Exam and Qualification Officer

Job Description:  Exams & Qualifications Officer

Start Date: January 2025

Post: Exams & Qualifications Officer

Grade/Scale: Grade I – Points 17-20

Contract: Permanent – Term Time Only plus 2 weeks (40 weeks)

Hours: 37 hours per week – Monday – Thursday 8am – 4pm; 3.30pm finish (Fridays)

Salary: Actual Pro Rata Salary is £28,807.01 - £31,219.09

This job description may be amended at any time, following consultation between the Head teacher and the post holder and will be reviewed annually.

The post holder is responsible to the Deputy Headteacher.

Core Purpose
To ensure and maintain quality in the examination systems in the School and manage all matters related to:-

Qualifications; examination board criteria and expectations; examination entries; the administration of all external examination sessions for 14 -19 year old students; internal exams as required.

Specific Duties and Responsibilities
• Be responsible to the Senior Manager with accountability for exams and the responsibility for day to day administration of external examinations.

Exam Entries & Access Arrangements
• Accountability for the entry and administrative organisation of external 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.

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 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
• To liaise with the Data Manager over the Post-16 Census ensuring that Course Manager in SIMS is maintained and implemented effectively for post-16 funding purposes.
• To be flexible in busy periods during exam time especially between April to the beginning of July.
• 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 Department 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 work with the Finance Team 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
• To liaise with the Finance Manager regarding exam fees and budget targets.

General
All members of the school staff are expected to:
• Support and contribute to the school’s responsibility for safeguarding students
• Work towards and support the school’s vision and objectives
• Work within the school’s Health and Safety Policy to ensure a safe working environment for staff, students and visitors                                                                                                                                  • Maintain high professional standards of attendance, punctuality, appearance and conduct, and positive courteous relations with students, parents, colleagues and guests.
• Engage actively in the performance review process
• Adapt to the needs and pressures of the moment
• Adhere to school policies and procedures as set out in the staff handbook or other documentation that is available to staff
• Establish and maintain effective working relationships with colleagues
• Participate in meetings with colleagues in respect of the duties and responsibilities of the post
• Be responsible for your own professional development
• Carry out other tasks as reasonably directed by your line manager and/or head teacher
• Carry out any domestic office duties as required

This job description should be seen as enabling rather than restrictive and will be subject to regular review. Given the evolving needs of the school, flexibility among staff is very important.

Interested candidates should email completed application forms FAO Mrs S Hughes, HR Manager at hughes.s@aylesfordschool.org.uk or post to: - Mrs Samantha Hughes, Aylesford School & Sixth Form College, Tapping Way, Warwick, Warwickshire, CV34 6XR.

This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. This post is subject to two satisfactory references and an Enhanced Disclosure and Barring Services check.