Example job descriptions for exams officers
Example A

Example B

ExampleC

Example D

Job description template

Example job description (A)
Main purpose of post

Responsibility for the administration, organisation and smooth running of public examinations.

Duties and responsibilities
  • To be responsible for entries to examination boards for public exams (ie GCSE, A Level).
  • To liaise with heads of department on pupil entries.
  • To make arrangements for pupils at the centre to take examinations in subjects studied elsewhere. This applies particularly to community languages.
  • To make arrangements (where feasible) for candidates who are not centre pupils to take examinations.
  • To disseminate information about exams to staff, pupils and their parents, and to respond to any complaints and queries that may arise.
  • To order examination papers/stationery and be responsible for their secure storage from the time they arrive until they leave the centre
  • To be responsible for the running of public examinations including practicals
  • To work with the appropriate senior leadership team memberto arrange exams accommodation, create exam and invigilation timetables, resolve any clashes that arise and make appropriate provisions for pupils.
  • To brief pupils on examination procedures and conduct, and to produce guidelines for staff and pupils.
  • To provide relevant statistics on examination entry/results to the head, governors, the LA and the DCSF, etc, including an annual report to the governors and material for the governors' annual report to parents.
  • To check DCSF statistics and examination results information before publication.
  • To complete exam entries using IT wherever possible (but ensuring there is manual back up). To explore IT packages to streamline exams administration.
  • To oversee the copying and distribution of results by the centre office and check certificates before they are handed on to the head of sixth form.
  • To retrieve costs of examination entry from absentees and arrange for re-marks, reports and deal with queries about exam results from the examination board.
  • To be present on results day, or arrange for a suitable, well-briefed substitute (approved by the head) who can produce the statistics and make arrangements for distributing results.
  • To analyse exam results, both A Level and GCSE, when the centre is notified, and to inform the head as soon as administratively possible.
  • To liaise closely with the appropriate SLT member to develop exam statistics that can be used for target setting, review and as a basis of raising achievement.
  • To make arrangements for all internal examinations including timetable, rooming and invigilation. To liaise closely with the appropriate SLT member over issues of invigilation and cover.

Example job description (B)

Main purpose of post

The EO is responsible for the administration of public examinations related to GCSE, AS, A2 and key skills. This role requires the EO to work closely with anyone administering any other type of internal or external examinations in order to avoid clashes and to maintain an effective running of the centre's examination system.

Duties and responsibilities
  • Liaising with heads of department and/or any other member of staff to ensure that the correct entries are made for all GCSE, AS, A2 & Key Skill examinations.
  • Checking entries are correct and agreed by both students and staff.
  • Issuing rules of conduct to all students and staff
  • Issuing students with their entry slips and making any necessary corrections.
  • Drawing up examination timetables as soon as is practicable in order to determine issues related to invigilation, study leave and general centre planning.
  • For all areas being used for GCSE, AS, A2 and key skills, the EO must book, prepare, organise and supervise these examinations in accordance with the regulations laid down by all the examination boards.
  • Supplying all the necessary stationery and materials related to the smooth running of the examination system.
  • Liaising with the director of studies (DOS) as the deputy exams officer on invigilation and any other issues related to the smooth running of the public examination and internal examination system (mocks in January) in the centre.
  • Dealing with special considerations and any other requirements related to the smooth running of the examination system.
  • Ensuring all necessary certification is dealt with in the timescales set by the boards and implemented by the centre.
  • Attending GCSE and AS/A2 result days, distributing documentation to staff and dealing with queries, where appropriate, from students, staff and parents.
  • Checking statistical data related to all entries and the analysis of results.
  • Liaising with deputy head in regard to 6th form results, cashing in and retakes.
  • Issuing certificates for events such as speech night and other award assemblies.
  • Liaising with DOS on the provision of statistics to the DCSF head and other related interest groups. (governor's reports, LA etc).
  • Ensuring that the DOS, deputy head, heads of department are fully updated on all dates, changes in examination procedures, entries and results.
  • Keeping up to date with exam requirements, including developing appropriate computer systems that meet the needs of the public examination system.
  • Preparing and checking student examination fees for each examination period.
  • Checking all examination fees and charges from each examination board.

Example job description (C)

Details
Grade
Employed / hrs per week
weeks per year
Responsible to

Duties and responsibilities:

  • To be responsible for all administration related to external examinations and assessments, in consultation with divisional directors and curriculum managers, the assistant principal and the vice principal as the need arises.
  • To co-ordinate arrangements for examination entries and fees, the invigilation and conduct of examinations, the storage and security of exam papers and student scripts.
  • To be responsible with the CJS manager, for the maintenance of accurate and up-to-date data relating to examination entries and results on the main College Database.
  • To liaise with the awarding bodies.
  • To ensure that curriculum managers receive and are aware of changes in regulations and specifications.
  • To be responsible for the processing of results and to produce centre statistics in examination results for internal monitoring purposes and for publication and as required by the government.
  • To lead the examinations team and act as line manager for the examinations secretary and examinations and student data assistant.
  • To lead a quality team and produce an annual quality review of the work of the examinations team.
  • To maintain an appropriate working environment in accordance with the centre’s Health and safety procedures.
  • To participate in the centre appraisal scheme and to attend training sessions as appropriate.
  • To carry out other duties as may reasonably be allocated within the purview of the post by the principal/assistant principal.

Example job description (D) (Examination Secretary)

Details
Grade
Section
Employed / hrs per week
weeks per year
Responsible to
Main purpose of post

Responsibility for all examination organisation in the centre and all cover arrangements.

Objective of role
  • To co-ordinate all public and internal examinations, to ensure that entry procedures, fees, conduct of examinations and results are efficiently dispatched
  • To co-ordinate all cover arrangements and ensure that the cover system runs efficiently
Other considerations
  • It will be necessary to work with IT and associated systems.
  • Attendance at centre when GCSE and A-level results are released is a vital part of the role
  • It will be necessary to start work at am for cover arrangements
Personal qualities/skills
  • Good at forward planning
  • Organisational skills
  • Work under pressure to deadlines
  • Calm, flexible, dependable, reliable
  • Ability to work with others
  • ICT literate
  • Ability to make decisions
  • Negotiating skills
  • Sense of humour
Job Description Template
Job Title
Objective / What is the reason for this job? What must it achieve? How does it contribute to the success of the centre?
Accountable to / To whom is the jobholder accountable? Should be only one individual (or SLT).
Responsible for / What individuals and resources is the jobholder responsible for?
Working relationships / Who else does the jobholder work with? Likely to be cross-department, inter-department or qualification suppliers
Key result areas / This job description is based on outcomes rather than inputs. This gives the jobholder greater freedom and greater accountability.
Key result areas should be related to the job objective and transferred into the appraisal form.
All employees should have a key result area related to their personal and professional development.
All line managers should have a key result area related to the development of their direct reports.
Key tasks / Avoid the temptation to include tasks. Only include those that are specifically required to be done e.g. submitting monthly reports, completing staff appraisals. These will mainly be tasks that are required for other people to be effective.
Core skills / Many of these will be standard professional skills or generic competences. Focus on those that are specific to this job, are essential for its success and differentiate it from other jobs.
Time Horizon / This is an important measure of the character and responsibility of the job. For a receptionist it might be less than a year, for a Headteacher it might be more than 15 years.