Exams Officer

4 months ago

Shoreham by Sea, United Kingdom Shoreham College Full time

**JOB TITLE**:Exams Officer

**REPORTS TO**:Vice Principal

**MAIN PURPOSE**:To be responsible for the efficient and effective running of the administration of all internal and external examinations within the College, including liaising with staff, pupils, invigilators and examination boards, adhering to national regulations and guidelines. The post holder will also be responsible, in conjunction with the Head of Inclusion, for coordinating the provision of Access Arrangements for learners across the College.

**HOURS OF WORK**: Term time only plus 3 days. Core hours are 8.30am to 5.00pm however start and finish times may vary during examination periods.

**DUTIES AND RESPONSIBILITIES**

The following list is intended to give an indication of the range of duties and responsibilities attached to the post of Exams Officer and does not attempt to specify all aspects of the role.
- Maintain and develop systems to manage and coordinate all aspects of the exams administration process, ensuring key tasks are undertaken and key dates are met.
- Comply with JCQ and awarding body regulations, guidance and instructions and keep abreast of developments/changes/updates.
- Effectively use JCQ and awarding body online tools where required (e.g. the Centre Admin Portal, secure extranet sites) and oversee and manage appropriate access rights for relevant internal staff.
- Ensure all exam-related policies/procedures as required by the regulations accurately reflect working practices in the College.
- Support the Principal in managing any potential conflicts of interest in accordance with the regulations.
- Liaise with the Heads of Departments to ensure all relevant information is collated for the timely submission of entries to the awarding bodies by the General Manager.
- Liaise with the Heads of Department to ensure the timely submission of required information for controlled assessments and/or coursework as required to efficiently meet required deadlines.
- Effectively resolve any exam timetable clashes and manage overnight supervision arrangements where required, in accordance with the regulations.
- Manage arrangements to receive, check and store confidential question papers and examination material safely and securely at all times and for as long as required in accordance with the regulations.
- Manage the arrangements for the timetabling, rooming, seating, resourcing of examinations in accordance with the regulations.
- Train, update and manage a team of invigilators/facilitators and ensure effective deployment across the examinations, working closely with the Head of Inclusion in ensuring access arrangements are met (e.g. scribes, readers etc.)
- Organise, administer and maintain learner records according to the requirements of the College and in preparation for JCQ inspection.
- Assist the Head of Inclusion in preparing for any parental meetings or for dealing with any parental concerns or complaints in relation to Exam Access Arrangements.
- Ensure the appropriate resourcing of specialist equipment for Exams Access Arrangements, reporting to the Head of Inclusion for insertion in the learning support budget.
- Work in conjunction with the Learning Support Department to coordinate and facilitate the preparation of pupils for examinations with regards to Access Arrangements that will be in place for them e.g. the use of reading pens, computer readers etc.
- Manage the daily running of external examinations, including ensuring the examination materials are in place for the start of the examinations and collected, securely stored and dispatched after the examinations in accordance with the regulations.
- Manage any unexpected issues/irregularities which may affect the conduct of examinations.
- Support the Principal through investigating and reporting cases of suspected or actual malpractice in connection with an examination as required by the JCQ and awarding bodies.
- Manage all aspects of the post-results services in accordance with the regulations.
- Manage and administer the receipt, distribution and retention of examination certificates according to the regulations.
- Logistics, preparation and conduct of internal examinations.
- Undertake other duties appropriate to the grade and responsibilities of the role as may be required e.g. administrative support for the Learning Support Department and the Vice Principal.

**SUPPORT FOR THE COLLEGE**
- Uphold the College’s policies relating to safeguarding and child protection, behaviour, health and safety and all other relevant policies.
- Promote and safeguard the welfare of all pupils at the College.
- Contribute to the College’s ethos, aims and development/improvement plans.
- Attend and participate in regular meetings, as appropriate.
- Participate in training and other learning activities, as required.

**ESSENTIAL REQUIREMENTS**

**Education/experience**
- Experience of working in an Exams Officer or admin role in an educational setting.

**Knowledge, skills

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