Cover And Exams Officer

£42,400 - £45,540 (pro rata)

Hours: Full‑time, term‑time only (39 weeks per year) plus two additional weeks including key examination periods such as GCSE and A Level results days and pre‑results days in August.

Responsible to: Head of Operations & Finance (or equivalent)

Job Summary

The Examinations & Cover Officer is responsible for the effective administration and organisation of all aspects of short‑term staff absence cover and the delivery of external examinations and qualifications, in accordance with the regulations of awarding bodies. The postholder will also coordinate and manage internal examinations and assessments.

Cover Management Key Responsibilities

• Arrange daily cover for teaching staff, commencing from 7:15am.
• Administer and record staff sickness and absence data accurately.
• Ensure planned absences are logged and appropriate cover arrangements are in place.
• Respond to absence‑related queries, including emergency cover, throughout the school day.
• Review planned absences and the school calendar to ensure sufficient cover is arranged in advance.
• Monitor absence reporting systems and record absences as they arise.
• Manage day‑to‑day cover assignments using the school management information system, coordinating staff timetables and assigning cover internally and externally.
• Maintain fair and equitable systems for allocating internal cover and provide reports on cover usage as required.
• Supervise cover staff and make decisions regarding short‑term supply staff to ensure continuity and quality of provision.
• Provide induction and ongoing support for supply staff, ensuring expectations around behaviour, safeguarding, and teaching standards are met.
• Provide absence, sickness and supply data to senior leaders as requested.
• Approve supply staff timesheets and authorise agency invoices promptly.
• Verify DBS, QTS and identity documentation for supply staff prior to commencement of duties.
• Liaise with supply agencies regarding long‑term absences, obtaining CVs and forwarding them to appropriate leaders.
• Maintain accurate staff absence records within the management information system.
• Administer room changes linked to planned activities and notify affected staff.

Examinations Management Key Responsibilities

• Liaise with Heads of Department regarding candidate entries and ensure timely submission of all external examination entries.
• Submit registrations for vocational and other qualifications, including booking online and paper‑based assessments.
• Liaise with the SENDCo to apply for special consideration and access arrangements, ensuring appropriate provisions are in place.
• Communicate with awarding bodies and other relevant external stakeholders.
• Research and maintain up‑to‑date knowledge of qualifications and assessment methods.
• Attend relevant professional development, network meetings and examinations officer training.
• Remain current with examination regulations and implement required procedural changes.
• Create, review and update the Examinations Policy and related documentation.
• Produce an annual examinations and assessments plan and manage deadlines effectively.
• Receive, check, store and distribute examination materials securely and in accordance with regulations.
• Organise and manage the daily operation of external examinations, ensuring materials, staffing and access arrangements are in place.
• Produce centre examination timetables and resolve timetable clashes in line with regulations.
• Brief candidates on examination regulations and publish relevant information for staff, students and families.
• Dispatch examination scripts, coursework and assessments in line with awarding body requirements.
• Recruit, train and manage invigilators.
• Be present on results days and oversee the secure distribution of examination results.
• Support the production of examination analysis and performance data for senior leaders and relevant stakeholders.
• Administer post‑results services and respond to examination‑related enquiries or complaints.
• Monitor and minimise costs associated with late entries, withdrawals and retakes, ensuring reimbursement where appropriate.
• Organise internal examinations, including timetabling, rooming, access arrangements and invigilation.
• Oversee cognitive ability testing (CATs) where required, including occasional weekend working.

Other Duties

• Undertake any other reasonable duties as requested by the line manager, particularly in relation to data, assessment and student support.
• Work 36 hours per week, with start and finish times aligned to the school day.
• During examination periods, work flexible hours as required, with time off in lieu provided.

Standards, Quality Assurance & Additional Responsibilities

• Maintain professional standards of conduct, dress and communication.
• Attend evening events where required.
• Uphold behaviour, safeguarding and uniform policies.
• Participate in staff training, meetings and professional development.
• Develop effective working relationships with governors, local authorities and neighbouring schools.

Organisational Responsibilities

• Complying with health and safety requirements.
• Ensuring adherence to data protection legislation.
• Operating within equalities policies and contributing to improved student outcomes.
• Supporting students through mentoring or advisory roles where required.
• Contributing to a safe, inclusive and supportive learning environment.