Exams Officer

Careers at UAE; Dubai; On-site; AED 180,000 - 240,000; Full time

Job summary

The English College and ISP in Dubai seeks an Exams Officer to oversee the administration, organisation and smooth running of all internal and external examinations. You will coordinate with the SLT, HoYs and examination boards, issue results on Summer Results Days, manage entries, timetables and invigilation, and ensure secure handling of papers and evidence of compliance.

This role supports student achievement and safeguarding.

Qualifications

• Good honours degree.
• Related experience of at least 3 years.
• Leadership experience is preferable.
• Experience sustaining and improving outcomes.

Responsibilities

• Manage all external and internal examinations, including GCSE and GCE, for winter and summer sessions.
• Assist SLT to issue GCSE and GCE examination results on Summer Results Days.
• Process estimated and full entries for exams, liaising with SLT and HoYs.
• Distribute examination materials and coordinate publications and payments.
• Coordinate with examination boards and manage invoicing and INSET provisions.
• Ensure security of all examination materials and prepare timetables for invigilators.

Skills

Time management

Organisation

Attention to detail

Communication

Leadership

Education

Good honours degree

Tools

SIMS

Job description

Exams Officer

Description

JOB DESCRIPTION: EXAMINATIONS OFFICER

Job Title: EXAMINATIONS OFFICER

Department: SECONDARY

Reports to: HEAD OF SECONDARY

Direct Reports: NA

Job Scope

To be responsible for the administration, organisation and smooth running of all internal and external examinations.

EC/ISP Principles

Begin with children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the wellbeing of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

Main Duties & Responsibilities

In relation to students:

• All external examinations including GCSE and GCE for the Winter and Summer seasons of each academic year
• To assist the SLT to issue GCSE and GCE examination results on Summer Results Days
• To process all students in all subjects for Estimated Entry for each exam session, liaising with appropriate SLT and HoYs
• To process all students in all subjects for Full Entry for each exam session, liaising with appropriate SLT and HoYs
• To assist students with any questions they may have regarding examination issues

In relation to teachers:

• To distribute all examination material, including curriculum updates, subject specific information sheets, mark schemes and examiner’s reports, coursework record sheets and actual examination papers, to SLT and HoDs
• To distribute publications booklets to SLT and HoDs and to coordinate purchase and payment
• To liaise with Director of Ace in applying for special requirements or consideration and informing exam boards of centre-based extra time allowances
• To oversee HoDs arrangements for external moderation where needed
• To provide information for HOYs of Sixth Form and Year 11 regarding I/GCSE and GCE issues
• To assist staff with any questions they may have regarding examination issues

In relation to parents:

• To assist the SLT to issue GCSE and GCE examination results on Summer Results Days
• To produce an information and payment form for each exam session and process this for invoicing
• To be the first point of contact for parental enquiries about external examinations

In relation to examination boards:

• To liaise with CIE UK and regional Offices, Edexcel Regional Office, Edexcel London Office, WJEC UK Office and British Council
• To liaise with the examining board accounts departments regarding invoicing, examination and moderation fees
• To apply for examination timing changes and changes due to examination clashes to the exam boards
• To coordinate with CIE and Edexcel Regional Advisor regarding INSET provision
• To process all Post-Result issues (access to scripts, clerical checks and remarks) ensuring correct paperwork is provided for students, parents and exam boards
• To process late entries, tier changes and student detail changes
• To process and return predicted grade sheets

In relation to SLT:

• Produce a combined timetable for each exam session and co-ordinate with Head of Secondary School (HOSS) and SIMS coordinate for exam rooming, timings and invigilation for each session
• To ensure through HOSS that staff are aware of general exam regulations and are familiar with invigilation regulations.

In relation to the whole School:

• To process and secure examination stationary as it arrives in centre
• To process and secure examination papers as they arrive in centre
• To ensure that the Admin team have set-up examination room with all required seating, labelling, stationary, communication, regulations, attendance registers, seating plans and examination papers for each examination session
• To ensure security of all exam material, before and after each exam
• To package and process exam scripts after each examination
• To package and process coursework by the required exam board deadline date
• To coordinate with the CIS Accounts Department and examination boards the payment of all external examination related fees
• To keep a central record in the examinations office of all correspondence between the school and the external examination boards
• To prepare timetables for external invigilators as and when appropriate

Other duties and responsibilities:

• Any other duties as assigned by the Line Manager and/or Princip al

Person Specification

Qualifications and related Experience

• Good honors degree.
• Related experience of at least 3 years.
• Previous experience in a leadership role is preferable but not essential.
• Experience of having responsibility for sustaining and improving outcomes.

Competencies: Skills & Abilities

• Is honest, even when this is uncomfortable.
• Has integrity, even when this is difficult.
• Is transparent, consistent and fair.
• Can be flexible when the situation demands.
• Is reflective, always seeking to improve.
• Always assumes positive intent.
• Is incredibly hard working, even if it means going above and beyond.
• Is a team player and can share the load at peak times.
• Is a lifelong learner – engaged in their own professional development
• Takes feedback well, always seeking this as helpful feedback to improve.
• Is a strategic thinker – is able to see the bigger picture.
• Is systems oriented.
• Pays attention to detail – has high standards.
• Has impact – can follow things through to an outcome.
• Is proactive at identifying issues before they arise and suggesting solutions.
• Can propose solutions that are suitable for all key stages – solves rather than narrates problems.
• Is thorough in all that they do.
• Has a sense of humor.

Competencies: Knowledge

• High standard of both written and verbal communication
• Excellent time management and organisation
• Ability to work quickly, effectively and calmly whilst maintaining compliance with statutory regulations and meeting deadlines
• Knowledge and understanding of relevant legislation and current educational developments in the UK and the UAE with particular reference to Dubai.
• An understanding of the skills needed to lead in a climate of constant change.

Leadership Competencies

Collaboration – Takes an active part in leading their school or region; is cooperative and a genuine team player, developing positive, supportive relationships with colleagues to solve problems and maximize opportunities.

Learning & Getting Better – Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback; supporting others in their continual learning, development and growth.

Leading & Inspiring Others – Supports, encourages and inspires students, colleagues and teams so that they give their best.

Understanding People – Is a very good judge of talent, can objectively articulate the strengths and motivations of people inside or outside the organization.

Influencing & Communication – Consistently informs, influences and inspires students, parents and colleagues through timely and effective communication.

Innovation Leadership – Is good at creating an environment where ideas for learning initiatives and services are generated and is able to motivate and inspire others through the process of creation through to completion.

Agile – Responds and adapts to changing circumstances; manages and solves problems by providing solutions in a climate of ambiguity.

Strategic, Commercial & Financial Awareness – Has the ability to apply understanding of the business and sector to improve effectiveness and profitability.

Outcome Driven – Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.

Resilience – Can deal with setbacks and challenges calmly and effectively.

Planning & Decision Making – Makes decisions on the best course of action and then plans, organizes, prioritizes and balances resources to achieve the desired outcome.

Community Focus – Is committed to meeting and exceeding the needs and expectations of our students and their families.

Integrity & Ethical Management – Has the ability to work ethically and with integrity; helping others to feel valued; puts the wellbeing of students and colleagues first and upholds and models our vision, purpose and principles.

Diversity & Equality – Has the sensitivity, awareness and skills to understand the values, behaviors, attitudes and practices across cultures that supports all children and adults to learn and work effectively.

Safeguarding Statement

The English College and ISP are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years employment history.

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.