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We are currently recruiting a Professional Qualifications Team Co-ordinator for a fixed term contract from July 2025 to May 2026 (approximately 10 months). 
This role is hybrid, both working from home and in our Oxford hub. The role holder needs to be happy to work in the Oxford hub about once per month.

We encourage our colleagues to work flexibly between home and the hub to suit their needs and preferences, in line with our hybrid working policy.
Colleagues are able to work their hours flexibly, in line with core business hours and requirements. We also offer formalised flexible working agreements.  

The starting salary is £29,450.

To apply, please send a CV and cover letter to HRsupport@actuaries.org.uk by the closing date of 10 June 2025. 
Interviews will take place on Friday 20 and Monday 23 June.

Purpose of the job

Contributing to the development and delivery of the Engagement and Learning directorates' strategic objectives, the Professional Qualifications Team Co-ordinator is responsible for:

• Providing key administrative support to the Professional Qualifications team in a timely, effective and efficient manner 
• Providing key administrative support, where appropriate, for all relevant meetings and their participants 

Dimensions

The team has oversight of a network of over 400 external personnel (examiners, assessors, and committee members etc.) without whom the IFoA would not be able to carry out its academic responsibilities. 

Ensuring over 16,000 candidates can sit the appropriate assessments to become an Associate or Fellow of the IFoA, the team has responsibility of the development around 24 subject syllabuses and Core Reading along with 72 assessment papers, which must meet the required competency standards.

There are over 3,000 exemption applications made year of which around 30% require significant further review by the Professional Qualifications team. 

The team must audit the practical work experience that everyone must complete as part of their requirement to becoming an Associate or Fellow of the IFoA. There are around 16,000 student members of the IFoA who are required to complete this annually. 

This role supports all the staff within the Department, ensuring approaches to recruitment, inductions, holiday cover, sickness cover and travel, adhere to IFoA HR and other policies where appropriate and that all relevant internal and external meetings are organised appropriately. 

There are several annual meetings that the IFoA Professional Qualifications team have responsibility for, including the Board of Examiners, Education Advisory Forum, and student forums. These meetings require planning and co-ordination in addition to compiling and collating relevant agenda and papers, booking rooms, setting up conference calls, preparing and distributing minutes.

Principal accountabilities

To support the function of the team by effective management of key documents including annual operational plans and associated key dates, risk registers, and document control log. Providing updates and reminders at appropriate internal meetings. 

Supporting the operations of the key internal and external meetings including Board of Examiners, Financial Reporting Council, monthly manager, and PQ team meetings. Working with the Chairs and lead managers preparing the agenda and circulating papers in advance, take accurate minutes that reflect the discussions held and ensure that actions have appropriate deadlines and are completed in time.

Responsible for organising internal and external meetings including booking meeting facilities (virtual or face to face), advising attendees, arranging travel and other associated administration/hospitality.

To support the team managers by working with colleagues in HR to ensure that all recruitment, induction, and resignation policies are implemented in a consistent manner. To set up induction meetings, ensure that IT and meeting/work space is available as required and any leavers are removed from appropriate distribution lists as well as supporting training and development sessions.

To support the team during periods of peak activity to ensure that customers of the IFoA professional qualification services are not disadvantaged and receive an excellent level of customer service.

To provide other support that may be requested by the Head of Learning Content and Partnerships.

Main contacts

Internal:

• Head of Professional Qualifications
• Head of Assessment Delivery
• Head of Registry
• Engagement and Learning employees
• HR

External:

• Chair and Deputy Chairs of Board of Examiners
• Examining teams 
• Module Teams
• Students

Decisions

• The post holder has to work on own initiative to undertake a variety of tasks.
• The post holder has to act as a point of contact for internal and external enquiries for the senior managers of the Professional Qualifications team. They are expected to initiate action where appropriate and refer only as necessary to senior managers. 
• Set up meetings, co-ordinating availability of attendees, deciding on dates, locations and catering as necessary. Inform attendees and prepare and send out relevant papers and minutes.

Complexity

• The post holder will often be the first point of contact for people wishing to the speak to the senior staff in the team and therefore tact, diplomacy, discretion, confidentiality, patience and the ability to interact and communicate with a wide range of stakeholders is essential.
• The post holder will undertake a variety of work, from day to day short term administrative tasks such as dealing with queries, drafting correspondence and minutes to longer term tasks.
• The post holder has to be prepared to be flexible and adaptable to ensure that the priorities of the team can be met. 

Impact

As a key team within the Engagement and Learning directorate, Professional qualifications team provide the assurances that those acquiring the IFoA Associate or Fellowship qualification have met the required standards and are fit for purpose. The team co-ordinator plays a key supporting role in this area managing a wide-ranging portfolio including supporting the team to allow enable everyone to make the most effective use of their time, provide key support in organising the internal and external meetings, and prepare agendas and papers in advance of the meetings and minutes or notes after the meetings. Any errors relating to the assessment area are very high profile and tend to attract attention from high level committees and volunteers and, potentially, external stakeholders such as the FRC and employers.

Knowledge and experience

Essential

• Effective communication skills with the ability to develop effective relationships at all levels and the ability to seek cooperation from busy colleagues.
• Ability to work independently and as part of a small team
• Ability to work in a flexible proactive way, supporting colleagues across the team, as necessary.
• Discreet and diplomatic in the handling of confidential and sensitive information.
• Able to maintain high levels of accuracy and a calm, methodical approach while working under sustained pressure at times.
• A high standard of organisational skills including the ability to work effectively to achieve tight deadlines.

Desirable

• Experience within a professional body or higher education provider
• Evidence of commitment to professional development 
• Working with volunteers
  

IFoA’s values

The role holder must be an ambassador for and demonstrate the IFoA Values in all aspects of their work.

• Member-focused: We put members at the heart of everything we do
• Action-oriented: We work hard, we work smart, and we take pride in getting things done, valuing action over perfection
• Forward- and outward-looking: We’re always looking to be bold and improve, innovate and take the next step
• Team-driven: We work in partnership, advancing together as one IFoA

Alternative format and adjustments

Please email the HR Team if you require:

• any information regarding our vacancies in an alternative format
• any adjustments to support you to fully participate in any part of the application and recruitment process

Any information shared will be used only to enable us to make reasonable adjustments to support candidates to participate in the recruitment process. It will not inform selection decisions.

You can reach us at HRsupport@actuaries.org.uk.

Diversity, equity, and inclusion

The IFoA encourages applicants from a variety of backgrounds and experience and welcomes diversity with regard not only to protected characteristics but also diversity of thought. Diversity, equity and inclusion are more than just words for us. That’s why we are committed to creating a culture where everyone feels included and respected, and where no one is unfairly discriminated against. Consequently, we promote diversity, equity and inclusion in all our policies, practices and procedures, and actively encourage applications from a diverse range of potential candidates. All applications for our roles are considered on merit alone, and if you don’t meet all the criteria but believe you have something to offer, we want to hear from you. For more information on our commitments, please see our .