Operations Officer, ESATJ Programme

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.

Position : Operations Officer, ESAT-J Programme

Pay Band : 4/H   |   Contract Type : Indefinite   |   Location : Tokyo Kenkyusha Bldg, Tokyo, Japan   | Number of Job opening : 1 post

Local direct hire : Applications are welcomed from candidates currently in this location with a natural right to work.

Role Purpose

The role purpose of Operations Officer, ESATJ Programme in the British Council Japan is to play a key role in supporting the development and execution of an Operations strategy that aligns with the external contract with the Tokyo Metropolitan Board of Education.

This involves contributing to the achievement of specific targets, goals, and managing capacity and supply requirements as outlined in the contract. The officer is instrumental in facilitating the effective and efficient operation of the full operational cycle, which encompasses aspects like capacity planning, test day operations, and post-test services in a large country program. 

In this role, the officer assists in overseeing, monitoring, and tracking the effectiveness, efficiency, and compliance of supply, delivery, and Change/Business improvement initiatives. The officer supports the broader Operations strategy to ensure supply security, and plays a supportive role in maintaining customer satisfaction, capacity management, contingency planning, cost efficiency, consistency in operations, compliance, and upholding the integrity of exam delivery.

Main Opportunities/Challenges for This Role:
•    Collaborating with the Head of Programme Operations and Manager Programme Operations to fully operationalise the ESATJ assessment suite. 
•    Contributing to economies of scale in exam operations.
•    Promoting standardization and best practices across the Tokyo Metropolitan district.

Main accountabilities but not limited to the following:
Product Service Delivery
•    Assists in developing and executing an operational plan that aligns with the project operations strategy, focusing on standards improvement, supplier management, and

     adapting processes/systems for supply chain security and delivery requirements.
•    Implements standardized operational procedures and systems to meet specified targets and project contract requirements.
•    Manages Operational Planning, logistics, resourcing, and service delivery performance/standards while ensuring effective capacity management.
•    Participates in hiring operations team members and defines priorities.
•    Contributes to defining and ensuring adherence to SLA (Service Level Agreement) requirements and performance management of supporting functions/external

     suppliers.
•    Prioritizes and resolves day-to-day operating resource issues to maintain high-quality, consistent, and efficient services.

Customers and Stakeholders
•    Supports the achievement of Customer Experience standards by gathering feedback, working with the Stakeholder Manager, and implementing improvements.
•    Converts client management strategies into operational policies and procedures.
•    Builds and maintains relationships with internal and external stakeholders, understanding their needs for medium-term innovation and quality improvements in product

     delivery.

Risk and Compliance
•    Helps set standards and performance for Exam security and compliance, addressing non-compliance issues, and introducing risk mitigation measures and protocols.
•    Assists in contingency planning and risk management of supply.
•    Monitors compliance with corporate risk management procedures relevant to service delivery (e.g., child protection, security policies, financial protocols, anti-fraud

     measures).

Analysis and Reporting
•    Utilizes data analytics and reporting tools to validate operational strategies and planning.
•    Presents information and analysis to the Country and Region.

Commercial and Resource Management
•    Maintains a relationship with the Project and wider support teams regarding cost-to-serve and delivery feasibility.
•    Adheres to Operations budget, managing costs, and enhancing the efficiency of operational activities.
•    Supports setting standards and embedding changes consistent with the project scope.
•    Contributes to setting up an operational platform to achieve economies of scale and improved agility.
•    Assists in defining and embedding Capacity & Operational Planning and management.
•    Supports defining Venue strategy and ensuring technical support to meet demands.

Finance and Resource Management
•    Monitors and takes responsibility for small-scale resources/cash/stock, following established procedures and ensures that equipment and materials are available and

     ready to use when needed

Managing self and others
•    Plans and prioritises own work activities, which span across a range of different work streams, responding to changing and at times competing requirements to ensure

     effective delivery of responsibilities over a weekly/monthly time horizon.
•    Tasks and coordinates others (e.g. internal colleagues or external contractors/suppliers) to complete time- limited, straightforward activities, within established

     procedures, in order to ensure efficient delivery of services. Monitors task completion to agreed quality and time standards.

Role specific skill, knowledge and experiences:
Demonstrable experience, in large complex international organisation of: 
•    Experience of planning and delivery in a fast paced operational environment 
•    Experience working with team  
•    Experience of delivery change and ensuring that new ways of working are embedded 
•    Experience working in an international and challenging environment
•    Experience working in Exams environment (desirable)
•    Experience of delivering of computer based exams (desirable)
•    Experience of working with government and municipal offices (desirable)

Person Specification
•    Diploma
•    University degree in any subject or relevant qualification (desirable)
•    The British Council systems and global processes operate in English. Written and verbal proficiency in English is required.
•    Native speaker for Japanese (JLTC- N1 level or equivalent.)
•    Relevant experience of overseeing production of goods/provision of services.

Role Benefits
•    14month Salary
•    Performance bonus
•    21days AL per calendar year
•    Statutory Insurance
•    Travel allowance
•    Retirement allowance

Closing Date for Application. Tuesday, 7th May 2024 23:59 Tokyo time (GMT+09)

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.