Examinations Officer & Data Assistant

Purpose

The main duty of the Examinations Officer & Data Assistant is to ensure the efficient and smooth running of all aspects of examinations, including internal mocks, end of year and external exams for Castle View Academy. The post holder will be required to attend regular planning/briefing meetings with the Vice Principal and Data and Examinations Manager as appropriate and will have line management responsibility for the Exam Invigilators. Previous experience is an advantage but full training will be provided.

Main Duties and Responsibilities:  

Harmonisation of Exams Policy and Process

·       Compliance of the JCQ regulations

·       Production and ongoing maintenance of any written policies/processes required by the JCQ Regulations

·       Administration of the Academies Examinations policy

Line Management of Exams Invigilators

·       Responsible for recruitment, induction and training of invigilators

External Examinations 

·       Ensure all candidates are registered on the correct course by the specified deadline.

·       Ensure the correct submission of unit entries where required.

·       Enter all unit results and ensure that certification claims are processed at the appropriate time, in conjunction with subject leaders.

·       Organise the administration of all coursework tasks, module tests, etc. in conjunction with Subject Leaders

·       Communicating, liaising with Exam Boards and Subject Leaders as required – dealing with letters, syllabuses, regulations, circulars etc. 

·       Ensure that candidates are informed of examination regulations and procedures

·       Provides and confirms detailed data on estimated entries, in conjunction with subject leaders

·       Supervise the completion and despatch of all coursework/non-examined assessment marks

·       Packing and despatch of all coursework samples to moderators ensuring that the correct paperwork is completed in all cases

·       For speaking tests, arrange for external examiners to conduct the tests if required

·       Collation of information to produce a composite examination timetable for students

·       Ensure the submission of entries to the relevant Boards via A2C, and send amendments as required

During Examinations  

·       Be in attendance at the beginning and end of all examinations to ensure entry and exit of students is in line with examination board regulations

·       Receives checks and stores securely all examination papers, stationery and associated items

·       Organise examination rooms, seating plans, invigilation timetable, and distribution of papers

After Examinations  

·       Be in attendance on the day the centre is notified of results, to produce the relevant statistics and make arrangements for distributing results

·       To set out the collection points for students to collect their exam results from and assist with collating the results slips into envelopes ready for collection

·       To deal with any queries and appeals that may occur when the examination results have been issued.

·       To provide an Examination Results Service as defined in the Exam Policy

·       To retrieve costs of examination entry from absentees and arrange for re-marks, reports and queries about exam results from the examination board

·       To undertake an analysis of examination results when the centre is notified, and to inform the head as soon as administratively possible

·       Arrange for the distribution to candidates of all examination certificates

 End of Year Exams

·       These should be operated in the same way as mock exams including choice of venue wherever possible

·       For non-core subjects, where timetabling of other exams permits, run as many as possible in the main examination venues

·       Collate information from Subject leaders with regard to exam requirements and candidate level

·       Construct all examination timetables, organise exam rooms, seating plans and distribution of papers

·       Construction of invigilation timetables

·       Be on call during examinations to ensure proper conduct and deal with any issues that arise

General

·       Deal with enquiries from former students about results, via telephone, post or e-mail

·       Organise information and reports for parental consultation evenings

·       Organisation, reporting and publishing ROAs

·       Organise the Invigilator team

·       Undertake any other duties as specified by the Principal and the Senior Leadership Team

·       General administration duties

·       Training and monitoring of new invigilators

·       Ensure GDPR compliance and training needs are maintained

Data Assistant

·       Assist the Data and Examinations Manager with providing staff cover for the Academy

·       Assist with data entry as directed by the Data and Examinations Manager

·       Coordinate results input from subject leads to ensure deadlines are met

·       Input data from internal tests as directed by Data Manager

·       Assist with inputting of general data into MIS system

United Learning are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. The successful candidate will be required to apply for an Enhanced DBS disclosure.