Print & Distribution Controller
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.
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.
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.
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.<li