Deputy Examinations Officer

Deputy Examinations Officer Role Introduction

Reporting to the Head of Public Examinations, the Deputy Examinations Officer is responsible for providing administrative and operational support to the Head of Public Examinations in all aspects of the various examinations processes.

Due to the needs of the school and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.

Key Tasks and Responsibilities

• Assist the Head of Public Examinations in their absence;
• Support the Head of Public Examinations during the live exam season as well as preparation and set up required for the centre to be compliant and ready prior to the start of the exam series, some of the tasks which include but not limited to:
• Ensure exam rooms are set up and run according to JCQ regulations;
• Liaise with Examination Teams;
• Receive, log, store and distribute examinations materials;
• Act as stand-in Examination Team member, clash-supervisor or invigilator if required;
• Maintain stock levels of exam stationery and equipment;
• Prepare and record exam scripts for dispatch;
• Assist with submitting samples and marks for internally assessed and moderated components;
• Support with the organisation of external invigilators;
• Support and assist the Head of Public Examinations during results days;
• Input accurate results data as required;
• Assist with preparing statistics and results reports;
• Assist with submitting data to the Independent Schools Council (ISC);
• Assist with submitting post-results applications and the recording and distribution of outcomes;
• Prepare results transcripts as required;
• Collate and dispatch certificates;
• Liaise with House Masters, Heads of Department, parents and pupils as required;
• Submit post-results services requests accurately in conjunction with the Head of Public Examinations;
• To be on site before the start of exams and remain on site until the last papers are completed and processed at the end of the day;
• Support the Head of Public Examinations with the creation of training manuals for examinations which encompasses public exams, trials & SATs.

In relation to Public Exams

• Assists the Head of Public Examinations in ensuring the smooth running of the operational aspects of public examinations;
• Work alongside the Head of Public Examinations with all year-round exam administration, including US Admissions Tests (ACTs/SATs) entries;
• Assist in the provision for students with Access Arrangements, including the maintenance of Access Arrangements, records and applications;
• Assisting with the processes for public examination entries, including examination results and liaising with examination boards on school specific queries and about individual candidates.

In relation to Internal Exams

• Support the Deputy Director of Studies in the administration of internal examinations;
• Liaise with the Universities Coordinator and the Academic Data Analyst as required in the collection of relevant data;
• Coordinate SAT test days – test day toolkit management for invigilators, record absences and room documentation.

In relation to Venues, Timetable & Clashes

• Work alongside the Head of Public Examinations to ensure that all clashes in relation to students’ exams, venues, supervision or invigilation are resolved;
• Work alongside the Head of Public Examinations with the timetabling of boys to venues, taking account of access arrangements;
• Work alongside the Head of Public Examinations with any clashes ensuring the organising of venues, refreshments, and clash supervision cover, including for overnight clashes.

In relation to Invigilators

• Ensure venues are appropriately staffed with suitable invigilators;
• Assist the Examinations Officer in constructing and updating, as required, the invigilation timetable for external invigilators and Masters;
• Advising HR of which invigilators will be available for that exam season;
• Assisting the Head of Public Examinations with the recruitment, training, management and payment of invigilators for public examinations, internal examinations and other assessments as required.

In relation to IT

• Liaise with IT to ensure sufficient suitable computers and printers are available and prepared for public examinations;
• Work with IT to ensure smooth running of the Management Information System (MIS) (Bromcom) and A2C applications;
• Stay up to date with Bromcom training and…