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FULL TIME EXAMINATIONS CO-ORDINATOR

The Institute of Tourist Guiding is looking for a motivated, enthusiastic individual to provide high quality administrative support to the Institute's Committees, President and Operations Manager. You should have a minimum of 5 years proven administrative experience. You will need to have a strong work ethic, be able to follow procedures clearly but also be able to use your initiative and must be able to work without supervision. You should be highly literate and numerate with an excellent telephone manner. Good proven Customer Service skills essential.  The ideal candidate needs to be proficient with the more advanced functionality of MS Word and Excel. You will need the ability to deal with non-English speakers, and to be able to keep potentially senior and external individuals to the Examination timetable. This will require strong interpersonal, customer service and organisational skills. As the Institute has a small number of staff you will also need to be flexible in taking on different tasks within the office. Occasional overtime may be required.

The Examinations Co-ordinator is responsible to the Operations Manager for the smooth and efficient day to day operation of the Institute office and the maintenance of all examination records.  The Examinations Co-ordinator is expected to be highly organised and be able to work independently in the execution of regular duties.

MAIN DUTIES AND RESPONSIBILITIES

Administration

  • Book Examination Rooms.
  • Appoint Compilers, Moderators, Invigilators and Examiners.

 

  • Process Candidate Applications.
    • Send out information to Examination Candidates regarding Exam arrangements.

 

  • Prepare Examination guidance materials.
  • Prepare Candidate Examination materials.
  • Prepare Examination papers.

Notify examination results to Programme Directors.

  • Prepare and notify examination results letters to Candidates.
  • Prepare Certificates and make arrangements regarding award ceremonies.

 

Under the direction of the Chair of the Qualifications Board and the Operations Manager to:

  • Maintain the examination and accreditation handbooks at Level 4, Level 3 and Level 2.
  • Maintain and keep up to date Accreditation Register of Course Providers and Trainers
  • Maintain and keep up to date the Examinations Register of Examiners, including Language Examiners.

 

  • On the instruction of the Operations Manager, to update the website with new or updated information relating to Institute qualifications.

To provide general assistance and backup to the Operations Manager as instructed.

 

  • In the absence of the Office Administrator (Membership) and under the instruction of the Operations Manager, to assist in covering his/her tasks by:

 

  • Answering telephone, email and fax enquiries.
  • Maintaining files and filing system; maintaining all stationery supplies.
  • Recording all incoming mail (email or postal) and forwarding this as necessary to other staff, Officers, Directors and/or committee members for action, and ensuring action is completed.
  • Organising and recording all outgoing correspondence, and ensuring replies are received when necessary.
  • Providing office support to Committee Chairs, including membership contact details and the distribution and central filing of committee papers including Minutes for: the Qualifications Board, Examinations Committee, Accreditation Committee and Language Committee.

Finance

Assist the Treasurer in managing finance administration, including invoicing and records:

Raise invoices.

  • Log all cheques on the system
  • Banking of all cheques
  • Check all incoming invoices against appointment letters, venues booked etc to ensure they match up.
  • Keep the financial examination spreadsheet up to date with costs of venue, examiners etc.

Please apply in writing sending your cover letter and CV to vacancies@itg.org.uk

Closing date: 31 July 2015

 

 

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