with strong decision-making skills, adept at navigating fast-paced environments to drive results and ensure operational excellence.
- Demonstrates strong leadership, supervision and strategic planning, driving performance and operational excellence, with a comprehensive skill set in administration and operations.
- Proficiency in a second language, enhancing communication and collaboration in diverse and international environment.
