General Purpose To provide accurate, efficient and confidential administration for all examinations at St Andrew's College. The post holder will support the Deputy Head (Academic) in delivering the full examinations cycle and ensuring that all internal and external examinations are administered in accordance with Joint Council for Qualifications (JCQ) regulations, awarding organisation requirements and College policies. The role includes responsibility for the administration of external/private examination candidates and for providing a professional service to students, parents, staff and external candidates. This is a 0.6 Maternity Cover contract from October 2026.
Examinations Administration and Compliance
- To support the effective administration of the full examinations cycle for GCSE, A-Level and other qualifications offered by the College, including IELTS, Pearson English examinations and other relevant assessments.
- To maintain up-to-date knowledge of JCQ regulations and awarding organisation requirements and ensure that examination administration is carried out in accordance with these requirements.
- To liaise with JCQ, all relevant awarding organisations/examination boards, the Deputy Head (Academic), Heads of Department, teachers and other College staff regarding examination requirements, deadlines and procedures.
- To maintain accurate candidate records and examination data, including registrations, entries, amendments, withdrawals, tier changes and candidate details.
- To ensure that students are entered for the correct examinations, subjects, specifications, units and components and that entries are checked carefully against College records.
- To meet all awarding organisation entry deadlines and ensure late entries and amendments are processed promptly where required.
- To produce and distribute examination timetables for students, staff and invigilators and manage examination clashes, rooming and supervision arrangements.
- To maintain the College calendar for internal examinations, mock examinations and all external examination series.
- To support the administration of internal and mock examinations so that, where appropriate, College procedures reflect the expectations and conditions of public examinations.
- To prepare examination rooms, seating plans, attendance registers, candidate cards, signage, stationery and other materials required for each examination session.
- To ensure the secure receipt, checking, storage, handling and dispatch of confidential examination materials in accordance with JCQ and awarding organisation regulations.
- To ensure candidates receive the relevant JCQ notices, examination regulations and information in advance of examinations and understand the expectations for examination conduct.
- To maintain accurate examination records and documentation so that the College is fully prepared for JCQ inspections and awarding organisation quality assurance checks.
External / Private Examination Candidates
- To administer the College's external/private candidate examination service from initial enquiry through to results, post-results services and certificates.
- To respond professionally and promptly to enquiries from external candidates and parents regarding available qualifications, examination series, entry requirements, deadlines, fees and College procedures.
- To check whether the College is able to accommodate each requested qualification, specification, component and practical, speaking, coursework or other assessment requirement before accepting an entry.
- To collect, check and maintain all information required to register and enter external candidates with the relevant awarding organisations.
- To calculate, communicate and administer examination fees and associated administrative charges for external candidates, liaising with the College finance team where required.
- To make and check external candidate entries and communicate entry confirmations, examination timetables, reporting times, venue information, identification requirements and JCQ regulations.
- To coordinate examination-day arrangements for external candidates, ensuring that they are appropriately identified, registered, briefed and supervised.
- To liaise with external candidates regarding access arrangements, special consideration and other examination requirements, ensuring that evidence and applications are handled in accordance with the relevant regulations.
- To manage results communication, certificates and post-results requests for external candidates, including access to scripts and reviews of marking where available.
Access Arrangements, Special Consideration and Examination Incidents
- To work closely with the SENDCo and Deputy Head (Academic) to ensure that approved access arrangements are accurately recorded and implemented for all relevant examinations.
- To support the administration and submission of access arrangement applications and associated documentation within required deadlines.
- To ensure invigilators and relevant staff are clearly informed of approved arrangements while maintaining appropriate confidentiality.
- To administer applications for special consideration in accordance with awarding organisation and JCQ requirements.
- To maintain accurate records of examination incidents and support the Deputy Head (Academic) with any required malpractice, suspected malpractice, appeals or other regulatory documentation.
Invigilation
- To recruit, coordinate and maintain an appropriate team of examination invigilators.
- To organise and deliver invigilator induction, training and annual updates in line with current JCQ requirements and College procedures.
- To produce invigilation rotas and ensure appropriate staffing levels for each examination session, including candidates with access arrangements.
- To maintain accurate records of invigilator training and deployment.
- To provide invigilators with clear examination instructions and ensure any issues arising during examinations are escalated promptly.
Coursework, Non-Examination Assessment and Practical Components
- To support the administration of coursework, non-examination assessments (NEA), practical endorsements, speaking tests and other internally assessed components where required.
- To liaise with teaching staff to ensure relevant marks, samples, authentication documentation and other required information are submitted to awarding organisations by published deadlines.
- To support the secure dispatch and tracking of examination scripts, coursework samples and other assessment materials where required.
Results and Post-Results Services
- To download, check and securely process examination results and prepare for results days.
- To organise the issuing of examination results to students and external candidates in accordance with awarding organisation requirements and College procedures.
- To provide examination data and reports for Heads of Department and SMT, including predicted versus actual outcomes and year-on-year comparisons where requested.
- To administer post-results services, including access to scripts, clerical re-checks, reviews of marking and appeals, ensuring candidates understand relevant deadlines and fees.
- To receive, check, record, securely store and distribute examination certificates and maintain records of uncollected certificates.
General Administration
- To maintain accurate electronic and paper examination records, filing systems, databases and correspondence.
- To check and enter data accurately and maintain confidentiality when handling student, candidate and examination information.
- To communicate professionally with students, parents, staff, external candidates, awarding organisations and other external agencies.
- To coordinate examination-related workflow and ensure that key deadlines are identified and met.
- To provide administrative support to the Deputy Head (Academic) in relation to examinations and assessment as required.
- To undertake other duties and responsibilities, express and implied, which arise from the nature and character of the role and are commensurate with the grade of the post.
- To comply with individual responsibilities for health and safety in the workplace.
- This job description is not necessarily a comprehensive definition of the post. Duties may be reviewed during the maternity-cover period to reflect the operational needs of the College.
- The post holder will be required to demonstrate a continual positive commitment to the College's policies, including those relating to safeguarding children, health and safety and equal opportunities. The post holder will be committed to safeguarding and promoting the welfare of young people, a responsibility we expect all staff to share.
Person Specification Education and Experience
- A-Level qualifications or equivalent; a relevant administrative qualification would be advantageous.
- Previous experience in an administrative role requiring a high level of accuracy and responsibility.
- Experience of examinations administration in a school, college or examination centre is desirable.
- Knowledge or experience of JCQ regulations and awarding organisation systems is desirable.
- Experience of working with examination boards/awarding organisations and meeting externally imposed deadlines is desirable.
- Experience of working with school or college management information systems and examination software is desirable.
- Confident use of Microsoft Office, email, internet-based systems and databases.
- Good numeracy skills and the ability to work accurately with detailed candidate and examination data.
Key Competencies and Skills
- Excellent organisational and planning skills, with the ability to manage a complex annual examinations calendar.
- Excellent time-management skills and the ability to prioritise competing tasks and meet fixed deadlines.
- Exceptional attention to detail, diligence and accuracy.
- Ability to understand, interpret and consistently apply detailed regulations and procedures.
- Strong data-management and record-keeping skills.
- Ability to remain calm, professional and solutions-focused during busy and high‑pressure examination periods.
- Excellent written and verbal communication skills.
- A professional and customer‑focused approach when dealing with students, parents, staff and external candidates.
- Ability to work effectively both independently and as part of a team.
- Good problem‑solving skills, adaptability and sound judgement.
- A high level of discretion and a clear understanding of confidentiality and data protection.
- A strong commitment to safeguarding and promoting the welfare of children and young people.
- Excellent organisational and planning skills, with the ability to manage a complex annual examinations calendar.
- Excellent time‑management skills and the ability to prioritise competing tasks and meet fixed deadlines.
- Exceptional attention to detail, diligence and accuracy.
- Ability to understand, interpret and consistently apply detailed regulations and procedures.
- Strong data‑management and record‑keeping skills.
- Ability to remain calm, professional and solutions‑focused during busy and high‑pressure examination periods.
- Excellent written and verbal communication skills.
- A professional and customer‑focused approach when dealing with students, parents, staff and external candidates.
- Ability to work effectively both independently and as part of a team.
- Good problem‑solving skills, adaptability and sound judgement.
- A high level of discretion and a clear understanding of confidentiality and data protection.
- A strong commitment to safeguarding and promoting the welfare of children and young people.
- Excellent organisational and planning skills, with the ability to manage a complex annual examinations calendar.
- Excellent time‑management skills and the ability to prioritise competing tasks and meet fixed deadlines.
- Exceptional attention to detail, diligence and accuracy.
- Ability to understand, interpret and consistently apply detailed regulations and procedures.
- Strong data‑management and record‑keeping skills.
- Ability to remain calm, professional and solutions‑focused during busy and high‑pressure examination periods.
- Excellent written and verbal communication skills.
- A professional and customer‑focused approach when dealing with students, parents, staff and external candidates.
- Ability to work effectively both independently and as part of a team.
- Good problem‑solving skills, adaptability and sound judgement.
- A high level of discretion and a clear understanding of confidentiality and data protection.
- A strong commitment to safeguarding and promoting the welfare of children and young people.
- A Level qualifications or equivalent; a relevant administrative qualification would be advantageous.
- Previous experience in an administrative role requiring a high level of accuracy and responsibility.
- Experience of examinations administration in a school, college or examination centre is desirable.
- Knowledge or experience of JCQ regulations and awarding organisation systems is desirable.
- Experience of working with examination boards/awarding organisations and meeting externally imposed deadlines is desirable.
- Experience of working with school or college management information systems and examination software is desirable.
- Confident use of Microsoft Office, email, internet-based systems and databases.
- Good numeracy skills and the ability to work accurately with detailed candidate and examination data.
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