Ib Administrator and Examinations Officer

4 weeks ago

Clitheroe, United Kingdom Stonyhurst College Full time

The International Baccalaureate Diploma Programme (IBDP) is an internationally recognised qualification for pupils aged 16-18 as an alternative to other qualifications, such as A levels.

It provides a broad pathway for individuals and their learning styles, which is in keeping with the Stonyhurst Jesuit ethos of ‘Cura Personalis’ (development of the whole person), and challenging pupils to excel in their studies and personal growth.

Stonyhurst has been running the IB Diploma since 2013, and our IB pupils now make up around 40% of Higher Line (Sixth Form). Our 2023 results place us as the top-performing IB Sixth Form in the north of England.

**Purpose of the role**

In this role you have lead responsibility for the administrative support provided to the Director of IB and the pupils and teachers on all IB Programs run at Stonyhurst. You have responsibility for the maintenance of all processes and systems established for the delivery of the IB at Stonyhurst. You will take responsibility for the administration of the IB examination sessions and will also play a key role in the delivery of all other internal and external examinations run at Stonyhurst, as guided by the Senior Examinations Officer and the Director of Studies. You will work effectively with other members of the Studies Office team to ensure the timely and accurate provision of data to support the quality assurance processes within the academic teams.

**Key Tasks and Responsibilities**

**IB PROCESSES AND SYSTEMS**
- Maintain the integrity and accuracy of all management information processes used by pupils and teachers throughout the academic year:

- Kognity - new pupil classes and transition of IB2 classes
- Managebac - new pupil classes and transition of IB2 pupils
- IB graduation year channel in IB staff team for use in tracking and monitoring
- CEM centre data in preparation for ALIS testing
- Liaison with accounts for exam and other recharges;
- Liaison with IB Answers to proactively seek information regarding possible assessment issues, and in response to teacher queries;
- Accurate entry of all examination information for IB pupils onto IBIS;
- Update parent and pupil guidance regarding examination procedures and support Director of IB in exam information meetings for pupils;
- Maintain the accurate administration of all course/level changes for IB pupils, liaising with all relevant parties in a timely fashion;
- Provide an effective post-results service to pupils and parents, including provision of results, despatch of certificates via DHL;
- Making relevant entries onto the Stonyhurst calendar and quality assuring all other entries such that they contain accurate information on all IB related matters, including calendar of deadlines and examination dates;
- Contribute to the tracking and monitoring quality assurance process, through spot-checking of tracking data for anomalies.

**EXAM ADMINISTRATION**

**INTERNAL EXAMS**
- Attendance at relevant calendar clash and forward planning meetings
- Co-ordination of exam requirements for IB end of year/mock examinations for all departments ahead of Internal exams together with any specific requirements
- Coordinate safe storage and organisation of all internal examination papers
- Liaise with external invigilators and ZRE, booking invigilators as required. Subsequent co-ordination with invigilators at the start of exams and collation of papers post exam
- Liaise with SENCo to facilitate access arrangements within exam session
- Creation of internal examination schedules - IB Diploma Rhetoric mocks and A level & GCSE mocks.

**EXTERNAL EXAMS**
- Produce seating plans for all IB exams. Also produce seating plans for GCSE and A level examinations for ZRE and provide further support with the day to day running of these exams
- Logging and storage of IB/GCSE and A level examinations as they arrive, using dual control to ensure receipt of the correct specification codes and numbers of scripts
- Processing of completed scripts. Again under dual control - cross checked to attendance registers/packaged in accordance with the exam board requirements and posting via pre-agreed tracking service
- Creation of ISAMS base data re IBDP
- Liaison with students and re-scheduling of examination clashes by producing requests and liaising with IB to seek agreement
- Liaison with SENCo to generate appropriate correspondence to facilitate access arrangements, including co-ordination and submission through IBIS to the IB
- Input onto IBIS of marking criteria data following liaison with teaching staff of specific requirements
- Liaison with associated extended essay co-ordinator as to duplication reports.

**EXAMINATION SESSIONS RESPONSIBILITIES**
- Deal with any immediate problems or emergencies according to the College and IB’s policies and procedures
- Be responsible for safe and secure storage of papers and stationery
- Thorough Exam session preparation of all exam papers (incorporating confirmation with

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