Exams and Admin Officer

About The Role

The Role involves administering all aspects of public examination and certification processes, ensuring that examination board procedures are followed. 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. You will work across the academy as required, providing excellent administrative and customer services to a variety of stakeholders, establishing and maintaining efficient administrative systems and processes to support the effective running of the school with a focus on operational excellence.

It is essential that the person for this role is organised, able to multitask, work flexibly and have a ‘can do’ approach.

Key Responsibilities

• Examinations: Ensure the smooth running and integrity of all exam-related systems and procedures.
• Be the designated BTEC Quality Nominee at the Academy.
• Organise schedules for Exam Invigilators during working hours.
• Ensure compliance with all exam board requirements to maintain the centre's exam status.
• Alongside the Data and Exams Manager, 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.
• Liaise with the facilities team to ensure that facilities for students undertaking examinations are of the highest possible standard and in line with requirements.
• Liaise with Awarding Bodies to ensure that students receive any special consideration, providing allowances for prevailing circumstances.
• Ensure that Examination Boards/authorities are made aware of any special requirements for students/school and that appropriate provision is made.
• Make appropriate timetabling and room arrangements, ensuring minimal impact on teaching and learning.
• Create and distribute examination, rooming and invigilation timetables to students and staff.
• Manage the electronic download of results for all examination seasons and manage the process of distribution to students.
• Input and analyse data using relevant examinations software, such as Bromcom.
• Liaise with teaching staff on student choice of entry to internal and public examinations and support option selection events.
• Liaise with Examination Boards in respect of the administration of entries, coursework requirements, the conduct of examinations and examination results.
• Be responsible for the safekeeping and confidentiality of exam papers and completed examination work.
• 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.
• Ensure that students and parents understand the procedure in respect of appeals and results enquiries.
• Seek to find suitable solutions to issues/problems raised by teachers, students/parents relating to examinations.
• Monitor quality of invigilators by visiting exam rooms regularly 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.
• Be the line manager and ‘Senior Invigilator’ point of call for Invigilators’ queries.
• Source the appropriate number of invigilators for any given exam.
• Manage the timesheets of invigilators, ensuring accuracy and timely submission for payment.
• Produce all materials related to examinations including production of mock examination papers.
• Populate the exams calendar with key examination dates and deadlines.

Admin (Student Services):

• Work collaboratively with the admin team to provide comprehensive administrative support for the primary, secondary and sixth form.
• Adopt a business-like office environment, ensuring excellent, consistent administration support and customer service is provided.
• Attend to all incoming calls and messages in a professional, friendly and efficient manner, ensuring all relevant messages are passed on in a timely manner and dealt with effectively, sensitively, and confidentially.
• Be one of the academy's main first aiders, assisting with student welfare and first aid and ensuring accurate and prompt records and reporting.
• Support with daily attendance ensuring protocol is followed and ongoing efforts are made to ensure a child regularly attends school.
• Acknowledge and action all admin requests to a high standard and in a timely manner, prioritising and communicating effectively with relevant colleagues and stakeholders.
• Maintain and distribute stock for the offices, reception areas and reprographics.
• Support with lunch till duties.

Other:

• To be flexible in regard to working hours.
• Share best practice with the wider team and approach all tasks with a growth mindset.
• Ensure the working environment is to a professional standard e.g. clear desk policy.
• Contribute to the wider academy objectives and improvements.
• Undertake various duties, when required, including playground duties, first aid, cashless till operation, first aid, fire marshal.
• Cater and setup meetings and events, if and when required.
• Be willing to undertake appropriate training in line with contractual duties.
• Attend and support out-of-hours’ academy events e.g. summer fair, parents’ evenings, open morning and evenings, admin evening, academy performances, competitions, summer school, results days.
• This job description is subject to change with the agreement of the post holder.
• Carry out other reasonable tasks as directed by the Executive Principal, ALT and Vice Principal – Business and Community and the School Business Manager.

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. These responsibilities will be discussed annually as part of the post holder’s annual performance review and are subject to change.

Benefits:

• Salaries 2.5% higher than main pay scale.
• Twice as many training days as standard.
• Generous pension scheme.
• Access to Ark rewards – a scheme offering savings from over 3,000 major retailers.
• Interest-free loans – up to £5,000 available for season ticket or to buy a bicycle.
• Gym discounts – offering up to 40%.
• Access to Employee Assistance Programme – providing free, confidential counselling, legal advice and a range of different support.

We are a mixed all-through school that caters for children from nursery age through to sixth form. We have the highest aspirations for all our children to ensure they are prepared for university and inspired to be leaders in their community. We offer our students a first-class education based on high quality teaching and experiences outside of the classroom.

Diversity and inclusion: We aim to build a diverse and inclusive organisation where everyone – staff and students – can do their best work and achieve their full potential.

Safeguarding statement: Ark is committed to safeguarding and promoting the welfare of children and young people in its academies.