JOB DESCRIPTION

EXAMINATIONS OFFICER

Reporting to:Deputy Head (Teaching & Learning)

Purpose:To be responsible for the smooth running of internal and external examinations ensuring JCQ compliance at all times; assisting with the process for pupil reports.

Key responsibilities:

  • Keeping up to date with JCQ regulations to ensure centre compliance at all times and distributing information to SLT and Heads of Departments where appropriate
  • Keeping an up to date list of specifications being taught to students in the exam years
  • Liaising with Heads of Department and members of staff to ensure that the correct entries are made for all examinations
  • Ensuring all examination entries are processed in a timely manner and within the timescales laid down by the examinations boards
  • Briefing students and staff on examination rules of conduct
  • Management of the examinations budget
  • Management and training of the external invigilation team and invigilation standards including updating the invigilator handbook for each exam series
  • Drawing up timetables for examinations as soon as is practicable in order to determine issues related to exam clashes, invigilation and general centre planning. Distributing all relevant information to pupils, staff and parents
  • For all areas being used for examinations, taking responsibility for booking rooms and managing the examinations in accordance with the regulations laid down by the examination boards and JCQ and working closely with site staff to ensure effective set up of exam facilities
  • The secure storage of all examination materials in accordance with JCQ regulations
  • Processing applications for special consideration and special/access arrangements (together with the Head of Learning Support) and ensuring arrangements are put in place appropriately for exam candidates
  • Ensuing that all internal assessment marks are processed and sample work is collated and despatched on time to exam boards and moderators
  • Ensuring the smooth day to day running of the public exam series
  • Liaising with SLT and the exam boards on any matters of malpractice
  • Coordinating public examination results days and the day prior to this, distributing documentation to staff and students, including the preparation of results statistics for the School, Head Office Data Room and interested external bodies such as the Independent School Inspectorate and Independent School Council. Liaising with the Head and appropriate SLT members and Head of Departments regarding all exam related matters
  • Dispatching certificates securely to students and ensuring records are maintained for archive
  • Liaising with staff, pupils and parents to deal with post results queries and appeals keeping accurate records of applications, outcomes and related charges
  • Keeping internal records and external bodies updated with exam results throughout the year, such as the ISI data portal
  • Ensuring sufficient records of results are archived to enable confirmation of results for past pupils and employment agencies
  • Responding to and managing exam related queries from parents/guardians
  • Ensuring Head of Departments are fully updated on dates and deadlines, changes in examination procedures, entries and results
  • Keeping up to date with examination requirements, including the development of appropriate computer systems that meet the needs of the public examination system and attendance at appropriate awarding body and other training meetings
  • Verifying and monitoring examinations fees and charges from each examination board and liaising with the School’s Finance dept regarding onward charging of exam fees to parents within the deadlines set by Head Office
  • Keeping all examination related policies up to date
  • Supporting the Deputy Head (Teaching & Learning) with the administration of baseline testing and data, and any other online examinations using appropriate ICT, and together with the Deputy Head (Teaching & Learning) obtaining, recording and disseminating the results of such tests
  • Assisting the Admissions Registrar with Entrance and Scholarship exams
  • Entering students for and administering university entrance tests
  • Providing examination result data as required for the Department for Education census and the ISC census in liaison with MIS
  • Liaising with Deputy Head (Teaching & Learning) and MIS regarding publication of School Reports. Communicating with SLT and checking for report completeness and presentation before publishing reports to the parent portal. Sending occasional copies of reports to external bodies where required, i.e. fee payers.

Key Qualities and Person Specification:

  • High level IT skills including Excel and Word is essential
  • Relevant experience in an educational setting
  • Calm under pressure and able to work to tight deadlines
  • High level of attention to detail
  • A problem solving approach
  • Effective interpersonal skills
  • High standards of professional behaviour towards colleagues
  • Decisive, willing to take initiative, able to prioritise
  • Excellent written and verbal communication skills with young people and colleagues
  • Excellent organisational and time management skills

Standards of PerformanceTo be agreed

SalaryCompetitive, depending on qualifications and experience

LocationBased at the Senior School on East Hill, Ashford

HoursTo be agreed, currently40 hours a week during term time (36 weeks) plus 6 weeks, during which the post-holder may work flexibly and to meet the needs of the role

Holidays28 days paid holiday per annum, plus 8 statutory days

Updated May 2017