Examinations Officer – Job Vacancy

Dorset Grade 6, SCP 6-9 £13.92 to £14.59 per hour

Permanent Position

24 hours per week (with flexibility in the summer exam season to work 30 hours per week)

Term time only plus Staff Training Days

We require an Examinations Officer to start in January 2027 (with a 2 week handover in December 2026) to support the Data & Examinations Manager in the effective administration, organisation and delivery of all internal and external examinations and assessments within the school. The postholder will ensure examinations are conducted in accordance with Joint Council for Qualifications (JCQ) regulations and awarding body requirements, maintaining the security, integrity and efficiency of the examinations process.

The Examinations Officer will provide administrative and operational support throughout the examination cycle, ensuring candidates are accurately entered for examinations, examination materials are securely managed, and examination sessions run smoothly. The postholder will contribute to maintaining high standards of compliance and service whilst supporting students, staff, parents and external agencies.

This is a varied and busy role which requires excellent organisation and communication skills along with the ability to work accurately whilst under pressure. The postholder must be numerate and computer literate with relevant data administration experience. Experience of using databases together with an excellent knowledge of Excel is essential. Experience of working within a school environment would be advantageous.

An ability to work flexibly dependent on workload is essential.

This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The successful candidate will be required to have an Enhanced Disclosure & Barring Service check (formerly CRB) in line with the Governments safer recruitment guidelines.

Ferndown Upper School values the diversity of our workforce and welcome applications from all sections of the community.

This role is UK based and your Right to Work will need to be established as part of the appointment process.

This post is exempt from the Rehabilitation of Offenders Act (ROA) 1974. The amendments to the ROA 1974 (Exceptions Order 1975, (2013 and 2020) provide that when applying for certain jobs and activities, certain spent convictions and cautions are ‘protected’, so they do not need to be disclosed to employers, and if they are disclosed, employers cannot take them into account. The MOJ’s guidance on the Rehabilitation of Offenders Act 1974 and the Exceptions Order 1975, provides information about which convictions must be declared during job applications and related exceptions and further information about filtering offences can be found in the DBS filtering guide.

Ferndown Upper School will conduct online searches of shortlisted candidates. This check will be part of a safeguarding check, and the search will purely be based on whether an individual is suitable to work with children. As care must be taken to avoid unconscious bias and any risk of discrimination, a person who will not be on the appointment panel will conduct the searches and will only share information if and when findings are relevant and of concern.

Job Specification: Examinations Officer

Reports to:

Data & Examinations Manager

Main Job Purpose

To support the Data & Examinations Manager in the effective administration, organisation and delivery of all internal and external examinations and assessments within the school. The postholder will ensure examinations are conducted in accordance with Joint Council for Qualifications (JCQ) regulations and awarding body requirements, maintaining the security, integrity and efficiency of the examinations process.

The Examinations Officer will provide administrative and operational support throughout the examination cycle, ensuring candidates are accurately entered for examinations, examination materials are securely managed, and examination sessions run smoothly. The postholder will contribute to maintaining high standards of compliance and service whilst supporting students, staff, parents and external agencies.

Main Responsibilities and Duties

Examination Administration

• Support the Data & Examinations Manager in the planning, organisation and administration of all internal and external examinations and assessments.
• Assist with candidate registrations, examination entries, amendments, withdrawals and certification claims within awarding body deadlines.
• Maintain accurate examination records using the school’s Management Information System (MIS) and awarding body systems.
• Assist in the preparation and distribution of examination timetables and candidate information.
• Process examination results and support post-results services, including reviews of marking, clerical checks and appeals.

Examination Preparation and Delivery

• Assist in the secure receipt, storage and handling of confidential examination materials in accordance with JCQ regulations.
• Prepare examination rooms, seating plans, candidate registers and examination documentation.
• Support the organisation and deployment of invigilators and assist with their training and communication.
• Ensure examination rooms are prepared and maintained in line with examination regulations.
• Support the management of examination sessions, including responding to candidate queries and dealing with routine issues that arise.

Compliance and Quality Assurance

• Ensure all examination processes comply with JCQ regulations, awarding body requirements and school policies.
• Assist with maintaining examination-related records, logs and documentation.
• Support the implementation of access arrangements and reasonable adjustments for eligible students.
• Contribute to the development and review of examination policies, procedures and contingency arrangements.
• Report any suspected malpractice, irregularities or security breaches to the Data & Examinations Manager.

Communication and Customer Service

• Act as a point of contact for examination-related enquiries from students, parents, staff and external organisations.
• Provide examination information and guidance to candidates and staff.
• Liaise with awarding bodies, invigilators and school departments as required.
• Support the communication of examination regulations, deadlines and procedures across the school.

General Duties

• Maintain confidentiality at all times regarding examination materials, candidate information and school data.
• Attend relevant training and professional development activities.
• Undertake other duties appropriate to the grade and responsibilities of the post as directed by the Data & Examinations Manager or Senior Leadership Team.
• Good understanding of administrative procedures and office systems.
• Working knowledge of Microsoft Office applications, including Word, Excel and Outlook.
• Awareness of the importance of confidentiality and data protection.
• Understanding of the need to work within regulations, policies and procedures.
• Excellent organisational and time management skills.
• Ability to prioritise workload and meet strict deadlines.
• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to work independently and use initiative.
• Strong interpersonal skills and ability to work collaboratively with a range of stakeholders.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Competent ICT skills and ability to learn specialist examination systems.
• Experience of working within a school examinations environment.
• Knowledge of JCQ regulations and awarding body requirements.
• Experience of working with school management information systems.
• Knowledge of advanced Excel features, e.g. Power Query, macros, data handling.

The postholder will report directly to the Data & Examinations Manager and will be expected to work independently for significant periods, using their own initiative to manage workloads and meet deadlines. Guidance and supervision will be available where required.

The postholder will not normally have direct line management responsibility but may provide support and guidance to invigilators and other staff involved in the examinations process as directed by the Data & Examinations Manager.

Problem Solving and Creativity

The postholder will be required to identify and resolve routine and non-routine examination administration issues, often working independently and exercising sound judgement. This may include dealing with timetable changes, candidate queries, rooming issues, examination clashes and other operational challenges.

The postholder will contribute to the development of efficient administrative systems and processes, escalating complex issues to the Examinations Manager where appropriate.

Key Contacts & Relationships

The postholder will have regular contact, both face-to-face and by telephone/email, with:

• Headteacher and Senior Leadership Team
• Data & Examinations Manager
• Teaching and support staff
• Students
• Invigilators
• Awarding bodies and examination boards

The role requires the ability to maintain professional and effective working relationships with all stakeholders.

Decision Making

The postholder will make appropriate day-to-day decisions relating to the administration and organisation of examinations, ensuring compliance with school procedures and examination regulations.

The postholder will be expected to respond proactively and reactively to examination-related matters, referring significant issues, regulatory concerns or exceptional circumstances to the Data & Examinations Manager as necessary.

Resources

The postholder will be responsible for the effective use of:

• Computerised examination and management information systems
• Microsoft Office applications
• Word processing equipment
• Photocopiers and printing equipment
• Telephones and communication systems
• Secure examination materials and documentation
• General office equipment and resources

The postholder will ensure that all examination materials and records are handled securely and in accordance with regulatory requirements.