Operations Co-ordinator

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.

Role Purpose:

• To provide key coordination and logistical support to ensure the smooth running of the teaching operation.
• To provide professional business support to the overall Teaching Centre operation in compliance with agreed standards
• To foster collaboration and cooperation between Teaching Centres operational and academic management staff, and all internal and external stakeholders through effective communications.

Main accountabilities but not limited to the following:

Service and product delivery support

• Delivers a range of administrative and/or customer services within agreed corporate procedures, to maximise quality, continuity and efficiency.
• Maintains accurate records (for example, customer and financial) that are compliant with corporate requirements. Drafts routine and some non-standard documentation, reports or financial analysis/reconciliations.
• Performs basic analysis and review data/tasks/information, to support process improvement.
• General Administrative duties for all offsite English programmes including, but not limited to the followings:
  • Input data on the monthly Teaching Centre timetable and teacher's schedules / working hours and share it with teachers and the relevant team
  • Inform teachers of assigned offsite courses and record their marking hours to their working hours when applicable
  • Adjust teaching schedule timetables to account for teacher changes and class cancellations
  • Maintain the teachers' leave / working planner up to date including recording sick off and TOIL
  • Maintain the availability of hourly paid teachers up to date and provide HR with the necessary information of hourly paid teacher contracts for contract issuance
  • Coordinate with the relevant section (IT, Resources, SCM team, and Academic team) for the onboarding process for all new teachers
  • Mobility and onboarding administration for new teachers/ managers including visas, flights, hotel booking, accommodation, schooling etc.
  • Data input, tracking, gathering and analysis using the system applications (TCMS, myClass CMS) and MS Excel

Risk and compliance

• Understands and adheres to risk management procedures relevant to teaching delivery (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. Highlights to senior managers any instances of non-compliance.
• Ensures compliance with corporate requirements when handling financial or customer data to support effective reporting and decision making.

Managing self and others

• Plans and prioritises own work activities, responding to changing requirements to ensure effective delivery of responsibilities over a daily/weekly time horizon.
• Tasks and coordinates others (e.g. internal colleagues or external suppliers) to complete tasks within established procedures, in order to ensure efficient delivery of services. Monitors task completion to agreed quality and time standards.

Role specific knowledge and experience:

Essential

• Experience of working in an administrative environment
• Proven ability to deliver tasks to tight deadlines

Desirable

• Experience of working in an English-speaking office environment

Role specific skills

• Strong organization skills
• Strong communication skills
• Able to work with a team
• Attention to detail
• Competent MS Excel skills

Further Information:

Pay Band: Grade 4/H

Contract Type: Indefinite

Location: Tokyo, Japan

Requirements:

• Candidates must have the right to live and work in the country in which the role is based.
• Undergraduate degree
• Good spoken and written English (IELTS 6.0 or above) and native speaker level of Japanese

Closing Date: 6 May 2024- 23:59 Singapore Time (GMT +8)

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

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.

If you have any problems with your application please email askhr@britishcouncil.org

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.