Examinations Officer

Gems Education UAE; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

GEMS Education is seeking an experienced Examinations Officer in Dubai, UAE to oversee the end-to-end administration of school examinations and external assessments. You will manage candidate registrations, timetabling, secure handling of materials, and results processing in compliance with awarding-body regulations.

You will work closely with school leadership, invigilators, students and examination boards to ensure examinations run efficiently, securely and on schedule, coordinating deadlines

Qualifications

• Bachelor's degree, Master's degree or equivalent qualification.
• Experience in examination administration or school administration.
• Strong IT skills and ability to manage administrative data.

Responsibilities

• Oversee administration of external examinations (IGCSE, GCSE, A/Levels) and other qualifications.
• Prepare examination timetables and plan, coordinate venues and seating allocations.
• Manage examination entries, deadlines and secure handling of materials.
• Liaise with examination boards and maintain records of entries, results and certificates.
• Coordinate access arrangements and contingency planning for examinations.

Skills

Attention to detail

Organisational skills

Time management

Communication skills

Education

Bachelor's/Master's degree or equivalent

Job description

Job Snapshot

Examinations Officer Job Snapshot - Role: Examinations Officer - Location: Dubai, United Arab Emirates - Industry: Primary-Secondary Education - Function: School-College Administration - Experience: Previous experience in examination administration, school administration or a similar education-based administrative role - Job Type: Full Time - Work Arrangement: On-site

Position Overview

GEMS Education is seeking a detail-oriented and highly organised Examinations Officer to support the effective administration of school examinations and external assessments in Dubai, United Arab Emirates. The successful candidate will oversee examination planning, candidate registrations, timetabling, secure handling of examination materials, results processing and compliance with awarding-body regulations. The role requires excellent administrative skills, professional integrity and the ability to coordinate examination activities accurately while managing multiple deadlines. Working closely with school leadership, academic departments, invigilators, students, parents and examination boards, the Examinations Officer will help ensure that examinations are conducted efficiently, securely and in accordance with applicable requirements.

Job Details

• Country: United Arab Emirates
• City: Dubai
• Industry: Primary-Secondary Education
• Function: School-College Administration
• Salary: Not disclosed
• Gender: No Preference
• Candidate Nationality: Not specified
• Job Type: Full Time
• Work Arrangement: On-site

External Examination Administration

• Manage the administration of external examinations, including IGCSE, GCSE, International AS and A Level, and other qualifications offered by the school.
• Maintain current knowledge of examination regulations, administrative procedures and deadlines issued by relevant awarding bodies.
• Communicate updates concerning syllabuses, regulations, examination procedures and administrative requirements to relevant stakeholders.
• Act as the school 's primary administrative contact with examination boards and examination authorities.
• Register candidates and process examination entries, amendments and withdrawals within published deadlines.
• Verify candidate information, subject selections, examination codes and entry details before submission.
• Maintain accurate records of examination entries, associated fees and correspondence.
• Administer examination board platforms, including Cambridge International Direct, Edexcel Online and Oxford AQA, as applicable.
• Coordinate the submission of forecast grades, coursework marks, internally assessed marks and other required examination information.
• Liaise with examination boards regarding INSET and professional development opportunities for staff.
• Lead examination contingency arrangements during emergencies, ensuring stakeholders understand their responsibilities and that procedures are applied consistently and fairly.

Examination Planning and Timetabling

• Prepare, maintain and communicate examination timetables.
• Identify timetable clashes and coordinate appropriate solutions in accordance with awarding-body requirements.
• Organise examination venues, seating plans, room allocations and candidate lists.
• Work with academic leaders to communicate examination arrangements to students, parents and staff.
• Maintain an annual examination calendar covering important deadlines, examination series and administrative activities.
• Coordinate the resources and arrangements required for the smooth delivery of examination sessions.

Examination Security and Confidentiality

• Oversee the receipt, verification, secure storage and distribution of confidential examination materials.
• Ensure examination papers, scripts and other restricted materials are handled only by authorised personnel.
• Maintain appropriate access controls and security records for examination storage areas.
• Conduct regular checks of confidential materials and report discrepancies or security concerns immediately.
• Ensure completed examination scripts are securely packed, documented and dispatched according to examination board instructions.
• Protect confidential candidate information, examination materials and assessment records at all times.

Examination-Day Coordination

• Oversee the daily administration of examination sessions and ensure examinations begin and finish at the prescribed times.
• Prepare examination packs containing attendance registers, seating plans, candidate lists and incident documentation.
• Brief invigilators on examination procedures, regulations and individual responsibilities.
• Monitor examination arrangements and provide procedural guidance to invigilators when necessary.
• Manage late arrivals, absences, candidate illness, emergencies and examination incidents in accordance with awarding-body regulations.
• Maintain accurate records of examination irregularities, incidents and actions taken.
• Support the consistent and fair implementation of examination procedures.

Invigilation Management

• Coordinate invigilator schedules and deployment across examination sessions.
• Maintain the required invigilator-to-candidate ratios in accordance with examination regulations.
• Deliver training and briefing sessions to ensure invigilators understand relevant procedures.
• Monitor invigilation practices and support consistent compliance with examination requirements.

Access Arrangements and Special Consideration

• Work closely with the school 's Inclusion Department to identify candidates requiring examination access arrangements.
• Coordinate applications and supporting documentation for approved examination accommodations.
• Ensure approved arrangements, including additional time, readers, scribes, supervised rest breaks, separate rooms and permitted technology, are implemented correctly.
• Maintain secure and confidential records relating to examination access arrangements.
• Submit special consideration applications to relevant examination boards following illness, bereavement or other qualifying exceptional circumstances.
• Ensure all access arrangements and special consideration procedures comply with current awarding-body requirements.

GL Assessments and International Assessments

• Liaise with GL Assessment and other external assessment organisations regarding examination requirements, administration procedures and platform access.
• Work with the school 's Primary and Secondary GL Assessment Coordinators to support assessment budgeting, planning, scheduling and administration.
• Ensure GL Assessments are administered efficiently and in accordance with applicable National Agenda Parameter requirements.
• Coordinate with Primary and Secondary assessment teams on the administration of TIMSS, PISA, PIRLS and other external assessments.
• Communicate assessment requirements and deadlines to relevant departments.
• Support compliance with KHDA requirements and the procedures established by relevant assessment organisations.

Examination Results Management

• Coordinate examination results days and oversee the secure downloading, processing and distribution of results.
• Maintain strict confidentiality of examination outcomes before their official release.
• Prepare results documentation, candidate statements and supporting records where required.
• Work with senior leadership and relevant departments to verify examination results.
• Respond to student and parent enquiries concerning examination results and related administrative processes.
• Ensure examination-related applications and requests are submitted within awarding-body deadlines.

Certificate Administration

• Receive, verify and securely store examination certificates.
• Inform students when certificates are available for collection.
• Maintain accurate records of certificate distribution and collection.
• Coordinate replacement certificate enquiries where applicable.
• Ensure certificate records remain complete, secure and accessible to authorised personnel.

Pearson and BTEC Administration

• Assist the BTEC Leader with accurate learner registrations within prescribed deadlines.
• Verify that learners are registered for the correct programmes and qualifications.
• Maintain accurate learner records through Edexcel Online.
• Liaise with Programme Leaders and the Quality Nominee regarding learner registrations and certification requirements.
• Process learner amendments and withdrawals when necessary.
• Coordinate certification claims and verify learner information before submission.
• Maintain appropriate access permissions for examination administration systems.

Regulatory Compliance and Examination Standards

• Ensure examination administration complies with current awarding-body regulations, policies and procedures.
• Maintain updated copies of examination handbooks, regulatory guidance and administrative instructions.
• Communicate relevant examination requirements to staff and candidates.
• Support the Head of Centre in maintaining examination-centre compliance.
• Maintain records and supporting evidence required for inspection and audit purposes.
• Prepare documentation for examination board inspections when requested.
• Immediately report suspected malpractice, maladministration, security breaches and examination irregularities to the Head of Centre and relevant awarding organisation.
• Ensure staff and candidates understand examination malpractice regulations and their responsibilities.

Communication and Stakeholder Coordination

• Serve as the main administrative contact for examination-related enquiries from students, parents, staff and examination boards.
• Communicate important examination deadlines to Heads of Department and relevant colleagues.
• Provide regular examination updates to the school 's senior leadership team.
• Coordinate effectively with academic leaders, administrative departments and external assessment organisations.
• Maintain professional and accurate communication concerning examination arrangements, candidate registrations and regulatory requirements.

Examination Data and Record Management

• Maintain accurate and confidential candidate examination records.
• Ensure information stored in school systems and examination board portals remains complete and up to date.
• Prepare examination reports, candidate lists, entry summaries and statistical information when requested.
• Maintain electronic and physical examination records in accordance with school policies and applicable data protection requirements.
• Protect confidential student information and examination records from unauthorised access.
• Apply effective data-management practices to support examination accuracy, reporting and regulatory compliance.

Qualifications and Experience

• A Bachelor 's degree, Master 's degree or equivalent qualification.
• Previous experience in examination administration, school administration or a comparable administrative position within an educational environment.
• The ability to understand and implement detailed examination procedures and regulatory requirements.
• Strong IT skills and confidence in maintaining accurate administrative and examination data.
• The ability to manage examination documentation, reporting requirements and confidential records effectively.

Skills and Competencies

• Exceptional attention to detail and accuracy.
• Strong organisational, planning and administrative skills.
• Excellent time management and the ability to prioritise competing deadlines.
• A high standard of confidentiality, professional integrity and discretion.
• Strong analytical thinking and practical problem-solving abilities.
• The ability to interpret and apply detailed examination regulations.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to work effectively with students, parents, colleagues and external organisations.
• The ability to work independently while contributing positively to a wider administrative team.
• Calmness, sound judgement and professionalism when working under pressure.
• Strong information technology and data-management capabilities.
• A proactive, reliable and solution-focused approach to administrative responsibilities.
• A clear commitment to safeguarding, student wellbeing and professional conduct.

Safeguarding and Safer Recruitment

GEMS Education is committed to safeguarding and promoting the welfare of children and young people. The organisation is dedicated to creating safe, inclusive and supportive educational environments where students can learn and develop with confidence. All employees, volunteers and partners are expected to share this commitment and maintain high standards of professional conduct and child protection. Successful applicants will undergo comprehensive pre-employment checks, including verification of identity, academic and professional qualifications, employment history, professional references and criminal records from relevant countries of residence and employment. Where applicable, additional screening may include enhanced disclosure, prohibition and barring checks, and overseas police clearances in accordance with local and international safeguarding requirements. Candidates must demonstrate professional integrity, respect for confidentiality and a strong commitment to protecting the welfare of students.