All Job Descriptions Are Current at the Date Shown, but Following Consultation with You

The Folkestone School for Girls - Job Description

Exams Officer

All job descriptions are current at the date shown, but following consultation with you, may be changed to reflect or anticipate changes in the job which are commensurate with the salary and job title.

Employees will be expected to comply with any reasonable request from the Principal to undertake work of a similar level that is not specified in this job description. Employees are expected to be courteous to colleagues and provide a welcoming environment to visitors and telephone callers. The School will endeavour to make any necessary reasonable adjustments to the job and the working environment to enable access to employment opportunities for disabled job applicants or continued employment for any employee who develops a disabling condition

Specific Duties

Post / Exams Officer
Specific Duties / Areas covered:

Examinations;
Census;
Testing of new entrants;
Sims Management.

FSG Scheme / Band 6

Generic Responsibilities

Post Title: / Exams Officer
Post Holder:
Purpose: /

To ensure all examination entries are completed and returned on time;
To ensure all examinations are administered correctly;
To ensure all student data is entered correctly onto Sims;
To ensure the school census is completed and returned on time;
To provide the highest quality of service to the School and its visitors.
To support the School in achieving its vision of excellence and high standards for all students.
To ensure that all work fully reflects the School’s distinctive ethos and mission.
This School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Reporting To: / Vice Principal -
Liaising With: / Support services personnel, Teachers, SDLs, Senco, Mentors and any other relevant staff, Examination boards, Parents and other external personnel as appropriate.
Contract Type: / Part time3 days per week, term time plus inset plus two week
Disclosure Level: / Enhanced
Main/Core Duties
Main Duties /

To notify parents & candidates in writing of all examination entries and the regulations concerning entry;
To gather estimates of examination entries from each subject for the examination boards;
To be responsible for the data input of final entries to the examination boards for all external exams;
To maintain manual back-ups of all examination entries;
To check computer print outs for errors;
To check the accuracy of entry forms and ensure that students are fully aware of the subjects, syllabuses and levels for which they are to be examined;
To ensure that candidates check personal details and examination entries as required by the Boards (checking for correct spelling, date of birth etc.);
To be present on the day the school is notified electronically of results and to download the results via the EDI system;
To be responsible for printing and distributing the statements of public examination results to DoLs and students;
To check certificates before they are handed to students;
Arrange for re-marks, reports and queries about exam results from the examination board;
To keep abreast of changes in syllabuses and examination requirements and to notify the DoLs accordingly;
To ensure that departments have access to up to date copies of all syllabuses;
To keep departments informed of curriculum developments in as far as they affect their assessments and resources;
To provide information about the examination timetable to staff and students;
To arrange the seating of candidates;
To appoint invigilators for examinations and prepare invigilation timetable;
To direct the work of the invigilators for all exams and to train them in accordance with annual exam regulations;
To sort examination papers as they arrive and to arrange the secure storage of these papers prior to their use;
To sort out all clashes and make appropriate provisions for students;
To brief students on exam procedures and conduct and product guidelines for staff and students;
To be responsible for the daily running of public examinations;
To inform the site staff of the requirements for furniture in examination rooms;
To secure the appropriate desks, chairs, stationery, equipment, question papers, attendance lists, seating plans, instructions for invigilators, clocks and notices outside the room;
To ensure that completed papers are posted in accordance with the school and examination board procedures;
To be responsible for the ordering and safe keeping of examination stationery;
To explore the use and benefits of computer packages to streamline the administration of examinations;
To carry out administrative arrangements for new entrants to Year 7 of the school including the arrangements for the schools own entrance test;
To carry out administrative arrangements for casual admissions throughout the year including testing and marking;
To annually enter the details of new entrants onto Sims from information provided on the admission forms;
To remove annually (at the end of the academic year) leavers from Y11 and Y13;
To keep all student based Sims records up to date, making amendments when necessary from written information/confirmation provided by staff, parents/carers;
To update any timetable changes as requested by SLT;
To produce reports on Autumn, Spring and Summer Census and to check and correct any errors before producing the final report to send to the DfE after being checked and signed by the Principal;
To check all post 16 courses are correct in course manager and have the correct QAN numbers and classes attached;
To check all post 16 results are correctly entered for the previous year so that school funding is correct;
To liaise with the timetabler over the next academic year timetable and make sure that the subjects are attached to the correct course code;
To create the next academic year on Sims;
To map classes over to the next academic year;
To put students into the classes that they have picked for their options;
To liaise with DoL’s on any class list changes;
To check that all students’ timetables are complete.

Additional Duties: /

To undertake training as necessary.
To follow procedures with regard to evacuation and emergency procedures.
To take reasonable care of his/her own health and safety and that of others who may be affected.
To engage actively in the performance management review process and to undertake reviews as required.
To continue personal development as agreed at your PMR.
To address the appraisal targets set by the line manager.
To carry out duties as outlined in the targets set each year.
To undertake any other duty as specified by SLT and not mentioned above.
To instruct other members of the admin team to familiarise themselves with the tasks carried out by you so that a backup could be provided if necessary.
To play a full part in the life of the School community, to support its distinctive aim and ethos and to encourage staff and students to follow this example.
To adhere to the School’s policies.
To promote actively the School’s corporate policies.
To inform the Personnel/Estates Manager of any matter that would reasonably be considered to represent shortcoming in the arrangements for health and safety.
To show a record of excellent attendance and punctuality.