14 Jan

Coordinator English Language Examinations Jobs Vacancy in Ara Institute Canterbury

Coordinator English Language Examinations
Ara Institute Canterbury
14 Jan, 2018 30+ days ago

Ara Institute Canterbury urgently required following position for Coordinator English Language Examinations. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Coordinator English Language Examinations Jobs Vacancy in Ara Institute Canterbury Jobs Details:

Successful students; Value for employers; Effective staff.

Trust - Kia pono; Connect - Kia Tuhono; Inspire - Kia Hihiri

The Department of Humanities comprises exam co-ordination for IELTS, Cambridge and the Occupational English Test (OET) as
well as programmes in the areas of English Language, Foundation Studies, International Languages, Te Reo Māori, Teacher
Education, Sustainability and Outdoor Education and a range of service courses providing skills development for programmes in
other departments. There are over 70 full time equivalent staff in the Department. The Department has an excellent reputation
for the delivery of high quality programmes, and has well established positive relationships with the agencies that support the
students. Ara has been an approved IELTS centre since the 1980s and is now the largest centre in the South Island. Approval for
Cambridge exams and the OET was granted in 2012. The exam administrator reports directly to the Manager, English Language
and is responsible for the smooth planning and administration of the exams.

The main functions of the position involve running and maintaining the administration of exams according to the current
requirements of the relevant exam board. Refer to the relevant exam administrator manuals (Latest Editions). Further information

can be found at the exam board websites:

REPORTING STRUCTURE - Line Manager: Manager English Language

Head of Department - Humanities

Manager -
Manager - Te Puna Manager - English

Sustainability and Manager - Key Skills Manager - Education
Wānaka Language

Outdoor Education

Coordinator English

Programme Leaders

Academic Staff


Internal External

  • Internal Ara Staff as required.  IELTS, Cambridge and OET regulatory boards
  • English Language Institutions
  • Exam candidates


Qualifications / Knowledge

  • Education to min level 5 on the NZQA framework of qualifications
  • Current minimum intermediate level ICT skills including use of Microsoft office suite

  • Experience in a compliance environment
  • Experience in quality management and working with others to ensure quality.
  • The ability to combine attention to detail with an understanding of the bigger picture.
  • Administration, organisation, planning and analytical skills.
  • Understanding of worldwide security issues for high stakes exams.
  • Prioritises well, manages competing demands and stays calm and focused when under pressure.
  • The flexibility to work collegially in a small team, while also working with others within and beyond the Institution.
  • Effective written and spoken communication skills; able to communicate effectively with a diversity of people and

  • Ability to demonstrate excellent customer services skills.
  • Ability to work without supervision and with initiative.
  • The confidence to resolve problems around honesty.
Personal Attributes:
  • Embraces Ara values/kaupapa
  • An interest in and commitment to education.
  • Works collaboratively and cooperatively.
  • Recognises diversity positively. (cultural, socioeconomic, age, ability)
  • Sound professional judgment and integrity
  • Friendly and approachable manner
  • A commitment to active and continuous learning.
Preference will be given to candidates who also demonstrate the following knowledge, skills and experience

  • Education to undergraduate level
  • Advanced ICT user
  • A completed qualification in English Language Teaching and/or experience in English language teaching
  • Knowledge of iInternational English language exams
  • Experience in a tertiary education environment.
  • Leadership skills
  • Please note that you will be required to provide evidence of any qualification, professional membership, license or registration required for the role.
Key Tasks Expected outputs and outcomes include:
  • Maintain currency of knowledge regarding examination
Plan, run and administer external examinations including but board requirements and manuals.
not limited to:  Plan/prepare and publish examination timetable to
  • IELTS relevant stakeholders (including relevant Ara managers
  • Cambridge Main Suite and staff)
  • Occupational English Test  Plan and run exams to the requirements of the
appropriate exam board, referring to current manuals.

  • Ensure that appropriate rooms (size and type) have been
booked and allocated.

  • Manage printing and/or safe storage of exam papers
where applicable.

  • Answer enquiries regarding present, past and future

  • Manage applications and registration
  • Process fees according to relevant external body and the
maintenance of the suspense accounts in keeping with
Ara Finance guidelines.

  • Ensure exam boards’ security requirements around
candidate identity, training of staff and storage of exam
materials are maintained.

  • Manage/administer the collection and reporting of
results to exam boards and/or candidates as required

  • Manage alternative test times if appropriate
  • Maintain operational policies and procedures in line with
relevant exam board and/or Ara requirements

  • Maintain quality service as required by exam boards
  • Provide quality assurance data to exam boards when
required (including self-assessment and audit

  • Maintain communication with exam boards
  • Provide reports as required by Manager and Examination

  • Coordinate examination supervisors and ensure that
Lead a team of exam invigilators, oral & written examiners, they are advised in time of relevant examination rules,
examiner trainer, clerical markers and exam support staff. regulations, information, roles.

  • Train and organise training and refreshers for staff as

  • Complete the administration for the payment of staff,
ensuring staff members timesheets are completed in
keeping with Ara procedures

  • Assist with the selection, appointment, induction and
support of staff as required

  • Develop and maintain relationships with the Academic
Work collegially with Ara staff using Ara systems wherever Services Division, departmental academic staff and
possible to process and finalise examination results. admissions and results staff across Ara

  • Work closely with teams to ensure that processes,
systems and service are customer focused, efficient,
compliant and continually improved and work flexibly
to support equitable workloads

  • Liaise with the Curriculum team regarding publication of
results to agreed timelines.

  • Assist with entering of all results where identified.
  • Ensure that a secure filing system of all results is

  • Answer student enquiries regarding historical results
  • Communicate results to external agencies except NZQA.
  • Ensure that student enquiries regarding results,
examination scripts, examination recounts, aegrotats
and reconsiderations are dealt with appropriately and
processed promptly

  • Follow process for archiving of results
  • Undertake a range of additional administrative duties
  • Work with Ara Records manager to ensure compliance
with Ara and the examining body’s disposal and
archiving practices

  • Contribute to and support cross-functional team

  • All stakeholders will receive a high level of customer
General service and any issues are resolved promptly.

  • Attend meetings relevant to the area, as required
  • Ensure safe work practices are used.
  • Participate in on-going professional development as
agreed with HoD

  • Keep up to date with Ara policies and procedures,
ensuring these are followed.

  • Any other duties related to examinations as required.
The successful applicant is required to commit to the Ara staff profile which encompasses foci on students, learning and teaching,
innovation, flexibility and continual learning, research, biculturalism, internationalisation, disability awareness, environmental
awareness and sustainability, health and safety and IT literacy.

All of the information provided above is intended to describe the general nature and level of work being performed. This document
is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the position and incumbent.
From time to time, the incumbent will be required to accept and carry out other relevant duties as assigned by their Manager.

The standard online application provides the Institute with a common set of information about each candidate but applicants should
not limit themselves to that form. Personal applications set out in the applicant's own style including a curriculum vitae and
particular references to the job description and personal profile are welcomed. Ara reserves the right not to appoint or to appoint
by invitation in the event the recruitment process is deemed to be unsuccessful.


1. Staff Appraisal
Ara has in place a negotiated system of staff appraisal / capability development in relation to job performance, safe work practices,
and the criteria outlined in the Ara Employee Profile.

2. Capability Development
Ara is a learning organisation where capability development is supported. Staff are asked to develop with their Manager a
professional development plan that aligns with the Organisational Capability Development Framework. Time and support is
provided to achieve the plan.

3. Ara Profile
For Ara to develop and prosper, all staff are expected to demonstrate a range of skills, knowledge and attitudes that contribute
positively to the organisation's fundamental purpose which is to provide quality learning for students. We have an integrated
approach to defining, describing and developing a positive learning culture among staff and we align this approach at all levels to
the mission, values, goals and strategic direction of the institution.

4. Health and Safety
The Health and Safety at Work Act 2015 provides that a duty is imposed on a person under the Bill to ensure health and safety.
This requires the person to eliminate risks to health and safety so far as is reasonably practicable and; if it is not practicable to
eliminate risks to health and safety, to minimise those risks so far as is reasonably practicable. It is the employee’s responsibility
to abide by this legislation, the Health and Safety policy and to complete the online Health and Safety induction immediately after
commencing work.

Applicants for positions are asked to declare any relevant health related needs or issues on the application form provided to
People and Development with your application for appointment This information is not used for short listing but we do expect
you to discuss your needs as part of the interview process or when accepting an offer of employment where this is relevant.
Confidentiality is assured and applicants will not be differentiated on the basis of disabilities or health requirements unless these
tender applicants unable to undertake the task requirements. Employees may be required to undertake a health check where
baseline data is needed for specific positions. E.g. a hearing test for those involved in. engineering workshops.

5. Employment Terms and Conditions
Appointments are made within the terms of the Employment Relations Act 2000 (as amended) and the terms and conditions
provided either in an Individual Employment Agreement (IEA) or in terms of the TIASA Collective Employment Agreement (CEA)
which also has coverage over this position. If the staff member joins the union the current TIASA CEA will automatically apply,
otherwise the staff member will be on an IEA.

A job evaluation system is used to determine the grade and therefore the salary range for this position. It is usual to appoint at
the lower end of the appointment range specified in the position description.

6. Equal Opportunities Employer
Ara is committed to equality and diversity and makes a determined effort to develop an inclusive environment to achieve a
balanced gender representation and increase the number of Maori and other underrepresented groups on staff. We are an active
provider of opportunities for differently abled people and recognise that all staff, are not only our employees, but have multi-
faceted lives that from time to time may require flexibility from Ara to assist in meeting their other commitments.

7. Ara Sustainability Aspirations

  • Ara will continuously evaluate and improve its environmental impact across all areas of the organisation.
  • Ara is widely acknowledged as a values led organisation, where sustainability and multiculturalism is core to its beliefs
and operating practices.

  • We support and encourage sustainability initiatives and objectives, both on and off campus, and act as a key partner in
community and iwi lead collaborations.

  • While key stakeholders, including central and local government recognise Ara as the sector leader in adding value through
sustainability, we believe compliance is the entry point and we can go further.

  • Ara is an economically sustainable organisation that is efficient, productive and anticipates market needs, adapting to
the changing economic environment in Aotearoa, New Zealand and globally.

8. Smokefree Policy
As an employer and learning provider of choice Ara promotes a positive, healthy working and learning environment and supports
the government vision of a Smokefree Aotearoa by 2025. The Smokefree policy prohibits smoking in all buildings or parts of
buildings under Ara Institute of Canterbury’s management, Ara vehicles and on Ara land holdings and perimeters including all car
parks, green spaces and external eating areas.

9. Criminal conviction history checks
While Ara is a tertiary institute delivering education and catering predominantly for adult learners there remains a duty of care to
the increasing numbers of younger students and those individuals or groups who may be defined as “vulnerable” by virtue of age,
health, welfare or special need. With an increasing focus on youth in particular and the additional pastoral care this involves Ara
Management have determined that best practice involves all staff undergoing a criminal conviction history check. As part of the
appointment process shortlisted candidates will be asked to give consent to Ara to submit a request. Offers of employment will
be subject to the results of the check. A regime of checking employees has been developed.

Core worker
For NZ Police vetting purposes this role is classified as a core (children’s) worker because there is regular contact with students
who may be youth, children, elderly or vulnerable adults. This position meets the criteria for a check under the Vulnerable
Children’s Act 2014 and as such Ara will request a NZ Police Vet check disclosing your criminal conviction history.

10. Records Management
All staff are expected to comply with the Records Management Policy and related Ara procedures and to create records that
accurately capture business activities, appropriately manage these records over time using line of business systems, approved
institutional repositories and designated physical and electronic storage, and follow authorised disposal processes.

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