Examinations Officer & Data Assistant

United Learning; England; On-site; GBP 26,000 - 30,000; Full time

Job summary

An educational institution in Portsmouth is looking for an Examinations Officer & Data Assistant. The role involves managing all examination activities, ensuring compliance with JCQ regulations, and supervising the invigilator team. Strong organisational and communication skills are essential for liaising with staff while assisting the Data and Examinations Manager with data handling. Applicants should have a relevant background in examinations management, although training will be provided. The position offers a competitive salary and a full-time contract.

Qualifications

• Relevant experience of examinations management and data handling preferred.
• Understanding of safeguarding and GDPR compliance.
• Strong organisational skills with multiple priorities.

Responsibilities

• Manage examination activities and internal assessments.
• Coordinate invigilators and examination timetables.
• Ensure compliance with JCQ regulations.

Skills

Organisational skills

Communication skills

Data handling

Knowledge of JCQ regulations

Safeguarding awareness

Job description

Examinations Officer & Data Assistant

Castle View Academy, Portsmouth – £30,000 per annum (pro‑rata £26,550). Full‑time, 37.5 hours per week, part‑time part of the Academy’s support staff team.

Overview

The Examinations Officer & Data Assistant is responsible for the smooth running of all examination activities, internal mock exams, end‑of‑year and external assessments within Castle View Academy. The role requires line management of the Invigilator team, detailed timing and coordination of examination resources and rigorous data entry and reporting to support the Data and Examinations Manager.

Responsibilities

• Harmonisation of exams policy and process – compliance with JCQ regulations, production and ongoing maintenance of written policies, administration of Academy’s examinations policy.
• Line management of exams invigilators – recruitment, induction, training, organisation and deployment of invigilators.
• Mock examinations – collate information from subject leaders, construct examination timetables, organise rooms, seating plans, paper distribution, invigilation timetables and be on‑call during examinations to ensure proper conduct.
• External examinations – registration of candidates, submission of unit entries, entry and certification of unit results, administration of coursework tasks, communication with exam boards and subject leaders, provision of detailed data on estimated entries, supervision of completion and dispatch of coursework marks and samples, arrangement of speaking tests, compilation of composite examination timetables, submission of entries via A2C and handling of clashes and access arrangements.
• During examinations – attendance at the beginning and end of all examinations, secure storage of all papers and stationery, organisation of rooms, seating plans, invigilation timetable, registration of candidates, reporting of malpractices, checking scripts and dispatch of papers, completion of special consideration forms.
• After examinations – attendance on result notification day, production of statistics, arrangement of result distribution points, handling of queries and appeals, retrieval of examination entry costs, analysis of exam results, distribution of examination certificates, liaison with Data and Examinations Manager regarding performance tables.
• Other external examinations – administration of any other external examinations required in accordance with regulations.
• Other internal assessments – order papers and arrange invigilators, construct all examination timetables, liaise with Senior Leadership Team, assist with administration of tests, arrange mop‑up sessions for absentees, ensure new students complete internal assessments within a reasonable time of joining date, feed results onto the Data and Examinations Manager.
• End‑of‑year exams – operate in the same way as mock exams, collate information from subject leaders, construct all examination timetables, organise rooms, seating plans and distribution of papers, construction of invigilation timetables, be on‑call during examinations.
• General – deal with enquiries from former students regarding results, organise information and reports for parental consultation evenings, organisation, reporting and publishing ROAs, organiser of the invigilator team, undertake any other duties specified by the Principal and Senior Leadership Team, general administration duties, training and monitoring of new invigilators, ensure GDPR compliance and training needs are maintained.
• Data Assistant – assist the Data and Examinations Manager with providing staff cover for the Academy, assist with data entry, coordinate results input from subject leads to ensure deadlines are met, input data from internal tests, assist with inputting general data into MIS system.
• Safeguarding – undertake regular safeguarding training, ensure statutory and Ofsted requirements for safeguarding are met, promote safeguarding of young people.
• General responsibilities – contribute to the overall ethos and work aims of the Academy, provide courteous reception to staff, young people and visitors, undertake relevant training to support the functions of the post and enhance personal development.

Qualifications

• Relevant experience of examinations management and data handling preferred but full training will be provided.
• Good knowledge of JCQ regulations and exam board requirements.
• Strong organisational skills and ability to manage multiple priorities.
• Excellent communication skills and willingness to work collaboratively with academic and leadership teams.
• Understanding of safeguarding and GDPR compliance.
• Experience of training and monitoring invigilators an advantage.

Application

United Learning is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Successful candidates will be required to apply for an Enhanced DBS disclosure.