Exams and Admin Officer

Ensure the smooth running and integrity of all exam related systems and procedures. 

Be the designated BTEC Quality Nominee at the Academy 

Organise schedules for Exam Invigilators during working hours 

Ensure compliance with all exam board requirements to maintain the center's exam status. 

Alongside the Data and Exams Manager, provide training to individuals that carry out invigilation, ensuring that the Joint Council’s ‘Instructions for the Conduct of Examinations’ is followed at all times  

Liaise with the facilities team to ensure that facilities for students undertaking examinations are of the highest possible standard and in line with requirements. 

Liaise with Awarding Bodies to ensure that students receive any special consideration, providing allowances for prevailing circumstances  

Ensure that Examination Boards/authorities are made aware of any special requirements for students/school and that appropriate provision is made 

Make appropriate timetabling and room arrangements, ensuring minimal impact on teaching and learning  

Create and distribute examination, rooming and invigilation timetables to students and staff  

Manage the electronic download of results for all examination seasons and manage the process of distribution to students 

Input and analyse data using relevant examinations software, such as Bromcom 

Liaise with teaching staff on student choice of entry to internal and public examinations and support option selection events  

Liaise with Examination Boards in respect of the administration of entries, coursework requirements, the conduct of examinations and examination results 

Be responsible for the safekeeping and confidentiality of exam papers and completed examination work

 Ensure that the accuracy of information provided to Exam Boards for examination entries, ensuring that students are      aware of the Exam Boards requirements regarding their conduct whilst sitting examinations 

Ensure that students and parents understand the procedure in respect of appeals and results enquiries 

Seek to find suitable solutions to issues/problems raised by teachers, students/parents relating to examinations 

Monitor quality of invigilators by visiting exam rooms on a regular basis in order to ensure that our students undertake their exams in an appropriate environment of calm and regulation. Take appropriate line management action where invigilator performance is unsatisfactory 

Provide statistical information regarding examination entries/results as required, including analysis where necessary 

Be the line manager and ‘Senior Invigilator’ point of call for Invigilators’ queries 

Source the appropriate number of invigilators for any given exam 

Manage the timesheets of invigilators, ensuring accuracy and timely submission for payment 

Produce all materials related to examinations including production of mock examination papers  

Populate the exams calendar with key examination dates and deadlines  

Work collaboratively with the admin team to provide comprehensive administrative support for the primary, secondary and sixth form.  

Adopt a business-like office environment, ensuring excellent, consistent administration support and customer service is provided, ‘Our Promise’ is met, good relationships with staff are promoted, and you are consistently role modelling professional behaviour.  

Attend to all incoming calls and messages in a professional, friendly and efficient manner, using the corporate greeting, ensuring all relevant messages are passed on in a timely manner and dealt with effectively, sensitively, and confidentially, taking the initiative to identify and handle issues that arise on behalf of the leadership team and others. 

Be one of the academy main first aiders, assisting with student welfare and first aid and ensuring accurate and prompt records and reporting, paying due diligence to Health & Safety and academy protocol. 

Support with daily attendance ensuring protocol is followed and ongoing efforts are made to ensure a child regularly attends school. 

Acknowledge and action all admin requests to a high standard and in a timely manner, prioritising and communicating effectively with relevant colleagues and stakeholders. 

Maintain and distribute stock for the offices, reception areas and reprographics 

To support with lunch till duties. 

To be flexible in regard to working hours  

Share best practice with the wider team and approach all tasks with a growth mindset.  

Ensure the working environment is to a professional standard e.g. clear desk policy  

Contribute to the wider academy objectives and improvements.  

Undertake various duties, when required, including, playground duties, first aid, cashless till operation, first aid, fire marshal.  

Cater and set up meetings and events, if and when required.  

Be willing to undertake appropriate training in line with contractual duties.  

Attend and support out-of-hours’ academy events e.g. summer fair, parents’ evenings, open morning and evenings, admin evening, academy performances, competitions, summer school, results days etc and be flexible in regards to working hours.  

This job description is subject to change with the agreement of the post holder.  

Attend and support out of hours’ academy events e.g., summer fair, parents’ evenings 

Carry out other reasonable tasks as directed by the Executive Principal, ALT and Vice Principal – Business and Community and the School Business Manager.