School Examinations Coordinator

The British Council School Madrid is currently seeking to appoint an outstanding professional as School Administrator (BC School local Administration Payband H) for the role of Examinations Coordinator , based in Madrid and with an immediate start.
Key Dates Closing date for Applications: 6th of October 2024, 23:59 Madrid time
Shortlisting and interviews: Week of the 7th of October 2024
Please be advised the selection process may include presentations, in-tray and other selection exercises.
Role Purpose The School Examinations Coordinator will support the school Senior Leadership Team (mainly in Secondary), and will have responsibility for student academic and curricular administration especially examinations, assessment, evaluations, university entrance and careers administration as well as statutory reporting to the Ministry of Education.
This role offers an opportunity to support British Council School students in their achievements in examinations and success in applications to national and overseas universities as well as an opportunity to consolidate and develop the school's relationship with external official bodies including global universities and exam bodies such as Alliance Française, Edexcel, Cambridge, etc.
The postholder is likely to be technically skilled, flexible, attentive to details, service-oriented, good at planning and organizing and putting processes in place, empathetic and sociable, diplomatic, skilled in identifying problems and brainstorming potential solutions, excellent at written and oral communication, comfortable working both independently and collaboratively and committed to adding value to the whole school community. The postholder will work closely with the School Leadership Team in particular the Secondary SLT, Spanish Technical Director and University Guidance Counsellor Team.
Main Accountabilities This role profile includes generic responsibilities that are common to all School Administrator roles. The balance between these areas of work and post-specific responsibilities will be reviewed regularly. Assignments may change according to school operational requirements.
Operational administration
• Development and optimisation of standardised administrative systems, processes and working practices
• Academic and curricular administration (eg KS4 and KS5 options)
• Exams administration (eg external and BiBac)
• University admissions administration (eg grades submission, references, place confirmation)
• Careers related administration (eg Workshadowing programme)
Procurement
• Purchasing external examination and other related services
• Arranging official translation services
• Contract administration
• Budget reporting
• Liaison with suppliers
Events
• Planning and administration of internal and external events (e.g. examinations, university/educational fairs)
Stakeholder communications
• Communication of academic, exam and careers related requirements and activities to students, parents and other stakeholders
• Managing queries and providing information and advice to parents, students, visitors and staff by phone, written communications or school MIS/intranet
• Meeting administration
• Creation of presentations and reports
• Translation English/Spanish to facilitate external/internal written or oral communications
Data management and reporting
• Record exam results, ensuring accuracy across school MIS and databases
• Generate management reports to SLT requirements
• Complete school documentation according to Ministry of Education requirements and guidelines from Director Técnico
• Prepare statistics and handle data
• Manage paper and digital records
Data Security and Compliance
• Monitor Examination Board Guidelines, implement requirements informing relevant stakeholders
• Support School compliance with Spanish data protection legislation
• Review record retention according to School policy with Information Asset Owners
• Support School Information Management compliance with wider British Council Information Management policies
• Ensure personal/sensitive data is stored and disposed of securely
Team participation and line management
• Support for other members of the School administrator team and support/line management of customer service representatives
General/Other
• To take part in any other duties included in the National Private Schools Collective Agreement as assigned by the line manager and carry out any other reasonable duties related to the job purpose may be required from time to time.
Person Specification British Council Competencies and Core Skills
Shortlisting and/or Interview (there may be a task or a short presentation as part of the recruitment process)
Essential
• Managing Risks Level 2 - Supports a risk management culture: Has track record of identifying and highlighting risks and suggesting mitigating actions.
• Planning and Organising Level 2 - Plans ahead. Able to organise own work over weeks and months, or to plan ahead for others, taking account of priorities and the impact on other people.
• Analysing Data and Problems Level 2 - Uses data: Reviews available data and identifies cause and effect, and then chooses the best solution from a range of known alternatives.
• Using Technology Level 2 - Operates as an Advanced User. Able to work as an advanced practitioner in the use of office software and/or British Council standard and social media platforms, and train or coach others in their use.
Role Specific Skills
Shortlisting and/or Interview (there may be a task or a short presentation as part of the recruitment process)
Essential
• Presentation skills
• Experience of working with Microsoft Office tools (particularly Word, Excel and Powerpoint) and transferrable IT skills to be able to use other programmes and applications
Role Specific Knowledge & Experience Shortlisting and/or Interview
Essential
• Recent experience (3 years´ minimum) in an administrative role dealing with customers
• Experience of database administrative work
• Experience of working with varied stakeholders from different countries/international organisations
• Experience working with confidential records/knowledge of GDPR
• Experience of managing small projects/events
Desirable (shortlisting)
• Extensive knowledge and experience of School processes and tools relating to providers and current/prospective staff/families
• Experience of administration of examinations
• Experience of risk management/compliance responsibility
• Experience working with financial systems completing orders, payments and follow up
• Knowledge of the UK National Curriculum and Spanish Curriculum
Language Requirements Shortlisting and/or Interview
Essential
Proficient in Spanish or English (spoken and written level C2 in CEFR or equivalent) and English or Spanish (spoken and written level C1 in CEFR or equivalent).
The British Council systems and global processes operate in English. Written and verbal proficiency in English is required. Relevant language certifications/experience to be indicated in Application Form and CV. Language Tests may be required. If no certifications are available, employee may be hired conditional to the achievement of the Essential level certification within a 12 month period.
Desirable
English and Spanish language ability to the level of, or a level comparable to, first language communicator (Proficient spoken and written level minimum C2 CEFR or equivalent).
Education Shortlisting
Essential
A good Bachelor's Degree or Spanish CFGS/FP2 or equivalent
Proof of Identity requirements/right to work in country Candidates must have the right to live and work in Spain.
Initial and continuing employment with the British Council is subject to an annual background check. The job undertaken defines the nature of check(s) and assessment applied.
British Council values and behaviours British Council values and behaviours are applicable across our organisation, in all roles and at all levels. They are important because they say what we stand for at the British Council and help us to deliver our strategy. We use them to guide our decision making, as well as guiding how we treat one another and the people we work with. These will be assessed in the selection process. Our values are:
Open and Committed; Expert and Inclusive; Optimistic and Bold

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