Exams Officer City Academy

**Role Details**:

- Salary: £26,357 - £29,439
- Monday - Friday
- 36.5 Hours a week

**Role Purpose**:
To facilitate planning, administration and organisation of internal assessment and external examinations in accordance with academy policies and awarding bodies. To provide back up for cover arrangements if necessary. To provide high quality student focused care and support with regard to examinations and arrangements. To assist with the standard data collection and analysis procedures.

**Main Responsibilities**:

- To manage and develop exam/assessment procedures.
- Act as a reference point for all staff, students and examinations boards.
- Ensure current JCQ guidelines are understood thoroughly and implemented meticulously.
- Submit entries for external examinations to awarding bodies in advance of deadlines, dealing promptly with late entries and entry amendments.
- Supply students, staff and invigilators with accurate and relevant information regarding entries and dates and times of examinations.
- To arrange invigilation of internal and external examinations, manage the team of invigilators overseeing all duties.
- To ensure safe custody of question papers and organising examination stationery and materials in accordance with regulations.
- Prepare an annual schedule for internal and external examinations incorporating a timetable based on information provided by the boards and SLT and updating, as necessary.
- Provide annual exam notices for students and parents.
- Liaise with all examination boards regarding specific and general queries relating to external examinations.
- Ensure that the academy’s internal administrative tasks, relating to examination procedures, are followed.
- Ensure that all post relating to examinations is distributed to the appropriate staff and students including entry and amendment information.
- Liaise with SLT and Heads of Department regarding syllabus/specifications and component details and enter into MIS exams system, or other designated software and maintain all paper examination records.
- Organise the collection and submission of estimated/forecast grades and coursework marks to the examination boards, in conjunction with SLT and Heads of Department as appropriate.
- Prepare and display seating plans in advance of examinations and liaise with the appropriate staff regarding the rooming, seating and other details.
- Liaise with the Operations Manager regarding the requirements of the academy in terms of the recruitment of invigilators and staff for examinations.
- Liaise with the site team regarding rooming and set up requirements for exams in good time to comply with the facilities management contract.
- Organise the administration of all examinations, including modular and mock external examinations throughout the year as follows:

- Ensure that non-arrivals are contacted as soon as possible.
- Ensure that examination papers are checked on arrival and stored in a secure place at all times.
- Ensure that, with support of teaching staff, examination regulations are adhered to at all times.
- Ensure that examination papers are collected after examinations, sorted and returned to the nominated addresses.
- Liaise with staff and organise appeals for external examinations with the boards, where required.
- Download examination results from the examination boards and distribute to senior staff.
- Organise and distribute all examination results, both modular and linear, to staff and/or students as appropriate and provide appropriate lists for teaching staff as required.
- Receive and record the examination papers from the relevant awarding bodies.
- To pack completed examination papers and send to the relevant awarding bodies.
- To work with Curriculum Leaders to ensure that essential information is collected and communicated.
- Register students on vocational, diploma courses, and appropriate tests as required.
- Liaise with the Data Manager with regard to MIS system in relation to exam requirements. Keep the MIS course manager current.
- To maintain confidentiality at all times in respect of academy related matters and to prevent disclosure of confidential, sensitive information in line with data protection legislation.
- To effectively supervise, train and motivate exam invigilators and admin staff allocated to support the examinations process.
- To work with and train other colleagues to ensure adequate cover and knowledge about the examinations system and procedures can be maintained in the event of an absence.
- To liaise with the Admissions Officer to ensure all data relating to new students is accurate and complete.
- Assist the Data Support Officer in the production of student reports.
- Assist the Data Support Officer with the end of year procedures. To include tasks related to the set up of the new timetable.
- To arrange any testing required of students upon mid-year entry to the academy.
- Any other duties deemed appropriate to the grade and workload as r