Examinations Officer - School Operations

Gems Education UAE; Dubai; On-site; AED 89,280 - 145,080; Full time

Job summary

Gems Education UAE is seeking an Examinations Officer to provide administrative support across examinations and school operations. This role involves coordinating examination processes, ensuring compliance, and managing student data effectively.

The ideal candidate will have experience in examination administration and excellent organizational skills, able to communicate professionally with staff and parents. A strong emphasis on safeguarding and data protection is required, alongside proficiency in Microsoft Office and school MIS systems.

Qualifications

• Experience in examination administration within a school or educational setting.
• Strong organizational and time-management skills.
• Excellent communication skills, both verbal and written.

Responsibilities

• Coordinate the administrative cycle for internal and external examinations.
• Support examination processes and maintain an examination calendar.
• Communicate professionally with students, staff, and external stakeholders.

Skills

Examination administration

Assessment operations

School administration

Administrative support

Results administration

Data handling

Education

Experience in examination administration

Knowledge of IB, BTEC, GL assessments

Tools

Microsoft Office

Google Workspace

MIS systems

Job description

Examinations Officer – School Operations

Location: Dubai, United Arab Emirates.
Industry: Primary-Secondary Education.
Function: Administrative Support.
Experience: Experience in examination administration, school operations, ECA administration, or educational visits support preferred.

Job Details

Country: United Arab Emirates.
City: Dubai.
Industry: Primary-Secondary Education.
Function: Administrative Support.
Salary: 8,000-13,000 (Estimated based on similar jobs in the city; final offer to be confirmed with the employer).
Gender: Any.
Candidate Nationality: Any.
Job Type: Full-time.

Role Context

The Examinations Officer – School Operations will provide secure, accurate, and compliant administrative support across examinations, enrichment, extracurricular activities, and educational visits. The role supports internal and external examination processes, student data, ECA registers, trip documentation, parent communication, approval workflows, and compliance records. Working with the Systems and Data Manager, Assistant Principal for Enrichment and Extracurricular, Education Visits Coordinator, programme coordinators, academic leaders, and operational teams, the postholder will help ensure that key school processes are well organised, traceable, and professionally managed.

Key Responsibilities

• Coordinate the full administrative cycle for internal and external examinations, including entries, timetables, rooming, seating plans, invigilation, access arrangements, results, and post-results services.
• Support examination processes for NGRT, GL assessments, MYP eAssessments, IB DP, IB CP, BTEC, mock examinations, baseline assessments, and other formal assessment cycles.
• Maintain an annual examination and assessment calendar covering registration deadlines, submission windows, examination periods, results dates, and post-results timelines.
• Liaise with examination boards, awarding bodies, external agencies, invigilators, staff, students, parents, and school leaders to ensure accurate and timely administration.
• Manage candidate entries, amendments, withdrawals, transfers, option changes, tier changes, late entries, certification records, and associated documentation.
• Prepare examination timetables, rooming plans, seating plans, supervision schedules, invigilation arrangements, clash plans, and operational briefings.
• Ensure secure receipt, storage, handling, distribution, collection, dispatch, and logging of confidential examination materials, scripts, papers, and assessment records.
• Maintain logs for confidential materials, secure storage access, paper movement, script dispatch, incident records, and awarding body correspondence.
• Ensure examination rooms are prepared with correct seating, signage, clocks, notices, candidate numbers, access arrangements, and permitted materials.
• Escalate suspected malpractice, examination irregularities, candidate concerns, procedural breaches, or operational risks to relevant leaders and boards when required.
• Coordinate access arrangements, reasonable adjustments, special consideration requests, separate rooming, additional time, readers, scribes, rest breaks, or approved technology support.
• Work with Personalised Learning teams, programme coordinators, counsellors, and senior leaders to ensure student‑specific examination needs are planned with confidentiality and care.
• Coordinate results‑day arrangements, post‑results services, appeals, reviews of marking, clerical checks, script requests, resits, certificates, and related consent or finance records.
• Produce examination reports and summaries for leaders, covering entries, logistics, incidents, strengths, risks, and recommendations for future cycles.
• Provide administrative and operational support for enrichment, extracurricular activities, ECA sign‑up, registers, staffing information, participation tracking, parent communication, and reporting.
• Maintain accurate ECA schedules, student lists, activity descriptions, location, capacity limits, waiting lists, attendance records, and parent‑facing information.
• Support the administration of educational visits, residential trips, international trips, competitions, transport lists, consent forms, risk‑assessment records, approvals, registers, and communication.
• Maintain accurate student, activity, trip, and examination data across MIS platforms, trackers, spreadsheets, evidence folders, forms, and digital systems.
• Support inspection, accreditation, audit, and compliance readiness through organised records, clear evidence, accurate data, and efficient administrative systems.
• Communicate professionally with students, staff, parents, providers, examination boards, activity leaders, and operational teams.
• Support the review and improvement of ECA, trip, examination, and data workflows to improve accuracy, inclusion, efficiency, and traceability.
• Promote safeguarding, confidentiality, data protection, and professional discretion in all matters involving students, families, staff, results, access arrangements, medical information, and trip records.
• Follow GEMS Education policies, school procedures, safeguarding requirements, data protection expectations, and professional codes of conduct at all times.

Ideal Profile

• Experience in examination administration within a school, college, or international education setting is preferred.
• Knowledge of IB, BTEC, GL, NGRT, MYP eAssessment, or other formal examination and assessment processes is desirable.
• Experience using awarding body portals, candidate entry systems, results administration processes, or post-results services is an advantage.
• Experience administering ECAs, enrichment activities, educational visits, residential trips, international trips, competitions, or co‑curricular programmes is desirable.
• Strong understanding of school administration, compliance evidence, inspection readiness, accreditation requirements, and operational documentation.
• Excellent organisational, administrative, and time‑management skills with the ability to manage multiple complex processes and fixed deadlines.
• High level of accuracy and attention to detail when handling confidential data, student records, official documents, registers, and compliance files.
• Strong written and verbal communication skills, including the ability to prepare clear professional communication for parents, staff, students, and external providers.
• Confident user of Microsoft Office, Google Workspace, school MIS systems, examination portals, spreadsheets, trackers, forms, and digital communication platforms.
• Strong data handling capability, including confidence with lists, participation trackers, consent records, registers, reporting templates, and operational dashboards.
• Ability to work under pressure and remain calm during high‑stakes examination periods or fast‑changing school operations.
• Ability to use AI tools and digital workflow systems appropriately to improve efficiency while maintaining accuracy, confidentiality, and professional judgement.
• Positive relationship‑building skills with students, staff, parents, providers, examination boards, and external stakeholders.
• Professional, proactive, discreet, solution‑focused, and committed to continuous improvement.
• Understanding of safeguarding, data protection, confidentiality, trip safety processes, and professional communication expectations in a school context.
• A UK‑enhanced DBS or equivalent police clearance is required for appointment.

Skills Set

• Examination administration
• Assessment operations
• School administration
• Administrative support
• Internal examinations
• External examinations
• IB DP administration
• IB CP administration
• MYP eAssessment
• BTEC administration
• GL assessments
• NGRT assessments
• Mock examination coordination
• Candidate entries
• Examination timetables
• Seating plans
• Rooming plans
• Invigilation coordination
• Access arrangements
• Results administration
• Post‑results services
• Certificate records
• Confidential material handling
• Compliance evidence
• KHDA inspection readiness
• Accreditation support
• ECA administration
• Enrichment programme support
• Educational visits administration
• Trip documentation
• Risk‑assessment records
• Parent communication
• MIS systems
• Microsoft Office
• Google Workspace
• Spreadsheets
• Trackers
• Data handling
• Reporting templates
• Digital workflow systems
• Safeguarding awareness
• Data protection
• Confidentiality