Examinations Officer

Castle View Academy is located in the north of Portsmouth, and we are proud of the education and training we offer students and staff in our new building. We have a track record of continuous improvement in GCSE results with this year’s results setting a new record. Excellence in all we do lies at the heart of the education we offer, and we are eager to meet likeminded colleagues who share this vision. We believe in traditional values, respect, hard work, determination, and resilience and strive to instill these values in our students who learn by example from the staff they interact with.Our staff are happy, dedicated, and hardworking individuals. We offer bespoke Continuing Professional Development programs for PGCEs, NQTs, Teach First, School Direct and qualified staff and encourage participation in CPD opportunities offered through United Learning.If you are looking to contribute to the excellent education, we offer to the young people of Paulsgrove, we would be delighted to meet with you and show how we work.Castle View Academy is part of United Learning, a large, and growing, group of schools aiming to offer a life-changing education to children and young people across England. United Learning is committed to safeguarding and promoting the welfare of all children and young people and expects all staff and volunteers to share this commitment. All positions are subject to an Enhanced Disclosure and Barring check from the Disclosure and Barring Service (DBS) and shortlisted candidates will be subject to an online check.

The main duty of the Examinations Officer & Data Assistant is to ensure the efficient and smooth running of all aspects of examinations, including internal mocks, end of year and external exams for Castle View Academy. The post holder will be required to attend regular planning/briefing meetings with the Vice Principal and Data and Examinations Manager as appropriate and will have line management responsibility for the Exam Invigilators.

Exams experience is an advantage however full training will be provided.

Harmonisation of Exams Policy and Process

• Compliance of the JCQ regulations
• Production and ongoing maintenance of any written policies/processes required by the JCQ Regulations
• Administration of the Academies Examinations policy

Line Management of Exams Invigilators

• Responsible for recruitment of invigilators
• Responsible for the induction and on-going training of invigilators
• Responsible for the organisation and deployment of invigilators

Mock Examinations 

• Collate information from subject leaders with regards to exam requirements
• Construct all examination timetables, organise exam rooms, seating plans and distribution of papers.
• Construction of invigilation timetables
• Be on call during examinations to ensure proper conduct and deal with any issues that arise.

External Examinations 

• Ensure all candidates are registered on the correct course by the specified deadline.
• Ensure the correct submission of unit entries where required.
• Enter all unit results and ensure that certification claims are processed at the appropriate time, in conjunction with subject leaders.
• Organise the administration of all coursework tasks, module tests, etc. in conjunction with Subject Leaders
• Communicating, liaising with Exam Boards and Subject Leaders as required – dealing with letters, syllabuses, regulations, circulars etc.
• Ensure that candidates are informed of examination regulations and procedures
• Provides and confirms detailed data on estimated entries, in conjunction with subject leaders
• Supervise the completion and despatch of all coursework/non-examined assessment marks
• Packing and despatch of all coursework samples to moderators ensuring that the correct paperwork is completed in all cases
• For speaking tests, arrange for external examiners to conduct the tests if required
• Collation of information to produce a composite examination timetable for students
• Ensure the submission of entries to the relevant Boards via A2C, and send amendments as required
• To sort out clashes and make appropriate provision for students
• Communicate details of entries and seating arrangements to students
• Apply for access arrangements in liaison with SEN Co-ordinator
• Arrange for appropriate fees to be paid to the Exam Boards by the Finance Department
• To be responsible for examination stationery

During Examinations

• Be in attendance at the beginning and end of all examinations to ensure entry and exit of students is in line with examination board regulations
• Receives checks and stores securely all examination papers, stationery and associated items
• Organise examination rooms, seating plans, invigilation timetable, and distribution of papers
• Ensure suitable arrangements are made for registration of candidates
• To report any occurrences of actual or suspected malpractice to the Vice Principal and gather the relevant reports and evidence
• At the end of each examination, check the scripts, pack, and label and ensure dispatch
• Completion of validated special consideration forms

After Examinations

• Be in attendance on the day the centre is notified of results, to produce the relevant statistics and make arrangements for distributing results
• To set out the collection points for students to collect their exam results from and assist with collating the results slips into envelopes ready for collection
• To deal with any queries and appeals that may occur when the examination results have been issued.
• To provide an Examination Results Service as defined in the Exam Policy
• To retrieve costs of examination entry from absentees and arrange for re-marks, reports and queries about exam results from the examination board
• To undertake an analysis of examination results when the centre is notified, and to inform the head as soon as administratively possible
• Arrange for the distribution to candidates of all examination certificates
• Liaise with the Data and Examinations Manager and Principal re. tables checking and identifying which late joiners are to be included in performance measures

Other External Examinations

• Administer any other external examinations that may be required, in accordance with the regulations thereof and in the same way as for GCSE exams

Other Internal Assessments

• Order papers and arrange for invigilators if required
• Construct all examination timetables, organise exam rooms, invigilators, seating plans and distribution of papers
• Liaise with the Senior Leadership Team
• Assist with administration of tests
• Arrange mop-up sessions for absentees
• Ensure all new students have undertaken internal assessments within a reasonable time of their joining date
• Ensure results when received are fed onto the Data and Examinations Manager for processing

End of Year Exams

• These should be operated in the same way as mock exams including choice of venue wherever possible
• For non-core subjects, where timetabling of other exams permits, run as many as possible in the main examination venues
• Collate information from Subject leaders with regard to exam requirements and candidate level
• Construct all examination timetables, organise exam rooms, seating plans and distribution of papers
• Construction of invigilation timetables
• Be on call during examinations to ensure proper conduct and deal with any issues that arise

General

• Deal with enquiries from former students about results, via telephone, post or e-mail
• Organise information and reports for parental consultation evenings
• Organisation, reporting and publishing ROAs
• Organise the Invigilator team
• Undertake any other duties as specified by the Principal and the Senior Leadership Team
• Training and monitoring of new invigilators
• Ensure GDPR compliance and training needs are maintained

Data Assistant

• Assist the Data and Examinations Manager with providing staff cover for the Academy
• Assist with data entry as directed by the Data and Examinations Manager
• Coordinate results input from subject leads to ensure deadlines are met
• Input data from internal tests as directed by Data Manager
• Assist with inputting of general data into MIS system

Safeguarding

• Undertake regular safeguarding training as required
• Ensure that statutory and Ofsted requirements for Safeguardingaremet
• Promote the safeguarding of young people

General Responsibilities

• Contribute to the overall ethos / work aims of the Academy
• Provide a courteous reception to staff, youngpeopleand visitors
• Undertake relevant training as required to support the functions of the post and to enhance personal development

OtherDuties

The post holder may be required to perform duties other than those given in the job description for the post. Theparticular dutiesand responsibilities attached to posts may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and would not of themselves justify the re-evaluation of a post. In cases, however where a permanent and substantial change in the duties and responsibilities of a post occurs, consistent with a higher level of responsibility, then the post would be eligible for re-evaluation.

United Learning are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. The successful candidate will be required to apply for an Enhanced DBS disclosure.