Exam Officer & Data Manager

 ·       To provide first class administrative support to manage all aspects of internal and external examinations, including registration and entries on courses, in line with the school’s vision and values. To assist with data management and timetabling.  

General Responsibilities 

·       To lead the arrangements of all practical aspects of examinations including: invigilation, rooming, student entry slips student timetables and preparation of venues, in liaison with the Leadership team to ensure the smooth running of the exams. 

·       To work closely with the data management team and senior leadership to ensure assessment data is available to teaching staff by agreed deadlines. 

·       To produce data student data and reports as directed. 

·       To co-ordinate and manage all post result enquiries and examination paper requests with all examination bodies. 

·       To ensure the integrity and security of all examination papers at all times. 

·       To ensure that the school is prepared for and meets all the inspection regulations required by JCQ or individual examination boards. 

·       To establish and maintain good relationships with all students, parents/carers, colleagues, suppliers, contractors and other professionals. 

·       To disseminate information well in advance of mock and public examinations to staff, students and parents. 

·       To assist and support with data management tasks and the changes to the timetable to ensure staff and students records are up to date. E.g. Year 7 transfer, ALPS. 

·       To plan, oversee and complete whole school reporting. This includes setting up mark sheets, checking data for accuracy, preparing reports. 

·       To action changes to the timetable for both staff and students to ensure there is an accurate database.  

·       Ensure changes to the timetable as actioned immediately to support the safeguarding of students by having correct information available to staff. 

·       To provide cover in the absence of the cover supervisor who organises planned and unplanned absence for teachers. 

·       To be present during the summer holiday period to arrange downloading and distribution of examination results for both GCSE, AS and A2 levels. 

·       To ensure adequate and necessary stationery and equipment is available to all students sitting examinations. 

·       To work with the SENDCo in managing the support of special examination requirements for students. 

·       To ensure that all resulting evidence is reported in compliance with exam regulations. 

·       To advise the senior leadership team, subject leaders, teaching staff and other relevant support staff on annual exam timetables and application procedures as set by the various exam boards. This should include any changes in syllabus. 

·       To co-ordinate the Community languages programme with the Head of MFL. 

·       To meet with inspectors of Exam boards and report outcomes and act on recommendations made. 

·       To manage all aspects of internal and external examinations, including registration and entries on courses using SIMS. 

·       To manage the school’s Examinations and Invigilators budget ensuring best value is followed where possible. 

·       To lead the arrangements of all practical aspects of examinations including: invigilation, rooming, student entry slips student timetables and preparation of venues, in liaison with the Leadership team. 

·       To disseminate information well in advance of mock and public examinations to staff, students and parents. 

·       To be responsible for the management and facilitation of the Level 1, 2 and 3 qualifications data on August results days for students. 

·       To co-ordinate and manage all post result enquiries and examination paper requests with all examination bodies. 

·       To ensure the integrity and security of all examination papers at all times. 

·       To ensure that the school is prepared for and meets all the inspection regulations required by JCQ or individual examination boards. 

·       To lead the production and distribution to staff of an annual calendar for all exams, and communicate with all candidates involved to ensure that all are aware of any imminent deadlines and events. 

·       To ensure that candidates and their parents are informed of and understand those aspects of the exam timetable that will affect them. This should be given to students at least 4-6 weeks in advance.  

·       To consult with teaching staff to ensure that necessary coursework/controlled assessment is completed on time and in accordance with JCQ guidelines and exam board requirements. 

·       To lead on the organisation of entries by providing and confirming detailed data on estimated entries. 

·       To receive, check and store securely all exam papers. This should include checking the time, date and other details prior to opening the question paper and checking the names on the papers at the end of the exam. 

·       To administer access arrangements and make applications for special considerations using the JCQ Access Arrangements and special considerations regulations and guidance relating to candidates who are eligible for adjustments in examinations. Students, staff and their parent/carers should be made aware of the outcome in writing at the earliest opportunity.  

·       To account for income and expenditure relating to all exam costs/charges. 

·       To line manage the exams invigilators and organises the recruitment, training and monitoring of a team of exams invigilators responsible for the conduct of exams.  

·       To arrange the dissemination of exam results and certificates to candidates and forward, in consultation with the SLT, any appeals/re-mark requests. 

·       Manage the Mock exams and Assessment weeks’ timetable and ensure departments have assessment papers available.