Exams Administrator

About the Role

IBTC is looking for a meticulous, student-focused Exams Administrator to join our Student Services team. In this pivotal role, you will own the full lifecycle of exam administration across our CBE and written exam programmes, ensuring every exam session runs seamlessly and in strict compliance with Pearson Vue, ACCA, and DHET regulations.

You will also serve as the primary backup for our Student Administrator, stepping in across student registration and fee management whenever needed, so versatility and a collaborative spirit are essential.

Key Responsibilities

Exam Centre & Reporting

• Schedule and oversee all exam sessions, ensuring systems are ready and students are fully supported on the day.
• Deliver exams in strict compliance with Pearson Vue, ACCA, and other institutional regulations, maintaining zero breaches.
• Keep all exam administrator certifications and exam centre accreditations current.
• Produce accurate monthly exam reports by the 5th working day, covering pass rates, usage, incidents, and student feedback.
• Maintain up-to-date exam centre availability on the Pearson Vue portal within required timelines.

Student Services Admin Support

• Manage booking change requests in line with IBTC policy, ensuring zero unresolved queries older than 2 working days.
• Process student refund requests and submit to finance within 2 working days.

NATED Exam Administration

• Stay current with DHET NATED requirements, attending all required training and achieving 90%+ on DHET audits.
• Conduct NATED exams at the Cape Town Branch in full compliance with DHET regulations, logging all irregularities accurately.
• Facilitate the Examination and Irregularity Committee, maintaining meeting minutes and action logs.
• Train and accredit all invigilators prior to exam sessions.
• Prepare, update, and submit all examination entries by deadlines with zero data entry errors.
• Manage Host College and Guest College processes for each sitting, including invoicing and data uploads.
• Oversee the issuing of statements of results and certificates.

NATED Student Support

• Deliver proactive handholding interventions for all assigned NATED students via calls, emails, and messages at scheduled points in their study journey.
• Conduct welcome calls and onboarding support, contacting 90% of new students within 1 day of booking confirmation.
• Guide students through their teaching and assessment plans, ensuring timely ICASS submission and exam preparation.
• Distribute exam preparation resources (mock exams, past papers, progress tests) 2–4 weeks before exams.
• Maintain accurate student records on our system and physical filing systems.
• Liaise with NATED Tutors to coordinate ICASS instruments, marking, moderation, and feedback within agreed timelines.

Quality Assurance

• Maintain an average QA score of at least 85% across all responsibilities.
• Ensure at least 85% of students respond positively to the bi-annual ‘Did you feel supported by IBTC?’ survey.

Remarkable Service & General Administration

• Deliver remarkable service to all students and stakeholders at all times.
• Address all queries and concerns with utmost care and professionalism.
• Assist students with the completion of registration forms and payment processes.
• Assist with general administration and office management, including open-and-close of venues (rotational late shifts, occasional Saturdays, and travel to delivery sites may be required).
• Answer phone calls within 3 rings in the student services department.
• Respond to all emails received before 3pm on the same day; emails after 3pm to be answered by 11am the following working day.

Qualifications & Experience

• Grade 12 / Matric certificate (essential).
• A relevant certificate or diploma (e.g. office administration, education, business administration) is required.
• A relevant degree (e.g. education, business administration) is advantageous.
• 1–2 years’ experience in an administrative, exams, or student services environment is preferred.

Who We’re Looking For

• Meticulous attention to detail with strong organisational and time-management skills.
• Ability to manage regulated, compliance-driven processes calmly under pressure.
• A genuine passion for student success and a supportive, proactive approach to engagement.
• Excellent written and verbal communication skills.
• Strong computer literacy; experience with a student management systems is advantageous.
• Prior experience in exam administration, student services, or an educational environment is preferred.
• Adaptable team player who is happy to step across functions as operational needs require.

Pay: R17 000,00 - R20 000,00 per month

Work Location: In person