We wish to appoint an Assistant Exams Officer to support the delivery of our external examinations for students and ensure that all JCQ regulatory requirements for the conduct of examinations are strictly adhered to.

Description

General Duties

• At the beginning of the academic year print sufficient copies of the JCQ and Cambridge ICE booklets.
• Print and laminate sufficient copies of the updated JCQ and Cambridge exam room posters.
• Post various notices (NEA rules, social media policy etc.)
• Support with distribution of pupil statements of entry. Post copies of timetables to pupil and staff notice boards and relevant staff areas.
• Once certificates arrive into the school coordinate the checking and distribution ready for the presentation evening. Arrange to post any certificates that haven’t been collected.
• Responsible for ordering examination stationery and exam room materials. Ensure all resources are stored in a well-organised manner.
• Assistance in the scheduling of internal exams.
• To prepare all desk cards, seating plans, invigilation folders and posters required.
• Assist in the daily running of internal and external examinations. This will include ensuring that all required materials are in the examination rooms for the start of the examinations in accordance with regulations, completing daily check lists, seating plans and desk cards.
• Cover and help co-ordinate Invigilators’ duties on daily basis during internal and external exams.
• Cover for team members due to absence.
• Monitor exam rooms at the start of an exam session, assisting invigilators with any queries.
• Assist in processing enquiries about results and requests for reviews of marking and the return of scripts.
• Keeping up to date with the requirements of the role, ensuring attendance at training sessions, etc. and keeping up to date with the latest procedures and regulations for external examinations.
• Carry out routine administrative duties, as directed by the Exams Officer, accurately and efficiently.
• Invigilate and mark entrance assessments of pupils joining during the year.

Leadership Responsibilities

• Briefing Invigilators at the beginning of an exam session in the Exams Officer’s absence.
• To assist in the training of Invigilation staff including refresher training for existing invigilators.
• Help the Exams Officer to coordinate Invigilators, ensuring that they have the necessary breaks, making tea and coffee for Invigilators and escorting them to the appropriate exam rooms.
• Cover for Invigilators if required.
• Inform the Exams Officer of any issues as they arise and act as directed by the Exams Officer.
• Deputise for the Exams Officer in her absence.

Managing Information

• Liaising with the LEAPS regarding candidates with SEN to ensure arrangements for candidates with special educational needs are in place.
• Help checking, collation, labelling, sorting and distribution of internal mock exam papers.
• Collecting and assisting to dispatch completed external scripts against the attendance sheets in accordance with the regulations.

Resources

• Responsible for ordering examination stationery and exam room materials. Ensure all resources are stored in a well-organised manner.

Exam Set-Up

• Ensuring that laptops are suitably charged ahead of exams.
• Ensuring that there is a laptop allocated to each student and that the correct laptop is in the correct room.
• Assist Exams Officer as 'second eye' when exam paper packages are split in secure exam storage room.
• Assist Exams Officer to give out correct administrative paperwork with correct amount of exam paper for each exam room.
• Help to ensure any additional source booklet or any additional material needed for the exam is also given to Invigilators.
• Make sure each exam trolley always stocked up with the correct and efficient amount of stationary and administrative forms available for invigilators in each exam room.
• Setting up of word documents for each student, ensuring that all the details are correct, name, exam paper etc.
• Downloading the correct electronic papers from student’s account and liaise with IT department, if there is an issue.
• Ensuring that the read and write programme runs properly.

During exams

• Taking students for rest breaks as and when required.
• Checking exam rooms regularly and ensuring the timely turnaround of exam rooms in preparation for the next exam. This sometimes has to be completed to a tight schedule.