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Exams Planning and Scheduling Assistant

British Council

British Council

Koszykowa 54



Your responsibilities

Main accountabilities

Product Service Support

▪ Sets up exams events on Registration and Pay systems as per guidelines.

▪ Monitors entries in the online Registration and Pay systems, as well as those received off system, across all products on a daily basis.

▪ Acts as a point of contact for second stage enquiries during registration including Special Arrangements and early cancellations.

▪ Reports regularly to operations counterparts in Cluster and geographies on registration data.

▪ Inputs entries to the Registration and Pay systems (if required).

▪ Confirms candidate payments in the Registration and Pay systems.

▪ In liaison with Finance Coordinators and customer facing functions, produces and exports final Entry Listings.

▪ Uploads Entry Listings into Awarding Body entry systems or computer-based testing

platforms according to standards and timelines.

▪ Supports the process of ordering examination materials from Awarding Bodies by set


▪ Plans & schedules exams events across all products, on a daily basis, using appropriate corporate systems.

▪ Maintains an up-to-date database of venues.

▪ Day-to-day arrangement and procurement of Venues for the Test Day.

▪ Acts as a point of contact for venue owners.

▪ Produces session timetables and allocates candidates.

▪ Produces and delivers confirmations of entry to exam candidates.

▪ Performs financial duties relevant to the function, such as raising Purchase Orders or processing invoices.

Relationship & stakeholder management

▪ Supports continuous improvement in the efficiency, cost effectiveness and quality of service delivery.

Risk & Compliance

▪ Follows agreed corporate risk management processes and procedures when delivering services (e.g. child protection, security policies, financial protocols, anti-fraud measures) to protect the interests of the British Council and its customers at all times.

Test Day Support

▪ Where appropriate this role will be part of a team carrying out Duty Officer duties on a

rotational basis supporting test day delivery. The test day roster will include some early

morning and weekend cover.

Our requirements

Knowledge and Experience


▪ Ability to understand compliance regulated procedures

▪ Working in a challenging environment against tight deadlines.

▪ Working in a team


▪ Being effective in a geographically dispersed team



▪ English language skills to the CEF B2 level

If successful candidate is based in Warsaw, regular travel to Krakow will be required.


  • sharing the costs of sports activities

  • private medical care

  • sharing the costs of foreign language classes

  • remote work opportunities

  • flexible working time

  • corporate products and services at discounted prices

  • holiday funds

  • extra leave

Role purpose

We are looking for an analytically gifted person with organizational skills to join us as Exams Planning & Scheduling Assistant in the EU Exams, North Cluster to support our Exams delivery process.

If you like working with data and simple planning and organising tasks, and you would like to start an adventure with the British Council we encourage you to consider joining our team. We will train you and teach you exactly what to do. Attention to details will come in handy.

The purpose of this role is to assist with the planning and tracking of exams capacity

requirements against demand to handover to Test Day teams in geographies for delivery. The role will support the translation of demand into capacity and resource requirements for venues and test materials to fully optimise operations and margins while maintaining service levels, maximising agility and ensuring contingency. This role will set up and monitor online registration for all products, compile final entry listings, exams and candidates timetabling as well as distribute relevant documents to candidates.

This role will be part of the Cluster Planning and Scheduling Team and will deliver services to all countries in North EU Exams Cluster, with a day-to-day focus on the sub-Cluster in which the role is situated.

In addition, this role will assist with booking of appropriate Test Day venues using relevant systems.

This role will be required to manage remote relationships within cluster/geographies and ensure counterparts understand requirements and execute to plan on Test Day

Further Information:

Pay band: PB2/J Local contract

Salary: from 4 500 (depending on candidates experience and qualifications)

Location: Poland, Warsaw or Kraków

Contract type: Fixed term contract

Requirements: Candidates must have the right to work in the country they are based

Closing date: 18th June 2023 (23:59 CET Time)

Equality , Diversity, and Inclusion (EDI) Statement

The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment. We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability. All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.

The British Council is committed to safeguarding children, young people and adults who we work with.

We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.

A connected and trusted UK in a more connected and trusted world.

Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ‘ASK HR’ email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.

British Council

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.

We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK. We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.

Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In 2021–22 we reached 650 million people.

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