/ Job Description – ExaminationsOfficer

Reporting to the MIS Manager.

Hours: Averaged 37 hours per week – Whole Year

Grade: Sixth Form Colleges’ Support Staff Pay Spine, Points 24-28

Reporting to the MIS Manager, the ExaminationsOfficer will be responsible for the management and organisation of examinations including the accurate and timely processing of exam entries and results for both the Prior Pursglove and Stockton sites. You will support the management of the casual exam invigilators and work closely with the MIS Assistants,Faculty Secretaries and Curriculum Support Assistant who assist during exam periods.

Support of exams will require working more hours at particular times of the year, notable during the exam periods (for example, November and May to the end of June). This will average out to approximately 37hours per week. You will be expected to have a flexible approach and work the hours required to complete the administration of the exams. Time off in-lieu can be then taken to recompense the hours accumulated during any exam periods. This will be organised, planned and agreed with the MIS Manager. You will be required to be in College for the summer AS/A2 results and the immediate weeks following.

Main duties and responsibilities

  • Ensure the accurate and timely registration and entry of students for exams in line with college procedures and compliance with awarding body requirements.
  • Ensure the smooth running of all examinations, including the safe receipt storage and distribution of papers and scripts and proper conduct in exam rooms.
  • Ensure adherence to all exam board regulations and college procedures and taking appropriate action to resolve difficulties as they arise.
  • Distribute entry details and results promptly to students and staff ensuring quality control procedures are followed.
  • Further develop, set up new and maintain quality control procedures for the annual examination cycle.
  • Liaise with teaching staff, schools and examination boards, students & parents with regard to, for example, student transfers, grade rejections, re-marks, exam clashes, additional support needs, coursework.
  • Organise and liaise with others to gather evidence for the students who require specific exams’ access arrangements e.g.
  • liaising with schools to get evidence;
  • getting in touch with awarding bodies to check validity of evidence
  • liaising with parents and local authority to inform them of our decisions re exam access arrangements if high needs
  • organising LUCID tests with the Learning Support team or external assessors
  • work with the appointed SENCO for each campus, who will take the lead on the authorisation of the exam access arrangements (e.g. Form 8s).
  • Prepare and oversee the timetable for examinations, ensuring procedures covering invigilation, rooming and other requirements, for example, additional support, access arrangements (with other staff) and clashes comply with awarding body regulations.
  • Be involved in the selection, appointment and training of invigilators. Organise and ensure full invigilation cover during the exam periods. Brief students on the running of exams and special arrangements as appropriate.
  • Importing of exam results and arranging dissemination to students, including the checking and distribution of certificates.
  • Administer relevant cost centre budgets in accordance with the College’s financial procedures.
  • Provide relevant support for College Events (for example Enrolment, Open Evenings, Parents’ Evenings) including attendance at the event as required
  • Deal with requests from external candidates, ensuring appropriate collection of fees and accurate timely registration and entry of candidates.
  • Carry out such similar duties as may be required by the Principal, commensurate with the post.

This job description sets out the main responsibilities for the postholder, but is not intended to be an exhaustive list. Specific duties may change from time to time without changing the general nature of the post and the postholder is expected to be flexible in the range of responsibilities they undertake commensurate with the responsibility and salary

Signed……………………………………………………… Dated ……………………………….

/ Person Specification – Examinations Officer

Essential

  • Educated to Level 3 or equivalent
  • Excellent organisation, administrative and time management skills
  • Capable of working under pressure to meet tight deadlines without supervision
  • Accurate data input skills and attention to detail
  • Willing and able to work flexible and/or additional hours when required to adapt to changing priorities
  • Experience of organising teams
  • Able to communicate effectively with staff, students and external organisations
  • Able to work on own initiative and as part of a team
  • Able to follow and enforce mandatory regulations
  • An understanding of and commitment to Data Protection and confidentiality
  • Able to remain calm under pressure

Desirable

  • Experience of working in an Exams office.
  • Experience of working in a post 16 establishment.

L:\Administration\Personnel\Standard Contracts, letters, job desc\Job Descr & Person specs\Current Job Descriptions - May 2016 Onwards\Exams Officer - Job Description Updated October 2016.docx