Exams & Data Officer

Reports to: Data Manager

Start date: As soon as possible

Contract: Permanent, all year around

Salary: Grade 7 (£27,989-£33,456)

Hours: 8am to 5pm

To provide high quality administrative support, specifically in relation to examination data providing seamless administration services across the academy and to meet the current and future needs of the academy. Also, to provide comprehensive administrative support to the Data Manager. You will be required to maintain up to date records of student and assessment details, ensuring that the information kept is both accurate and confidential.

Key Responsibilities 

Examinations

Liaising with the ALT (Academic Leadership Team) member in charge of examinations and the Data Manager, the post holder is required to:

• Ensure the smooth running and integrity of all systems and procedures related to public examinations, including the management of the examinations budget

• Be the front-line interface between all staff and students for the smooth running and administration of all examinations

• Be the designated BTEC Quality Nominee at the Academy

• To ensure that all aspects of the day-to-day organisation of the examination boards requirements are fully complied with to enable the centre to maintain its examination status

• To keep abreast of developments in education and the corresponding changes in qualifications and assessment

• To provide training to individuals that carry out invigilation, ensuring that the Joint Council’s ‘Instructions for the Conduct of Examinations’ is followed at all times

• To liaise with the facilities team to ensure that facilities for students undertaking examinations are of the highest possible standard and in line with requirements

• To ensure equipment and resources are stocked and quality adequately checked to be of a high standard e.g. exams table free of graffiti

• To liaise with Awarding Bodies to ensure that students receive any special consideration, providing allowances for prevailing circumstances

• To ensure that Examination Boards/authorities are made aware of any special requirements for students/school and that appropriate provision is made

• To make appropriate timetabling and room arrangements, ensuring minimal impact on teaching and learning

• To create and distribute examination, rooming and invigilation timetables to students and staff

• To manage the electronic download of results for all examination seasons and manage the process of distribution to students

• To keep accurate records of examination penalty fees and arrange re-imbursement from curriculum areas and students themselves, where appropriate

• To oversee the implementation and maintenance of the EMA scheme, ensuring that DCSF guidelines are followed

• To input and analyse data using relevant examinations software, such as Bromcom

• To liaise with teaching staff on student choice of entry to internal and public examinations and support option selection events

• To liaise with Examination Boards in respect of the administration of entries, coursework requirements, the conduct of examinations and examination results

• To be responsible for the safekeeping and confidentiality of exam papers and completed examination work

• To ensure that the accuracy of information provided to Exam Boards for examination entries, ensuring that students are aware of the Exam Boards requirements regarding their conduct whilst sitting examinations

• To ensure that students and parents understand the procedure in respect of appeals and results enquiries

• To seek to find suitable solutions to issues/problems raised by teachers, students/parents relating to examinations

• Monitor quality of invigilators by visiting exam rooms on a regular basis in order to ensure that our students undertake their exams in an appropriate environment of calm and regulation. Take appropriate line management action where invigilator performance is unsatisfactory

• Provide statistical information regarding examination entries/results as required, including analysis where necessary

• To be familiar with necessary IT software relevant to the post

• Line management and ‘Senior Invigilator’ point of call for Invigilators’ queries

• Manage the timesheets of invigilators, ensuring accuracy and timely submission for payment

• Produce all materials related to examinations including examination papers 

• To populate the exams calendar with key examination dates and deadlines 

Data 

• To support Data Manager on data input, output and data integrity within the Academy’s MIS system; including attendance data, reporting, staff details; support of data required by exam officer; Census returns; admissions/leavers, exclusion, timetabling, student details, parent details, assessment records and systems; Special education needs, free school meals and timetabling

• Work closely with the Data Manager to process student data to provide statistical reports and analysis

• Ensure all school-based pupil assessment data is up to date and produce reports as necessary

• To populate pre-planned data sheets, save data and ensure an accurate back up process is secure

• Provide comparisons of school, subject, student group, and individual student assessment, trial and formal examination performance against corresponding relevant data

• Be comfortable using assorted software tools to manipulate large and complex data sets to extract relevant information, through use of relevant software such as Excel/MIS

• Provide other data and analysis, as requested by teaching staff, ALT, and other Senior Leaders in a format that is easily accessible

• Design report templates that reflect the Academy priorities to ensure that all stakeholders are communicated effectively regarding academic progress and other key information e.g. attendance

• To support the options process by providing leaders with relevant analysis 

• Support the creation of the timetable with the Curriculum leads

• Provide timetable models for the options process in conjunction with Curriculum leads

• Assist Data Manager with cover during the academy day

Other

• Carry out other reasonable tasks as directed by the Executive Principal, ALT and SBM

• To work collaboratively as a member of the Business Support Team

• To carry out first aid duties, if required

• To undertake fire marshal duties, if required

• To undertake exam invigilation duties

• To undertake lunch till duties, if required

• To undertake morning and afternoon playground duties, if required

• To be willing to undertake appropriate training in line with contractual duties 

• To be flexible in regard to working hours

• Attend and support out of hours’ academy events e.g., summer fair, parents’ evenings

• This job description is subject to change with the agreement of the post holder

Role review

This job description sets out the main duties of the post at the time of drafting. It cannot be read as an exhaustive list.

Person Specification: Exams & Data Officer

Qualification Criteria 

• Right to work in UK 

• Maths and English GCSE at grade C or above 

Experience 

• Experience of working in a school or further education setting (Desirable)

• Experience of running effective administrative, clerical, ideally within a school setting (Desirable)

• Experience in the role of an examinations officer

• Experience of using examination software such as the CMIS examinations module