Student and Exams Administrator

About the Role

IBTC is looking for a meticulous, student-focused Exams Administrator to join our Business Operations team. This is an ideal opportunity for an early-career graduate to build a career in exam administration and compliance, with structured training and ongoing support provided. Working closely with your manager, you will help coordinate exam administration across our Computer Based Examinations (CBE) and written exam programmes, ensuring every exam session runs smoothly and in compliance with Pearson VUE, ACCA, and Department of Higher Education and Training (DHET) regulations.

You will also serve as backup to our Student Administrator when needed (see below).

Reporting to: Operations Manager

Hours: Monday to Friday, 09:00-17:00, plus a rotational stay-late roster for evening virtual classes (usually from home), including occasional brief weekend sessions

Start date: 01 November 2026 (Negotiable)

Key Responsibilities:

Exam Centre, Accreditation & Reporting

• Schedule and coordinate exam sessions, ensuring systems are ready and students are fully supported on the day.
• Deliver and invigilate exams in strict compliance with Pearson VUE, ACCA, and other institutional regulations and procedures.
• 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 and internal system within required timelines.
• Manage exam booking change requests in line with IBTC policy, resolving queries within 2 working days.

NATED Exam Administration

• Attend all required DHET NATED training and help the branch achieve strong DHET audit results.
• Conduct NATED exams at the Cape Town branch in full compliance with DHET regulations, logging all irregularities accurately.
• Support the Examination and Irregularity Committee by maintaining meeting minutes and action logs.
• Assist with training invigilators prior to exam sessions, under guidance from your manager.
• 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.
• Coordinate the issuing of statements of results and certificates.

NATED Student Support

• Provide proactive, structured support to 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 in the Master Register, Catalyst, and physical filing systems.
• Liaise with NATED Tutors to coordinate ICASS instruments, marking, moderation, and feedback within agreed timelines.

Quality Assurance

• Maintain a quality assurance score of at least 85% on all calls and emails with students, clients, and suppliers.
• Achieve at least 95% compliance with Freshdesk email SLAs for first response and resolution times (FR and RR).
• Ensure at least 85% of students respond positively to the twice-yearly ‘Did you feel supported by IBTC?’ survey.

Secondary Responsibilities:

Student Administrator

When required, you will step in as backup for our Student Administrator, covering the following responsibilities:

Student Registration

• Guide students through the registration process and ensure all required documentation is collected.
• Verify students are registered with the correct institute and on the correct level of studies.
• Capture registration details accurately on Catalyst and keep students informed throughout the registration process.

Student Fee Management

• Ensure all student institute fees (registration, subscription, memberships, assessments, and exams) are processed and submitted to the institute correctly and timeously.
• Reconcile fee submissions accurately and resolve any discrepancies promptly.
• Update submission and payment batch information on Catalyst in a timely manner.
• Collaborate with the finance department to ensure accurate invoicing and financial reporting.

Remarkable Service & General Administration

• Deliver remarkable service to all students and stakeholders, addressing every query with care and professionalism.
• Assist with general administration and office management.
• Support evening virtual classes on a rotational stay-late roster (usually from home): join classes starting at 6pm to take attendance and support the lecturer for the first 20–30 minutes, with an occasional session of around 40 minutes over a weekend.

Qualifications & Experience

• A relevant tertiary qualification (essential); a bachelor's degree in education, business administration, or a related field is preferred.
• Up to 5 years' experience in an administrative, exams, or student services environment; recent graduates with relevant exposure (e.g. internships, part-time or vacation work) are encouraged to apply.
• Experience in a regulated or compliance-driven environment is advantageous.
• A valid driver's licence (essential), as travel to delivery sites may be required.

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 Catalyst or similar student management systems is advantageous.
• A genuine interest in building a career in exam administration and the education sector.
• Adaptable team player who is happy to step across functions as operational needs require.

How to Apply

If you are driven by detail, motivated by results, and committed to delivering an exceptional student experience, we’d love to hear from you.

To apply, please upload your CV, a brief cover letter, and a copy of your qualification(s).

IBTC is committed to employment equity, and preference may be given to candidates from designated groups in line with our Employment Equity Plan. Only shortlisted candidates will be contacted; if you have not heard from us within [two weeks] of the closing date, please consider your application unsuccessful. By applying, you consent to IBTC processing your personal information for recruitment purposes in accordance with POPIA.

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

Work Location: In person