Assistant Examinations Officer (TTO + 3 weeks)

Job Title:                   Assistant Examinations Officer

Reporting To:            Lead Examinations Officer

The Assistant Examinations Officer is responsible to the Lead Examinations Officer and ultimately to the Assistant Head for all public examinations (except music exams run by the Associated Board). 

Using appropriate software, they will be expected to support and assist the Lead Examinations Officer in the following duties:

Key Tasks and Responsibilities

To work alongside the Exams Officer to support the administration, organisation and smooth running of all internal and external examinations ensuring compliance with annual awarding body (AB) and Joint Council for Qualifications (JCQ) regulations. 

Ensuring: 

• The security and confidentiality of systems. 
• Ensure effective communication procedures are in place for students, parents, carers and colleagues. 
• Set internal deadlines for Non-Examination Assessment marks to pupils and entries.
• Compile the examinations timetable, sort clashes, rooms and notify all relevant departments, compile overall timetable and upload. 
• Compile transcripts for current and past pupils. 
• Send examinations timetable to pupils for checking. Organise exams to remove any clashes and book rooms and lunches for the pupils as necessary. 
• Submit entries to the examination boards and check invoices. 
• Liaise with Learning Support regarding Access Arrangements (AA), ensure all pupils who have permission have access to the appropriate arrangements. 
• Produce the seating plans including, attendance sheets, candidate cards etc. 
• Collate scripts, check against attendance sheets, arrange collection by Parcelforce or DHL, and file paperwork. 
• Download results and prepare for distribution to pupils. 
• Forward results to Senior Management Team, complete subject spreadsheets and statistics. 
• Upload statistics to CEM, ISC, DfE. Complete DfE Tables checking exercise and compile data for Census.
• Deal with requests to receive copy scripts and reviews of marking. 
• Collate certificates, log and distribute. 
• Throughout the year ensure staff and pupils are notified of AB and JCQ information. 
• SAT Examinations 
• Train invigilators for the SAT Examinations 
• Liaise with IT department for online testing
• Arrange rooms and invigilators as required 
• Complete all necessary paperwork and timetables
• Internal Examinations in conjunction with the Assistant Head 
• Compile timetable in conjunction with Assistant Head
• Compile paperwork as per Public Exams
• Arrange rooms and invigilators as required 
• Complete all necessary paperwork and timetables 
• Question paper collation 
• Support the Exams Officer in the management and recruitment of 30 invigilators, ensuring the invigilators are trained and up to date with regulations and policies, schedule invigilators, check timesheets and arrange reviews.
• Liaise with the HR department for all recruitment requirements of any new external invigilators. 

Academic Administration

In addition to the above duties the Assistant Exams Officer will be required to assist the Academic Administration team by providing support across various administrative functions. In this role, you will assist with a wide range of tasks, including general office duties, data entry, document preparation, and maintaining office systems. 

The Assistant Exams Officer may be required to assist the Academic Administrator and the Assistant Head (Academic) with tasks such as planned/emergency teacher cover and creating new set lists for the start of each academic year. 

Requirements:

We are seeking a talented individual who wants to be a part of a vibrant place of learning. For the right candidate this post may also offer career development from Assistant Exams Officer to Exams Officer. Candidates must be fully computer literate. 

Criteria: 

• Education (to A Level or equivalent) and/or appropriate professional experience
• Efficient administrative skills, organisation, planning, prioritisation, discretion, flexibility and attention to detail.
• Excellent skills in oral and written communication with the ability to work to deadlines and manage workload.
• The ability to develop and maintain good relationships with colleagues.
• Proficiency in Microsoft Office software, specifically Word and Excel.
• Ability to work on own initiative. 
• Experience of using a database.
• Team player.
• Outgoing with a positive mind-set.
• Kindly, approachable, and measured in manner.
• Calm and flexible under pressure. 

Desirable criteria:

• Previous experience of working in a school or educational establishment
• Previous experience of school Examinations Office. 
• Keen to continue self-development within current role and ambition for further promotion or growth. 

Application Procedure:

Applications should be made using the application form. Candidates are asked to add a covering letter setting out, as succinctly as possible, their reasons for applying for the position at Lancing. 

Application forms are available from the College website www.lancingcollege.org.uk. 

Please send any emails to recruitment@lancing.org.uk 

A full curriculum vitae and the names, addresses and telephone numbers of a minimum of two referees, one of whom should be the candidate’s current or most recent employer should be included with the application.

Closing date: Monday 16 December