Job Title:Examinations Officer Part 1 & Part 2

JOB DESCRIPTION

Job title:Examinations Officer Part 1 & Part 2

Directorate:Education and Assessment

Grade:5

Post holder:

Responsible for:Examinations Assistant

Responsible to:Head of Examinations

Liaison with:

Hours:35 (normally 9 am to 5 pm with some flexibility)

The Department

The Examinations Department is part of the Directorate of Education & Assessment which oversees all of the RCOG’s education services, activities and resources. The Directorate is responsible for the MRCOG, DRCOG, UK specialty training, advanced training, curricula and assessment, Continuing Professional Development (CPD), eLearning, ePortfolio and global education development.

The Examinations Department within the Directorate is responsible for organising all College examinations – the MRCOG (Part 1, 2 and 3) which is the College’s Membership Exam, and the DRCOG, an examination for non-O&G specialists in women’s healthcare.

Purpose

The purpose of this role is to independently manage a set number of high-stakes Part 1 and Part 2 examinations per year and oversee the entire examination cycle from beginning to end. This includes: liaison with all the examination centres, servicing of the associated sub-committees, processing of the candidates, production of examination content, releasing of results, and the answering of the enquiries connected with 2,600 candidates and 250 examiners per year.

Main duties

1. To compose and prepare correspondence concerning the examination for candidates, Committee members, Examiners, Officers and Fellows and Members

1. To provide administrative and clerical assistance, as required by the Head of Department

1. To line manage the Examinations Assistant

1. To prepare all instructions for local centre coordinators, examiners, invigilators, candidates, and other associated documents for the examination
2. To book and organise the examination halls / venues as requested to cater for the different requirements of examiners, candidates and invigilators

1. To manage the network of UK and international examination centres ensuring that a uniformly high-quality, secure and efficient examination is administered at all centres with due regard for differing local political and cultural contexts

1. To act as liaison between the College, invigilators and overseas test centres and support overseas invigilators in the arranging of travel, provision of exam materials and local information

1. To manage the examination application process, including: verifying and approve the required documentation for all candidates; receiving, checking and processing exam applications; inputting candidate details onto the computer database with meticulous attention to detail

1. To manage the pre-examination process, including: allocating candidates to the appropriate examination at the UK and international centres; preparing, producing and despatching candidate lists, question papers and stationery to examination centres; preparing, producing and despatching entrance ticket details to candidates, including examination instruction; providing statements for international candidates requiring visas

1. To manage the post-examination processing, including: receiving, collating and checking all answer papers post-examination and to prepare for post-exam marking; producing results, coordinating psychometric reports, and pass and fail lists and letters

1. To maintain examination centres, examination sessions and numbers of candidates on bespoke software

1. To participate in long-term IT projects affecting the Examination Department and provide input into the maintenance, development and implementation of the bespoke Exams IT software

1. To provide secretariat support to the question writing sub-committees and to ensure follow-up action

1. To edit examination questions and materials for the Part 1 and Part 2 examinationsat all stages to a high standard, meeting assigned deadlines. Duties will include:
2. editing examination questions and scenarios
3. checking printed proofs of examination papers
4. ensuring a high standard of grammar, spelling and punctuation
5. ensuring clarity and accuracy and resolving any queries
6. monitoring and maintaining the editorial schedule, ensuring adherence in order to produce examinations to deadline
7. maintaining, updating and developing the Question Bank
8. reviewing existing editorial processes in conjunction with academic and operational developments, suggesting and implement improvements where applicable
9. liaising with key stakeholders to review and agree changes, coordinating the work and maintaining an audit trail.
10. assisting in the development of high service standards and efficient processes for the delivery of examination materials, maintaining and updating standard operating procedures

1. To monitor work processes, maintain existing systems, procedures and records in line with College policy.

1. Any other duties as may be reasonably expected and required by the Head of Department and Senior Director Education & Assessment which are commensurate with the level of the post.

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the job holder.

Signed: ______Date: ______

PERSON SPECIFICATION

Education requirements

• Educated to Degree level or equivalent

Experience

• Previous experience working with examinations or events
• Experience of administrative work in an office environment
• Experience with application processes/systems
• Experience of servicing committees, including preparing agendas, taking minutes, etc.

• Previous experience of the medical field and/or education
• Previous experience with high-stakes international examinations

Skills and abilities

• Ability to use initiative; plan and prioritise own workload; and work under pressure to meet deadlines
• Excellent IT skills and ability to provide input into the development of new IT processes
• Thorough, accurate and attention to detail
• Ability to work flexibly and collaboratively as part of a team
• Good written and verbal communication skills and ability to build relationships with colleagues of all levels
• Ability to identify, troubleshoot, and resolve problems
• Excellent minute taking skills and minute writing skills
• Ability and willingness to maintain strictest confidentiality

• Well presented with a confident and professional manner.

• Knowledge of project management and research methodologies.
• Experience of working with public sector services
• Excellent interpersonal and communication skills
• Experience of managing large electronic databases and controlling data quality.

Other requirements

• Flexible approach in a team working environment
• Positive attitude

• Keen interest in personal professional development
• Keen interest in the field of assessment
• Prepared to travel occasionally (when required) across the United Kingdom and overseas.

Competencies

1. Personal effectiveness

• Takes ownership and organises self to deliver results
• Is reliable, consistent and demonstrates a positive “can do” attitude
• Solves problems by selecting from well-defined procedures but exercises discretion on themost appropriate response

1. Quality

• Is skilled and knowledgeable in own functional area
• Seeks improvement and takes responsibility for self-development

1. Communication

• Communicates courteously, clearly and effectively with colleagues and external customers
• Adapts communication depending on audience needs and desired outcome
• Influences successfully across the College and beyond

1. Working together

• Builds good working relationships
• Contributes to the success of the team
• Demonstrates a commitment to equality of opportunity and dignity at work

1. Customer focus

• Provides a high quality customer service
• Builds rapport with customers and treats them consistently and well
• Adapts own ways to meet customer needs

1. Managing change

• Adapts to and manages change effectively and supports others in doing the same
• Is open-minded and seeks innovation