Exams Officer in Musselburgh

Loretto School is one of Britain’s leading independent boarding and day schools located on the outskirts of Edinburgh. We are looking for an Assistant Registrar with experience of delivering exceptional customer care to join our team.

Responsibilities

• Arrange and set up exam hall and associated rooms in Pinkie for all internal and external exams held there.
• Oversee invigilation for all external and internal examinations.
• Recruit, brief and deploy external invigilators for external exams.
• Ensure the receipt, and storage of exam papers and stationery, according to JCQ, CIE and QS regulations, and distributing them in the appropriate exam room and to the correct place at the right time.
• Obtain from Heads of Department their list of candidates for each exam within their departmental responsibility.
• Ensure the safe packing and dispatch of all completed exam scripts timeously.
• Allocate Candidate numbers.
• Enter all candidates on the school’s MIS for external exams. Maintain correct records of all amendments to the entries and submission of name changes.
• Complete timetable of exams and distribute.
• Establish how best the examinations can be distributed across the rooms available and arrange invigilators and support appropriately.
• Liaise with Head of Support for Learning and make required exam access arrangements for external and internal examination candidates.
• Ensure exams ‘Access Arrangements’ are in place for all external and internal examinations.
• Prepare a detailed seating plan and exam room information posters for all external examination sessions.
• Update ‘Exams’ policies and keep abreast of annual changes in regulations, particularly for JCQ.
• Attend appropriate training such as webinars from exam boards, SEON meetings and The Exams Office courses/conferences.
• Administer any Qualifications Scotland processes.
• Ensure each exam room has the correct posters, logs and equipment and these are retained appropriately.
• Get to know pupils so that they can be recognised on entry to the exam hall.
• Take on the BTEC Quality Nominee (QN) role and liaise with HoDs as appropriate.
• Create and review Forms for submission of entries, results, Reviews of Marking etc and liaise with Heads of Year for their distribution.
• Collate, store and distribute exam certificates and liaise with others regarding Apostilling and supply of ‘Record of Attendance’ certificates.
• Provide each candidate with a detailed timetable for their external examinations and with the various compulsory JCQ notices about exam behaviour and use of social media.
• Prepare Charge Sheets for Accounts Branch setting out the exam fees to be charged to parents.
• Liaise with Exam Boards on all issues relating to the conduct of exams.
• Prepare records of External examination results for reference as required.
• Issue Statements of Provisional results to all examination candidates.
• Accept and process all Review of Results (RoR) requests including re-call of scripts and review of marking.
• Maintain a record of all RoR requests and prepare Charge Sheets of the appropriate charges for individual parents for Accounts department.
• Attend to all correspondence relating to exams, from exam boards, parents, pupils past and present and from any other source that does not require professional teacher input.
• Complete and submit Special Consideration forms.

Skills

• Excellent written and verbal communication skills.
• Excellent organisational skills.
• Experience working with the Microsoft Office set of applications, including Outlook, Excel, Word and PowerPoint.
• Ability to learn and use different types of software and applications.

Knowledge

• Experience working in a busy office environment.
• To have a proactive and positive attitude and be able to maintain a positive supportive environment in the pressure of an exam room.