Exams Coordinator

At WSET, we believe education can transform lives. Our mission is to empower people through inspiring and accessible learning experiences worldwide. We offer a wide range of globally recognised qualifications in wines, spirits, and sake for all levels of knowledge and experience.

As the world’s leading provider of drinks education, we deliver over 140,000 exams each year in more than 70 countries through our global network of Approved Programme Providers (APPs).

We’re proud to be an international organisation, with team members based in the UK, Australia, Canada, China, Hong Kong, Singapore, and the USA.

Our culture is built on integrity, empowerment, inclusivity, and dynamism. We aim to create a supportive, welcoming environment where everyone can grow, innovate, and thrive.

We’re excited to welcome a new Exam Co-ordinator to our team at WSET School London. In this role, you’ll work closely with the Exams Manager to ensure our exams are delivered smoothly and efficiently, with a focus on creating the best possible experience for our candidates.

Your day-to-day will include managing exam bookings and queries, invigilating assessments, and helping to maintain the high standards expected from a leading awarding body. If you're organised, detail-oriented, and enjoy being part of a supportive and fast-paced team, we’d love to hear from you.

Duties and Responsibilities

1. Administration of Examination Registration and Results

• In conjunction with the Exams Manager, ensure that all exams are organised and invigilated (Internal and external exams) at all levels and in all regions in accordance with the Awarding Body’s operating procedures and regularly lead and invigilate exams.
• Process exam bookings and complete transfers for exams at all levels in a timely manner. Take exam payments, issue receipts, email confirmations and check/monitor that email reminders have been sent for all exams (in-person and remote invigilation).
• Process exam orders in accordance with the exam schedule and ensure all exams materials received and prepared (printed) in appropriate timelines.
• Collate and return exam papers to the awarding body after the completion of the exams.
• Co-ordinate and manage the delivery of exams via Remote Invigilation for Levels 1&2.
• Assist with the processing of diploma registrations.
• Check the weekly school schedule (sent by the Ops team) to ensure that all exams are accounted for, alongside the exam schedule.
• Handle daily student queries by telephone and email and provide timely responses.
• Process applications for special consideration, reasonable adjustments, and the post-results services on behalf of students and send to the awarding body.
• Issue exam results and digital certificates in accordance with the awarding body’s operating procedures and complying with GDPR UK and other relevant legislations
• Support the Exams Manager with the management of Diploma exams, taking the lead if necessary. Ensure that all exam materials are prepared in readiness for despatch to external venues for Diploma exams.
• Ensure that exam papers are kept secure and confidential.

2. Customer Service

• Respond promptly and politely to student queries by phone, email, and in person.
• Identify student needs and provide appropriate support and guidance.
• Promote future courses where appropriate.
• Develop knowledge of Diploma processes to support high service standards.

3. Staff Development

• Take part in training and one-to-one performance reviews.
• Pursue self-development in line with personal and team goals.

4. Other Duties

• Invigilate Saturday morning and weekday evening exams as required.
• Support trade fairs and promotional events when needed.
• Assist with other tasks to support the smooth running of the School.

Person Specification

Essential

• Hold a level 2 or equivalent, in English and Maths.
• Excellent Customer Service skills.
• Previous experience of working within a busy office and/or exams environment.
• Excellent organisational skills and the ability to multi-task and prioritise.
• Excellent written and verbal communication skills.
• Team player, with a positive can-do attitude and a willingness to learn.
• Computer literate with proficiency in using MS Office 365, particularly Excel, Mail Merge, and the ability to use Microsoft Dynamics.
• Meticulous attention to detail and enthusiastic about continual improvements.
• Ability to work Saturday mornings and evenings (as/when required).

Desirable

• Hold WSET qualifications.
• Knowledge of wine and spirits industry
• Understanding of how to deal with confidential information and basic understanding of GDPR UK legislation.

Salary and Benefits

Salary: £28,000 - £30,000 per Annum

WSET offers a generous and supportive benefits package, including:

• Annual leave: 27 days plus public holidays, increasing with service; option to buy/sell up to 5 days
• Pension scheme: Competitive contribution options (after 3 months)
• Private health insurance (Vitality): Includes virtual GP access, Apple Watch scheme, Caffè Nero and cinema rewards, Headspace subscription, discounts on shopping, gyms, Champneys, and more
• Eye care scheme
• On-site food & drink: Nespresso machines, snacks, fruit, cereal, soups
• Season ticket loan scheme
• Employee Assistance Programme (EAP): 24/7 confidential support
• Death in service benefit: 4x annual salary with bereavement support
• Enhanced family leave and pay
• Celebration vouchers
• Cycle2Work scheme
• Discretionary bonus scheme
• Professional development: Access to WSET qualifications in wine, spirits, sake and beer, plus ongoing training opportunities.

DISCLAIMER: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned, at any time.