Examinations Administrator

About the Insurance Council

The Insurance Council of British Columbia is the regulatory organization that licenses and regulates the activities of over 50,000 life and general insurance agents, general insurance salespersons, insurance adjusters, and restricted insurance agents in British Columbia.

Why Work for the Insurance Council?

Work with a great team of people in a rewarding career that makes a difference. We are in a downtown location with plenty of amenities nearby. The Insurance Council has a friendly and collaborative environment with a team who is committed to protecting the public.

We offer a comprehensive health and dental plan

Work-life balance

Hybrid work environment (work from office/primary residence in BC)

Professional development

Equitable employment opportunities

The Opportunity

The Examinations Administrator is responsible for preparing examinations for Insurance Council’s licence qualification examinations. In addition, the incumbent answers examination inquiries from various internal and external parties. The primary focus of this position will involve on-site work, either at the Insurance Council’s office or the designated exam location. The incumbent is required to work at these locations 4-5 days a week.  This role is a 2 year Fixed-term contract. 

Duties and Responsibilities

Review processed examination registrations daily to ensure accuracy and compliance, which includes:

flagging duplicate accounts, registrations for French language exams, special accommodations requests, and other relevant flags for follow-up;

reviewing and recording Out-of-Province exam history submissions to ensure compliance with BC’s exam requirements and rules; and

assigning and auding exam versions to scheduled exam sittings.

Manage in-person examination registrations, ensuring all processes are completed accurately, which includes: 

review of examinee’s qualifications, certification expirations, mandatory wait periods, and prior examination writing history to determine eligibility; and

reviewing and verifying documents submitted by examinees requesting to be excused from their scheduled exam, and refer to the Manager, Examinations for approval.

Prepare examination packages by ensuring all necessary materials are ready for exam day, which includes;  

restocking and organizing exam day materials, such as photocopying exam booklets and preparing writing materials for distribution;

charging and packing exam reference tablet to ensure they are fully functional and ready for use; and

assembling and cross-checking exam packages for exams within Metro Vancouver and Outside of Metro Vancouver.

Perform examination-related duties on scheduled exam days. Duties include:

transportation of exam papers and materials to the examination venue on exam days, and returning them to the Insurance Council's office at the end of the exam day;

perform examinee sign-in procedures, ensuring all rules are followed, identifying prohibited items, and clearly communicating exam policies to examinees;

oversee sign-out procedures for examinees at the end of the exam session;

set-up and clean up the exam room before and after each exam session;

respond to and manage emergency situations as they arise; and

assist with proctoring duties and/or relieving proctors when necessary to ensure smooth exam operations.  

Prepare and arrange shipping/receiving of examination packages for Outside of Metro Vancouver exam locations, which includes:

reviewing and processing Outside of Metro Vancouver examination booking requests;

assembling and organizing exam packages, liaising with test centres regarding outgoing shipments, potential delays or missed registrations;

monitoring and tracking shipments using the in-house tracker to ensure timely delivery;

communicating regularly with test centres to confirm details for upcoming exams and addresses any concerns or updates; 

uploading and downloading relevant exam files to/from each test centre’s secure SharePoint site for seamless information sharing and documentation.

Manage post-exam day duties and prepare completed exams for scoring, which includes:

separating exam packages, scanning and uploading exam day documents for record keeping purposes;

scoring exams using the designated software and perform manual grading where necessary;

extracting and compiling result reports to complete data entry;

releasing examination results in accordance with scheduled timelines;

auditing released exam results to ensure accuracy and compliance with standards; and

reviewing exam incident reports (and video footages, if necessary) and refer to the Manager, Examinations when appropriate.

Review and process special accommodation requests, which includes:

ensuring all necessary documentation are complete, and forward request to the Manager, Examinations for final approval;

coordinating, scheduling exam dates, and arranging private rooms for examinees with approved special accommodation; and

proctoring exams with approved special accommodations and ensuring proper exam conditions are maintained.

Review and process exam appeals, which includes:

ensuring all necessary documentation is complete;

Receiving additional information from examinees and proctors, and referring to the Manager, Examinations for further review;

remarking exams as needed, both electronically and manually; and

handling other special requests related to the appeals process.

Respond to all examination-related inquiries by phone, in person, and by email on topics cutting across examination procedures, scheduling deadlines, examination qualifications, mandatory wait periods, and any escalated matters, etc.    

Manage scheduling for Out-of-Province regulatory exams, which includes:

creating an exam record and processing payment;

coordinating and scheduling exams, and communicate important details with the examinee;

confirming exam details and coordinating shipping/receiving of exam materials with Out-of-Province regulatory representatives; and

reviewing and ensuring compliance with the Out-of-Province regulatory bodies’ exam policies. 

Retrieve and upload requested exam results from historical records as required.

Track and communicate proctor schedule changes, including shift swaps and cancellations for record-keeping.

Prepare and submit monthly exam statistics report to management, which includes:

compiling and maintaining exam statistics for scheduled, completed, and missed; exam sittings both within and outside of Metro Vancouver;

comparing current numbers with the previous month;

creating detailed Excel report to analyze monthly exam trends; and

providing insights and communicate changes in statistics to Management and the Accounting department.

Prepare and submit monthly exam reports to regulators, which includes:

collecting and organizing extensive exam data to create a comprehensive report;

consolidating examinee records into one organized Excel file; and

reviewing and verifying the data to ensure its accuracy, identifying and addressing any discrepancies or errors.

Review requests for exemptions from standard policies and refer to the Manager, Examinations, for final decision. 

Ensure examination records are properly stored and secured, and privacy policies are followed. 

Populate the team task planner and allocate daily duties between team members and ensure all critical tasks and scheduled items are assigned appropriately.

Monitor and keep track of exam inventory and ensure tablets and equipment are in good working condition.

Provide coverage to the Administrative Services team when needed, which includes: 

processing and reviewing exam registrations; 

managing the examinations phone queue, voicemail and main email inbox; and

portal and reception phone queue coverage.

Handle other duties as assigned by the Manager, Examinations.

Qualifications and Experience

Minimum 3 years of customer service or administrative experience

High school graduation with two-year post-secondary diploma

Ability to comfortably and regularly lift up to 50 lbs is required.

Valid Driver’s License and access to personal vehicle for work related purposes is required. 

Background in examinations is considered an asset

Excellent oral and written communication skills

Excellent organizational skills and attention to detail

Strong commitment to public service

Excellent time management skills and ability to meet deadlines

Patience and adaptability

Ability to effectively manage and resolve conflicts

Excellent computer, word processing, and data entry skills.

Strong skills with Excel are required.

Experience with office equipment such as copiers, scanners, and fax machines and able to troubleshoot the equipment.

Minimum to Midpoint Salary Range:  $53,347 - $66,684 per annum.
Upon hire, new employees will be placed in a starting salary between the minimum and P50 (midpoint) of the salary range. The P50 of the range represents an employee that possesses full job knowledge, qualifications, and experience for the position.