Outreach Exams Officer and Administrator

EK Outreach Services are looking to appoint a new Exams Officer. The successful candidate will be responsible for the efficient administration of all examinations within our educational institution, ensuring compliance with examination board regulations and maintaining accurate records. Duties will include:

Exam Entries and Access Arrangements

· Accountability for the entry and administrative organisation of external (GCE, GCSE, EL, BTEC, Online Qualifications) and internal school exams.

· Ensure the provision complies with JCQ regulations regarding external examinations, including storage and security of exam papers and student scripts.

· Collect personal data declarations from all exam students.

· Liaising with the SENDCo to organise access arrangements for all students who have special education needs for exams.

· Process applications to JCQ for these arrangements.

Invigilators

· The line management of all examination invigilators including their recruitment, induction, training, timesheets, rotas etc.

· To provide training for staff relating to assessment and examination processes and protocols, and create instruction manuals to be used by staff if needed.

· To maintain attendance and training records for examination invigilators.

Mock Exams and Exams Set Up

· Responsibility for collating requirements for and subsequent timetabling of internal Mock exams.

· Creating exam schedules for internal and external exams and coordinating these with students, parents/carers, invigilators/mentors, teaching staff affected at the centre, leadership team.

· To ensure that examination papers and documentation are securely stored as per examination board requirements.

· To liaise with examination boards and relevant staff in relation to internal assessments, examination timetable clashes and special requirements each student.

· To set up exam rooms/venues as per examination board requirements.

· To manage the day to day running of the exams. Ensuring students are on time, prepped and ready for their exams before entering exam rooms.

· To coordinate the posting of coursework and examination papers.

· To provide instructions and/or assist teachers in relation to examination entries, internal assessments, and assessment data requirements.

Results

· To be available on results days to administer the process of exam results to students.

· To coordinate exam certificates and arrange for them to reach students either in person or by posting.

· Dealing with post results enquiries including reviews of marking and access to scripts. Process and communicate this to leadership and parents/carers.

Other Exams Administration

· Organise baseline assessments for all new students and monitor this throughout the academic year.

· Ensure the baseline spreadsheet is regularly updated including targets and exam updates. Ensure Heads of Faculties are aware of new students entering their departments.

· To coordinate AQA Unit Award submissions and to process and distribute certificates on arrival.

· To establish, in liaison with your Line Manager, contingency plans in case of emergencies including power cuts, adverse weather conditions, transport strikes etc.

· To be flexible in busy periods during exam time especially between April to the beginning of July, particularly to facilitate the movement of exam scripts to student’s homes in the morning.

· Liaise with awarding bodies’ Standards Verifiers and External Moderators with regards to internal assessments.

· Ensure Internal Verification is taking place for the relevant internal assessments.

· To monitor deadlines for internal mark submissions and liaise with relevant Heads of Faculties to ensure these are completed and recorded on awarding body portals in a timely manner.

· To keep up to date records, policies and procedures for JCQ onsite inspection.

·  To respond to and provide advice on Freedom of Information and Data Protection requests in line with relevant legislation.

· To ensure that data protection regulations are complied with and maintained.

Administrative

· To be aware of and work in accordance with the school’s child protection policies and procedures, and to raise any concerns relating to such procedures with may be noted in the course of duty.

· To be aware of and adhere to applicable rules, regulations, legislation and procedures including the schools Equalities Policy and Code of Conduct, national legislation (including Health and Safety, Data Protection). GDPR

Liaising with Leadership

·To liaise with the Senior Leadership Team, Key Curriculum Leaders and other relevant staff regarding examination entries, coursework, and assessment procedures and protocols, and ensuring the smooth running of the examination cycle at all key stages for both internal and external exams.

· Provide Leadership with exam schedules and update the school website for exams if needed.

· To contribute to the evaluation and development of assessments and examinations within the provision and make recommendations to the Leadership Team with regards to appropriate courses for students to undertake.

Finance Duties – To help our Exams Manager to facilitate the following:

· Responsible for the billing and entry of any external candidates.

· Responsible for the sending out of re-sit payment letters and the collation of funds returned before entries are made.

· Management responsibility for the Examinations Budget and the Invigilators’ Staffing budgets, to include provision of projected budgetary figures for exam cost regarding exam entries and invigilator expenditure.

· To liaise with the Business Manager regarding exam fees and budget targets.

Candidate

· Good educational background with GCSE or equivalent in English Language and Maths.

· Calm, professional and confident at all times, especially when responding to difficult situations

· A sound grasp of the concept of inclusive practice and confidentiality

· Good administrative skills including the use of appropriate IT systems

· Must work well under own initiative and able to set on own deadlines as well as work to exam deadlines.

· The interpersonal skills to communicate effectively and professionally with staff, students, parents, and other outside agencies

· Support the provisions policies on safeguarding and child protection.

· Flexibility of working hours, committed and reliable with excellent timekeeping.

This is a full-time role Monday to Friday from 9 am to 5 pm, predominantly based at our Centre at Manor House, but staff may need to facilitate examinations in students’ home across London.

Please note this role is Maternity Cover till the end of the 2024-25 academic year, with scope of extending or becoming permanent.

All employees are subject to an enhanced check by the Disclosure & Barring Service prior to their employment being confirmed. The nominee will be required, if not currently employed by the provision, to provide original or certified copies of their professional qualifications and provide the details of one personal and three professional referees. Our commitment to safeguarding is underpinned by robust HR processes and checks.