About this role
The Examinations and Administration Officer will be responsible for coordinating, administering and ensuring the smooth and compliant running of all internal and external examinations in line with JCQ regulations, awarding body requirements and school procedures. The postholder will ensure the integrity, accuracy and security of the entire examinations process, including the organisation of examination entries, timetabling, candidate arrangements, examination materials, invigilation, results and associated records, while supporting the school’s Catholic ethos and safeguarding responsibilities.
Due to the ‘seasonal’ nature of the role, the postholder will also undertake a range of additional administrative responsibilities to support the smooth operation of the school. These will include assisting with the administration and processing of Year 6 admissions and In-Year admissions; managing and maintaining information and records on Evolve, ensuring that relevant information is accurately recorded, updated and processed in a timely manner; and monitoring and responding to the Enquiries Mailbox on a day-to-day basis, ensuring enquiries are dealt with appropriately and accurately and promptly signposted to the relevant member of staff or department.
Main Duties and Responsibilities
Your duties and responsibilities will include:
EXAMINATIONS:
PLANNING & COMPLIANCE
Liaise with Heads of Department, teaching staff and senior leaders to ensure accurate entries and compliance with regulations
Maintain effective systems for managing all aspects of examinations
Ensure the school remains compliant with JCQ regulations and awarding body requirements
To complete exam entries using either electronic or manual systems as required ensuring an appropriate back up arrangement is in place
Keep up to date with regulatory changes and communicate requirements to staff, candidates and parents
Actively co-operate with the JCQ Centre Inspection Service, an awarding body or a regulatory authority when subject to an inspection, an investigation or an unannounced visit
Annually confirm the information required by the National Centre Number Register (as administered by OCR on behalf of the JCQ) and inform of any changes to centre status
Manage the secure receipt, storage and handling of confidential examination materials.
Support with managing potential conflicts of interest by informing the awarding bodies of timescale for each examination series and recording the measures taken to mitigate any potential risk to the integrity of the qualifications affected
Be responsible for the creation/review/update of exam-related policies/procedures as required by the regulations and accurately reflect working practices in the school
Manage the examinations budget, including recovery of fees where appropriate
ENTRIES & PREPARATION
Register or enter candidates for an examination or assessment in accordance with the awarding bodies’ published procedures and deadlines for that qualification
Coordinate accurate exam entries, registrations and amendments within published deadlines
Maintain required identifiers for each candidate entered for an examination/assessment and enter candidates who are on roll at the centre as internal candidates
Effectively use internal and external systems to submit and manage awarding body registration and entry data
Liaise with Finance to ensure fees are paid as instructed and at the time specified by the awarding bodies
Submit any applications for transferred candidate arrangements in accordance with the awarding body requirements
Liaise with relevant internal stakeholders to ensure final entries/registrations that have been submitted to an awarding body are regularly monitored, submitting timely changes (amendments/withdrawals) to ensure candidates take the correct papers at the correct time and enabling awarding bodies to deliver accurate results
Recruit, train and manage a team of invigilators, ensuring appropriate deployment and record‑keeping.
Organise exam timetables, rooming, seating plans and resource
Provide clear information to candidates, parents and staff regarding exam schedules, expectations and regulations
Ensure all candidates are aware of the JCQ and awarding body information and regulations regarding the conduct of their examinations/assessments in advance of these taking place
Confirm relevant internal stakeholders complete administrative tasks associated with centre assessed work in an accurate and timely manner in accordance with the requirements of awarding bodies and moderators
Support the Special Educational Needs Coordinator (SENCo) in arranging access arrangements and reasonable adjustments
Effectively manage arrangements for the secure storage and dispatch of examination scripts for marking
CONDUCT OF EXAMINATIONS
Manage the full examinations cycle, including:
o Estimation of entries, final entries and amendments
o Exam timetables and rooming
o Secure handling, storage and dispatch of examination materials
o Seating plans, attendance registers and required resources
Ensure appropriate arrangements are in place for candidates with needs including SEN and access arrangements.
Act as escalation point for exam irregularities, malpractice or breaches
Hold responsibility for health and safety arrangements during examination periods
Develop and maintain exam contingency plans (e.g. staff absence, venue issues, system failures).
Inform the JCQ Centre Inspection Service of any alternative site that may be used by the centre to conduct timetabled examinations
Effectively deploy fully trained invigilators to exam rooms according to the requirements
Maintain the confidentiality and security of candidates’ responses and dispatch scripts according to the requirements
Submit to the published timescales, relevant follow-up reporting to awarding bodies in relation to the very late arrival of candidates for examinations and applications for special consideration where candidates meet the published criteria
GENERAL RESPONSIBILITIES
Work within school policies, procedures and statutory guidance at all times
Maintain confidentiality and exercise discretion in handling sensitive information
Support the school’s general administrative function as required
Participate in relevant training and professional development
Undertake other duties commensurate with the grade as required
Support and demonstrate commitment to the distinctive Catholic mission and ethos of the school
Coordination, management and input of data related to key year group assessments
Support with In-Year and Year 6 Admissions and Evolve Administration
Monitoring the Enquiries Mailbox and signposting in a timely and accurate manner
Please refer to the recruitment pack for the complete responsibilities attached to this post.