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Print & Distribution Controller

Reference
1804402
Contract Type
Permanent
Sector
Education, Media & Communications
Location
Rotherham, GBR
Expiry Date
30/04/2018
Print & Distribution Controller Description At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop le...

Job Description

Print & Distribution Controller

Description

At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop lessons, we are always re-examining the way people learn best, whether it’s one child in our own backyard or an education community across the globe. We are bold thinkers and standout innovators who motivate each other to explore new frontiers in an environment that supports and inspires us to always be better. By pushing the boundaries of technology — and each other to surpass these boundaries — we create seeds of learning that become the catalyst for the world’s innovations, personal and global, large and small.

Background Information:

The Print and Distribution Services team within Pearson Qualification Services handles more than 4,000 printed items per year, producing more than 9 million question papers prior to despatching 75,000 consignments per academic year.

Purpose:

To ensure the manufacture and despatch of question papers and related examination materials under secure conditions, to agreed schedules. To take end-to-end ownership of specific despatches to ensure a joined-up workflow and successful delivery. To undertake personally certain tasks and activities for all or any departmental responsibilities and to ensure completion of tasks and activities by others where you are the activity’s owner.

Key Accountabilities:

  • Record Management: To create / maintain QP records on the Secure Print Database (SPD) according to agreed procedures, and on other systems as required. To maintain accurate filing of Secure Print exam material, forms, advanced copies etc.
  • Scheduling: To take “ownership” of specific print and distribution schedules to monitor and record the end to end process and escalate any issues / risks to the Operations Manager. Ensure key milestones are achieved: pass for press deadlines; manufacturing schedules (orders and receipt of advances); approval of advances; sign-off for despatch and despatch to the Centre by the required date. This requires an ability to prioritise and re-prioritise activities according to business needs and adopting a flexible approach.
  • Progress Tracking: To track the progress of question papers and related items (proofs and advanced copies) between Content Production Services (CPS), DTP, production staff and external suppliers. Also to track the movement of all examination material during the typesetting & proofing and printing & finishing stages (first version and any subsequent reprints) according to the relevant print and distribution schedule and maintain accurate secure records. To track consignments through the despatch process to final destination.
  • Supplier liaison: To liaise with printers and typesetters and any other required supplier to ensure all material is produced to agreed timescales and costs, within acceptable quality standards. This includes attendance and participation at the Supplier Progress Meetings (SOAP) and full participation and / or representation at other inter-departmental or supplier meetings. To understand the processes and procedures used by suppliers, including the operation of any carrier’s despatch systems. Ensure that precise procedures and instructions are provided to all suppliers to minimise queries and/or incorrect deliveries. Develop and maintain positive working relationships with Content Production Services (CPS), DTP, Ops, Hellaby, Assessment and external suppliers
  • Security: To ensure all material is processed and managed in-house and at suppliers within agreed security procedures. Any potential or actual security breaches resulting from a supplier to be escalated to the Operations Manager and/or the Distribution Manager as necessary. Any potential or actual security breaches resulting from a Centre to be escalated to the Business Assurance Group (BAG) as necessary.
  • Purchase Orders: To prepare clear and accurate print and/or despatch order instructions (first printing; APRs; re-bags) for the suppliers with correct authority sign-offs. Interfacing between internal customers and external suppliers ensuring that despatch schedules and instructions are precise and accurate.
  • Finance: Check invoices for accuracy and compliance as required and ensure invoices are processed within the agreed turnaround. Where necessary, raise invoice queries with the relevant supplier. Where possible identify/recommend areas for cost reduction and implement cost-saving strategies without affecting the security, quality or schedule.
  • Quality: To ensure all work is processed in line with agreed QMS procedures. This covers all stages of the production process pre- and post-manufacturing: checking question paper information, instructions and packing labels for accuracy of information (e.g. exam dates, syllabus numbers, agreed layout) against core business systems. Also ensure all artwork is sufficient quality to print from. Check quality of bagged question papers prior to despatch of examination material via scheduled supplier inspections at external supplier sites. Ensure that all national and international items despatched are packed and sealed correctly and for international destinations that any relevant documentation is completed correctly. Check quality of bagged question papers prior to despatch of examination material via in-house checks from supplied inspection copies and also via scheduled supplier inspections at external supplier sites.
  • QP Approval Tracking: To ensure the Approval to Release Question Paper forms are returned according to the required deadlines, external and internal status reports are actioned and the “No approval = No Despatch” policy is adhered to.
  • Procedures: To ensure all secure production and despatch procedures are followed and participate in any process reviews. Any agreed changes are to be recorded to ensure documented procedures are updated. Developing and implementing new systems and procedures and ensuring they are adhered to at all times. To understand and adhere to the processes including the use and operation of internal and external systems including carrier's despatch systems.
  • Management Information: To provide cost and management reports for all Secure Production and Despatch activities, including non-scheduled despatches and external carrier systems. To identify areas not performing to required standards and to seek out and bring to the attention of the PLU management possible resolutions. When required to provide customers with accurate up to date information on the whereabouts of their work.
  • IT: Identify and assist with the development of new systems / procedures to improve processes within the Secure Production and Despatch area. Provide “helpdesk” support / guidance for the fulfilment houses in their use of the carrier despatch systems.
  • Customer Satisfaction: Work closely with team members, externally and internally, to enable the team and external suppliers to meet specified service levels. Liaise with all members of the section, and other areas of PQS as necessary, to ensure service levels are met for the section.
  • Centre queries: Receive communications and enquiries from centres and ensure that they are resolved positively and promptly, that information is processed and communicated, and that enquiries are properly followed up and fully resolved. Ensure other team members and colleagues in Customer Services are informed of any ongoing issues that are likely to result in increased Centre / Customer contact.
  • Communication: Minute taker when required at Supplier Progress Meetings (SOAP) and full participation and / or representation at other inter-departmental meetings. To communicate well with members of staff within the PLU, PQS, external suppliers and PQS customers.
  • Miscellaneous: Assist with any miscellaneous work associated with secure print production or distribution. To maintain a team working approach within the PLU by assisting with tasks, including scheduled and international work.
  • Stock management of question papers: To ensure the Print Shortage reports for 'live' despatches are checked following the generation of the relevant packing sheets. Where necessary, initial reprints (APRs) and rebags to ensure any delay to the pick and pack operations are kept to a minimum. This includes monitoring QPAX reports.
  • Corrective action: Adherence to the agreed Errata and Replacement procedures whenever it is necessary to initiate an Erratum or Replace a secure item. In the event of a secure item being replaced, ensure the Quarantine & Destroy procedures are actioned.
  • Supplier performance: Ensure all print and distribution suppliers are performing according to agreed Service Levels / Procedures. This includes monitoring and investigating reports of print quality and/or collation errors as and when received.
  • Centre support: Assist in the faxing/emailing of question papers on the day of the examination as and when required. To monitor and resolve issues regarding delivery of secure materials to centres and to meet the distribution Service Pledge.
  • Post-despatch activity: Following the completion of a despatch, ensure the receipt and verification of residue stock figures; confirm copies required for Publications and internal usage and issue the 'Debag and destroy' instruction. Record final despatch totals.
  • System maintenance: Maintain the two stationery websites (Centre/Examiner), including implementing improvements, monitoring stock levels and keeping the address files up to date
  • Stationery packs: Manage the stationery pack production and despatch process. This includes liaising with GQ Assessment to confirm pack types/qtys, setting print qty's for components, obtaining quotes, ordering materials from various suppliers, through to issuing instructions for pack construction. This process also includes the running of '6\
  • 4' and 'SP1' files on dates throughout the year to enable pack despatch. Monitoring and actioning/replying to emails received into the PQS Materials inbox.
  • Integration: Assist in integrating new business acquisitions. Gain access to systems, receive training on how to place orders
  • Admin Forms: Responsibility for creation of schedule, liaison with Hellaby and approval of new candidate requirements.
  • New Qualifications: Involved in set-up of new qualifications. Ensuring schedules are created, processes are agreed and systems are developed to handle qualification-specific requirements.
  • Managing exam series: Manage the end to end process of both the Key Skills and FT exam series, liaising with CPS to set schedules, setting print quantities, ordering papers, monitoring despatches through to tracking deliveries     

Key Challenges:

  • High output required during peak periods.
  • The high level of the security environment requires constant accuracy, attention to detail and adherence to implemented procedures.
  • Due to the high level of financial spend and core business operational risk, the role requires the utmost effort, accuracy and integrity.
  • Working to tight deadlines.
  • Working with fluctuating volumes.
  • The tight deadlines and fluctuating volumes require a flexible attitude towards achieving deadlines – at peak times of question paper activity, extra hours may be required to complete work.
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Qualifications

Essential Skills:

  • Attention to detail: Able to create and maintain consistent records relating to the progress and order details for question papers.
  • Methodical approach: Ability to concentrate and focus on meeting deadlines and objectives.
  • Communication skills: Ability to comprehend and provide clear instructions with suppliers, colleagues and internal customers.
  • Financial knowledge: Numerate and happy to work with figures on order quantities, purchase order costs and invoices.
  • Teamwork skills: Ability to work positively with other members of the team.

Previous Experience

Essential:

  • Experience of preparing spreadsheets and reports.
  • Communication skills from working with external / internal customers
  • Numeracy / figure work experience.

Desirable:

  • Experience of printing, distribution or examination production.
  • Experience in distribution and courier networks
  • Project management experience.

IT Literacy

Essential:

MS Access (or comparable databases / tracking & ordering systems); MS Word and MS Excel (both to intermediate level) and MS Outlook

Desirable:

MS Project, MS Powerpoint, MS Visio

Working Arrangements

  • Salary - £19,000 to £22,000 depending on Experience
  • 25 days holiday bank holidays
  • Competitive benefits package
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Primary Location: GB-GB-Rotherham

Work Locations: GB-Rotherham-Hellaby Fretwell Hellaby Bus Park, Unit 6 Fretwell Road Rotherham S66 8HN

Job: General Business Operations

Organization: Core

Employee Status: Regular Employee

Job Type: Standard

Shift: Day Job

Job Posting: Apr 11, 2018

Job Unposting: Apr 25, 2018

Schedule: Full-time Regular

Req ID: 1804402

Pearson is an Equal Opportunity and Affirmative Action Employer and a member of E-Verify. All qualified applicants, including minorities, women, protected veterans, and individuals with disabilities are encouraged to apply.