Administration & Examinations Manager

Main purpose

Responsible for overseeing the daily administration of school. Ensuring that the administrative and organisational processes operate effectively. To be responsible for the efficient and effective organisation of all internal and external examinations, including liaising with staff, pupils, invigilators and examination boards where necessary.

Duties and responsibilities

General administration

Update manual and computerised record/information systems

Update and maintain the school calendar 

Assist with managing the school’s email inbox, ensuring the school meets its expected response times and that emails are forwarded to the relevant staff member as necessary

Manage and organise completed forms from parents and carers

Report any issues with the school’s IT systems

Organise and distribute incoming and outgoing post

Provide administrative support to staff as needed

Book training courses for all staff

Order, monitor and manage stock, ensuring best value following the school’s purchasing processes

Carry out filing, printing and photocopying. Maintain the operation of the printer and photocopier to ensure it’s ready to use at all times, resolving any issues as necessary

Assist with organising parents’ evenings and other meetings and events, including the organisation of rooms and equipment, and providing refreshments as required

Keep records in accordance with the school’s record retention schedule and data protection law, ensuring information security and confidentiality at all times

Write and send email responses that are professional and uphold the school’s vision and values  

Update and distribute online and offline communications (e.g. letters, newsletters, social media posts, etc.) to parents, staff and other stakeholders 

Assist with marketing and promoting the school

Monitor and maintain an accurate record of pupil attendance, producing reports and liaising with stakeholders as necessary

Monitor the late arrival of pupils, ensuring all attendance and safeguarding procedures are followed

Deal with telephone and face-to-face enquiries efficiently and in a professional and supportive manner

Seek support from other colleagues where necessary to respond to complex enquiries

Respond to messages promptly and accurately, passing on information to relevant staff members as necessary

Assist staff and pupils with the information and support they need

Examination administration

Understand the regulations and requirements of all examinations held by the school, both internal and external

Comply with all JCQ and awarding body regulations and keep up to date with any changes to these

Manage arrangements for the safe and secure receipt, checking and storing of examination papers and materials

Contribute to development and review of examination-related school policies

Work with the SENCO to ensure appropriate access arrangements and reasonable adjustments for appropriate pupils

Manage registration of candidates for all examinations

Work with the finance team to ensure all examination fees are paid, as necessary

Make sure pupils are aware of their personal exam timetables, managing and resolving clashes in accordance with guidance and safeguarding procedures

Carry out necessary administrative tasks related to the organisation of examination sessions

Support the SENCO to implement access arrangements and reasonable adjustments as required

Manage arrangements for the safe and secure storage and dispatch of completed examination papers

Manage any unexpected issues or emergencies that arise during an examination session

Submit reports to examining bodies, as required

Make arrangements for sharing results with students (e.g. results day)

Make sure results are received by the school in a secure and confidential way

Be familiar with data analysis reports and tools, and be able to share results data with stakeholders as appropriate

Arrange receipt and distribution of examination certificates to candidates

Manage retention of results, including certificates, for the school’s records

Undertake training as appropriate for the role

Be familiar with training on offer for other members of staff involved in examinations (e.g. invigilators), signposting these where appropriate