Test Centre Administration Assistant

Job Description: Test Centre Administrator
Position Purpose: The Test Centre Administrator is responsible for supporting the Test

Centre operations to ensure the provision of high-quality testing and
preparation services to candidates, participants, staff and external and
internal stakeholders.

Department: Te Tumu Whakatipu
Portfolio of the Deputy Vice Chancellor Students and Global Engagement

Location: Auckland / Wellington

Reports to: Test Centre Manager

Responsible for: Nil

Delegations: Band E

Key relationships: Internal External
Te Tumu Whakatipu Test candidates
ITS, mail room, estates National / International test
management, room bookings centres and partners
University administration teams Casual staff

Massey University: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems
through fundamental, applied and interdisciplinary research, while
culturally and artistically enriching our world.

We are deeply committed to being a Te Tiriti-led university,
demonstrating authentic leadership in contemporary Aotearoa New
Zealand as we uphold Te Tiriti o Waitangi, the founding document of our
nation, and its principles through our practice. We embrace this not just
as an obligation but as a real opportunity for the nation and its people.

Our educators are preparing a new generation of global leaders. Our
students are diverse and are attracted to Massey because they want to
achieve their personal goals or make their mark in the world. They
experience world-class learning that recognises their intellectual and
cultural strengths, expands their horizons and prepares them to
contribute to a rapidly transforming world with skills, critical and creative
thinking and leadership.

We will be renowned for our passion and caring attitude. All Massey
campuses will be innovation ecosystems, acting as magnets for smart

1

enterprises. Wherever we are, we will operate in partnerships founded
on respect, trust and mutual benefit. Massey is not only defined by what
we do, but by how we do it.

About this area Te Tumu Whakatipu has offered world-class customised international
short courses, study tours, professional and English language tests, and
university preparation pathway programmes for more than 30 years.

Te Tumu Whakatipu is within the portfolio of the Deputy Vice-Chancellor

• Students and Global Engagement.

The test centre operation provides opportunities for our test candidates
to demonstrate their level of English language proficiency and
professional competence for academic, professional registration or
immigration purposes. The current operation includes testing at Albany,
Manawatū, Wellington and offsite venues, with staff at all three
university campuses.

Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice. We:

• Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society.

• Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and

the people we serve.

• Embracing Te Reo in relevant and practical ways in our workplace interactions and engagement

with external stakeholders, giving expression to Tikanga Māori and protocols that
demonstrates that we respect and value Māori conventions in appropriate settings.

At Massey we work together with mutual respect and caring. We:

• Act with integrity and trustworthiness and give credit to others for the work they do.
• Work cooperatively and inter-dependently to foster and promote the One University approach.
• Share knowledge and communicate professionally with courtesy and mutual respect.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences.
• Keep ourselves and others safe; work together to embrace with the University's health, safety

and wellbeing policies, procedures and programmes; display commitment by actively
supporting all safety and wellbeing initiatives: and by actively engaging in health and safety
improvement opportunities.

At Massey we are future-focused, results- oriented and strive for excellence. We:

• Take ownership and responsibility for delivering results to support achievement of University

objectives.

• Provide the best quality services to our customers (internal and external) ensuring our

students/ stakeholders are at the heart of everything we do.

• Deliver or support world-class research, teaching and learning and citizenship.
• Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development.

2

• Are motivated and create a positive working environment where our values are reinforced.
• Anticipate and respond with agility and resilience to the changing needs of the University and

the communities we serve.

• Seek ways to improve our services to deliver in an efficient and effective way.
• Embrace technology and apply this innovatively to better meet the needs of those we serve.
• Challenge ourselves to reach our potential and help bring out the best in others.
• Understand how what we do contributes to the objectives of the University.

Accountabilities

Quality Control and

• Adhere to test system policies and procedures as required by each

Compliance
international test partner and maintain familiarity with current policy.

• Maintain quality control processes and work alongside the Testing
  

Operations team to implement new processes.

• Maintain secure storage processes to ensure compliance with test

system procedures.

• Adhere to confidentiality requirements as outlined internally within

Massey University and externally by test systems.

• Resolve problems where policy and practice are not aligned and quickly

escalate problems when there isn’t a resolution.

• Support the Test Coordinator to conduct audits as required by external

and internal policy.

• Manage the processing and distribution of test day results in

accordance with test system requirements.

• Maintain staff professional documentation as required by test system

policy.

• Adhere to Massey University policies, procedures and guidelines.

Test Planning and

• Respond to and resolve enquiries.

Delivery

• Assist with test day activities for on-site and off-site testing, including

tests that take place on weekends.

• Contribute to the planning and preparation of test day materials and

resources, including processing applications and inputting candidate
data.

• Maintain test day procedures in adherence with test requirements.
• Assist with test preparation courses.
• Assist in the supervision and marking of tests.
• Ensure risk management strategies for test day incidents and

emergencies are followed.

• Resolve test day incidents, emergencies and security issues as they

arise.

• Coordinate the packing and preparing of supplies, test day materials

and preparation materials and ensure the security of the materials.

• Communicate with test candidates and preparation course participants.
• Liaise with internal and external stakeholders to plan tests and book

locations.

3

• Collate and dispatch test results as required.

Stakeholder

• Create and maintain positive and effective relationships and

Relationships
professional communication with test partners, stakeholders,

colleagues and casual staff, candidates and course participants.

• Maintain networks with other test staff at institutions throughout New

Zealand to ensure best practice is maintained.

• Liaise with test centre colleagues nationally and internationally.
• Implement a customer-focussed approach.
• Provide support to candidates with special requirements to enable all

candidates to attend tests regardless of their circumstances.

• Resolve complaints and tense or stressful situations politely and calmly

with an aim to assisting and providing a supportive and constructive
response.

• Provide team support to other Te Tumu Whakatipu areas, at times of

high demand as may be required from time to time.

Staff Coordination • Support the Test Centre Coordinator to schedule staff for on-site and
off-site testing.

Te Tiriti o Waitangi • Demonstrate, and encourage others to demonstrate, support for the
University’s commitment to Te Tiriti o Waitangi.

• Support the University to meet its obligations under Te Tiriti.

• Promote and support the development of a learning environment that

recognises and promotes Aotearoa New Zealand as a bicultural society.

• Develop knowledge and understanding of Te Tiriti o Waitangi, Te Ao

Māori and Te Reo.

Qualifications and Experience

Qualifications: A formal qualification in a relevant discipline would be an advantage.

Experience: • Demonstrated success in a similar administrative position.

• Experience of testing, and in particular the testing of IELTS and OET,

is highly desirable.

• Digital competency in Microsoft Office suite, database software and

general IT is essential.

Capabilities - Behaviour

Working Together • Establish and maintain productive working relationships with key

Essential stakeholders internally and externally.

• Contribute as a team member where teams span function, issue and

location.

• Establish and maintain credibility and appropriate confidentiality with

stakeholders.

• Proactively identify and address potential issues with stakeholders.

4

• Strong team-oriented skills and the ability to motivate and encourage

people.

Communication • Written and oral communication that is clear and complete for

Essential stakeholders.

• Analyse audiences to understand their composition and perspectives.

• Recognise which communications need to be formalised to provide

clarity, including when escalation is required.

• Conduct discussions in a respectful manner, that are sincere and

professional.

• Adapt listening and facilitation styles to others' communication styles.
  

Delivering Results • Maintain focus on critical work and expectations.

Essential • Able to track and complete agreed work in planned timeframes;
strong organisational skills.

• Take responsibility for escalating issues that impact on planned work

and outcomes.

• Document how results were obtained to support knowledge transfer

and best practices.

• Support self during change by remaining flexible, focusing on the

positives, and proactively seeking out opportunities to get involved.

Service Centric • Act with the internal/external stakeholder in mind, seeks to

understand and deliver on stakeholder perceptions and expectations. Essential

• Respond to common stakeholder queries and problems or escalate if

required.

• Respond to unexpected stakeholder requests with a sense of urgency

and positive action.

• Provide a level of service centric excellence that contributes to the

department’s objectives.

Continuous • Implement new systems, procedures and tools efficiently when
Transformation changes occur in the work environment.

• Work with agility, adjusting current working processes or adopting Essential

new approaches in response to changes in the organisation
environment.

• Seek challenging opportunities or assignments to grow and develop

one's own knowledge, skills and abilities.

• Use digital tools to innovate programme, processes, systems or

services.

• Communicate and analyse assumptions about a particular issue with

colleagues to gain new perspectives or more effective solutions.

Capabilities - Technical

Problem Solving • Use varying problem-solving approaches and techniques as

Essential appropriate.

5

• Develop alternative resolutions / successful resolutions to critical or

wide-impact problems.

• Contribute to standard practices for problem-solving approaches,

tools, and processes.

• Ensure capture of lessons to be learned from a problem-solving.

Priority Setting • Demonstrate an expectation that there will be ongoing shifts in

demands and priorities. Essential

• Clarify and handle multiple concurrent and diverse activities.
• Address potential conflicts that impact current delivery

commitments.

• Work with others to re-prioritise work and reschedule commitments

as necessary.

• Respond to shifting priorities while maintaining progress of regularly

scheduled work.

Planning • Contribute to operational plans ensuring they align with long term

plans and strategies. Essential

• Monitor progress of work against plan as required to meet objectives.
• Report variances and make agreed upon corrections.
• Anticipate and adapt to plan changes.

Information Capture • Fulfil routine information capture needs in own area with accuracy,
efficiency, and attention to detail.

Essential

• Follow defined procedures to document all routine information.
• Identify relevant established standards, policies, and practices.
• Cite examples of different types of relevant information that need to

be captured.

• Use automated tools to capture, organise and archive relevant

information.

Digital Skills • Demonstrate intermediate levels of knowledge and experience in the
use of Microsoft Office software, including the use of SharePoint.

Essential

• Working knowledge and confidence in using core systems and those

supplied by partners.

• Use preferences and other tools appropriate for function.

Pre-employment checks

Essential • Requirement to pass a Qualifications Validation Check.

• Requirement to pass a Criminal and Traffic Convictions (Security) Check

performed by the Ministry of Justice.

6