Examinations, Enrichment and Educational Visits Officer

GEMS International School, Al Khail, opened in September, 2013, as a premium school offering the International Baccalaureate (IB) programme.

The Examinations, Enrichment and Educational Visits Office is responsible for the secure, accurate and compliant administration of internal and external examinations, while also providing high-quality operational, data and administrative support for the school’s enrichment, extracurricular activities and educational visits programme.

The postholder will play a key role in ensuring that examination processes, ECA systems, trip administration, participation data, parent communication, approvals, records and compliance evidence are well organised, accurate, timely and aligned with school expectations.

This role is designed to strengthen operational oversight across high-volume, high-impact areas of school life. It will support the Systems & Data Manager, the Assistant Principal for Enrichment and Extracurricular, the Education Visits Coordinator, programme coordinators, academic leaders and operational teams by ensuring that essential systems are efficient, traceable and professionally managed.

• Coordinate the full administrative cycle for internal and external examinations, including entries, timetables, rooming, seating plans, invigilation, access arrangements, results and post-results services.
• Ensure examination processes are compliant with awarding body requirements, internal school procedures and relevant regulatory expectations.
• Maintain secure systems for the handling, storage, distribution and return of confidential examination materials and associated records.
• Provide administrative and data support for the school’s enrichment and extracurricular programme, including ECA sign‑up, registers, staffing information, participation tracking, parent communication and reporting.
• Support the administrative operation of national and international educational visits, including documentation, permissions, registers, risk‑assessment records, transport lists, communication and approval workflows.
• Maintain accurate student, activity, trip and examination data across relevant systems, trackers, MIS platforms and evidence folders.
• Support inspection, accreditation, audit and compliance readiness through organised records, clear evidence, accurate data and efficient administrative systems.
• Communicate professionally with students, staff, parents, external providers, examination boards and operational teams in relation to examinations, ECAs, enrichment activities and educational visits.

• Coordinate and manage all internal and external examination processes, including NGRT, GL assessments, MYP eAssessments, IB DP, IB CP, BTEC, mock examinations, baseline assessments and any other relevant formal assessment or examination cycle.
• Maintain an annual examination and assessment calendar, ensuring that key deadlines, registration dates, submission windows, examination windows, results dates and post-results timelines are recorded and communicated clearly.
• Liaise with examination boards, awarding bodies, external agencies, invigilators, staff and relevant school leaders to ensure that all examination administration is accurate, compliant and completed within required deadlines.
• Manage candidate entries, amendments, withdrawals, transfers, option changes, tier changes, late entries, certification processes and associated records with a high degree of accuracy.
• Prepare and maintain examination timetables, rooming plans, seating plans, invigilation schedules, clash arrangements, supervision plans and operational briefings for staff and students.
• Coordinate mock examination and internal assessment schedules in collaboration with senior leaders, heads of department, programme coordinators and phase teams.
• Ensure students, parents and staff receive accurate information regarding examination expectations, deadlines, conduct, equipment, access arrangements, results arrangements and post-results processes.
• Provide administrative support for examination briefings, candidate guidance, invigilator training, staff…