Exams and Admin Officer

The Role

To administer all aspects of public examination and certification processes and ensure that examination board procedures are followed throughout these processes. You will be required to maintain up to date records of student and assessment details, ensuring that the information kept is both accurate and confidential.

You will work across the academy as required, providing excellent administrative and customer services to a variety of stakeholders, establishing and maintaining efficient administrative systems and processes to support the effective running of the school with a focus on operational excellence and to meet the current and future needs of the academy.

It is essential that the person for this role is organised, able to multitask, work flexibly and have a ‘can do’ approach.

Key Responsibilities

Examinations

• 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

 Admin (Student Services)

• Support with centralised phone calls professionally and efficiently.
• Provide comprehensive administrative support for various tasks including attendance, admissions, and more.
• Perform general clerical duties such as photocopying and filing.
• Assist with data input and management in various systems.
• Serve as a first aider along with other support staff.
• To support with lunch till duties

Other

• To carry out fire marshal duties, if required
• To be flexible in regard to working hours
• 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

Role review

This job description sets out the main duties of the post at the time of drafting. It cannot be read as an exhaustive list. These responsibilities will be discussed annually as part of the post holder’s annual performance review and are subject to change. However, it may be altered at any time subject to need in consultation with the post holder subject to the Executive Principal’s approval.

• Salaries 2.5% higher than main pay scale.
• Twice as many training days as standard.
• Generous pension scheme.
• Access to Ark rewards – a scheme offering savings from over 3,000 major retailers
• Interest-free loans – up to £5,000 available for season ticket or to buy a bicycle.
• Gym discounts – offering up to 40%.
• Access to Employee Assistance Programme – providing free, confidential counselling, legal advice and a range of different support.

We are a mixed all-through school that caters for children from nursery age through to sixth form. We have the highest aspirations for all our children to ensure they are prepared for university and inspired to be leaders in their community. We offer our students a first-class education based on high quality teaching and experiences outside of the classroom.  

Our school was recognised by the Government in its Parliamentary Review as an example of good practice in education and we are ranked in the top 10% of schools nationally. All of our sixth form students received a university offer with 73% of those being a top 3rd university.

We pride ourselves on the relationships our staff have with our students, caring for them throughout their education. We also work closely with families to ensure that all our students are committed to learning and develop the character necessary to take advantage of all the opportunities we provide.