Examinations Officer

4 weeks ago

Portsmouth, Portsmouth, United Kingdom United Learning Full time

Job Title: Examinations Officer & Data Assistant

Job Summary: We are seeking a highly organized and detail-oriented Examinations Officer & Data Assistant to join our team at United Learning. The successful candidate will be responsible for ensuring the smooth operation of all aspects of examinations, including internal mocks, end-of-year, and external exams.

Key Responsibilities:

  • Ensure compliance with JCQ regulations and produce written policies/processes as required.
  • Administer the Academies Examinations policy and manage the Exam Invigilators.
  • Collate information from subject leaders, construct examination timetables, and organize exam rooms, seating plans, and distribution of papers.
  • Be on call during examinations to ensure proper conduct and deal with any issues that arise.
  • Ensure all candidates are registered on the correct course by the specified deadline and submit unit entries where required.
  • Enter all unit results and process certification claims in conjunction with subject leaders.
  • Organize the administration of coursework tasks, module tests, and communicate with Exam Boards and Subject Leaders as required.
  • Provide and confirm detailed data on estimated entries and supervise the completion and despatch of all coursework/non-examined assessment marks.
  • Pack and despatch all coursework samples to moderators, ensuring correct paperwork is completed.
  • Arrange for external examiners to conduct speaking tests if required and collate 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.
  • Sort out clashes and make appropriate provision for students, communicate details of entries and seating arrangements, and apply for access arrangements in liaison with the SEN Co-ordinator.
  • Arrange for appropriate fees to be paid to the Exam Boards by the Finance Department and be responsible for examination stationery.
  • 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.
  • Receive checks and store securely all examination papers, stationery, and associated items.
  • Organize examination rooms, seating plans, invigilation timetables, and distribution of papers, and ensure suitable arrangements are made for registration of candidates.
  • Report any occurrences of actual or suspected malpractice to the Vice Principal and gather 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.
  • Be in attendance on the day the centre is notified of results to produce relevant statistics and make arrangements for distributing results.
  • 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.
  • Deal with any queries and appeals that may occur when the examination results have been issued.
  • Provide an Examination Results Service as defined in the Exam Policy.
  • Retrieve costs of examination entry from absentees and arrange for re-marks, reports, and queries about exam results from the examination board.
  • Undertake an analysis of examination results when the centre is notified and 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 regarding tables checking and identifying which late joiners are to be included in performance measures.
  • Administer any other external examinations that may be required, in accordance with the regulations thereof and in the same way as for GCSE exams.
  • Order papers and arrange for invigilators if required, construct all examination timetables, organize exam rooms, invigilators, seating plans, and distribution of papers.
  • Liaise with the Senior Leadership Team and assist with the administration of tests.
  • Arrange mop-up sessions for absentees and 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.
  • Operate end-of-year exams in the same way as mock exams, including choice of venue wherever possible.
  • Collate information from Subject leaders with regard to exam requirements and candidate level, construct all examination timetables, organize exam rooms, seating plans, and distribution of papers.
  • Construction of invigilation timetables and be on call during examinations to ensure proper conduct and deal with any issues that arise.
  • Deal with enquiries from former students about results, via telephone, post, or e-mail.
  • Organize information and reports for parental consultation evenings, organization, reporting, and publishing ROAs.
  • Organize the Invigilator team, undertake any other duties as specified by the Principal and the Senior Leadership Team, and general administration duties.
  • Training and monitoring of new invigilators, ensure GDPR compliance, and training needs are maintained.
  • 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.
  • Undertake regular safeguarding training as required, ensure that statutory and Ofsted requirements for Safeguarding are met, and promote the safeguarding of young people.
  • Contribute to the overall ethos/work aims of the Academy, provide a courteous reception to staff, young people, and visitors, and undertake relevant training as required to support the functions of the post and to enhance personal development.

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