Exams & Admin Officer

ARK SCHOOLS; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading educational institution in Greater London seeks a dedicated individual to manage examination processes and provide comprehensive administrative support. The ideal candidate will ensure compliance with all exam board procedures, maintain accurate student records, and deliver exceptional customer service. Strong organizational skills and a professional approach are essential. This role offers a dynamic work environment and a focus on operational excellence.

Benefits

Salaries 2.5% higher than main pay scale

Twice as many training days as standard

Generous pension scheme

Access to Ark rewards

Interest-free loans

Gym discounts

Employee Assistance Programme

Qualifications

• Experience in managing examination processes.
• Strong attention to detail and ability to maintain confidentiality.
• Excellent communication skills and a professional demeanor.

Responsibilities

• Administer all aspects of public examination and certification processes.
• Provide excellent customer service to various stakeholders.
• Ensure compliance with exam board requirements and maintain exam status.

Skills

Organizational skills

Customer service

Data management

Education

Relevant administrative qualification

Tools

Bromcom

Job description

About The Role

The Role

To administer all aspects of public examination and certification processes and ensure that examination board procedures are followed throughout these processes.You willbe requiredtomaintainup to date records of student and assessment details, ensuring that the information kept is bothaccurateand confidential.

You will work across the academy as required, providing excellent administrative and customer services to a variety of stakeholders, establishing and maintaining efficient administrative systems and processes to support the effective running of the school with a focus on operational excellenceand to meet the current and future needs of the academy. It is essential that the person for this role is organised, able to multitask, work flexibly and have a ‘can do’ approach.

Key Responsibilities

Examinations:

• Ensure the smooth running and integrity of allexamrelatedsystems and procedures.
• Bethe designatedBTEC Quality Nominee at the Academy
• Organiseschedules forExam Invigilators during working hours
• Ensure compliance with all exam board requirements tomaintainthecenter'sexam status.
• Alongside the Data and Exams Manager, provide training toindividualsthat carry outinvigilation, ensuring that the Joint Council’s ‘Instructions for the Conduct of Examinations’ isfollowed at all times
• Liaise with the facilities team to ensure that facilities for students undertaking examinations are of the highest possible standardand in line with requirements.
• Liaise with Awarding Bodies to ensure that students receive any special consideration, providingallowances for prevailing circumstances
• Ensure that Examination Boards/authorities are made aware of anyspecial requirementsfor students/school and thatappropriate provisionis made
• Makeappropriate timetablingand room arrangements, ensuring minimal impact on teaching and learning
• Create and distribute examination, rooming and invigilation timetables to students and staff
• Manage the electronic download of results for all examination seasons and manage the process of distribution to students
• Input and analyse data using relevant examinations software, such asBromcom
• Liaise with teaching staff on student choice of entry to internal and publicexaminationsand supportoptionselection events
• Liaise with Examination Boards in respect of the administration of entries,coursework requirements, the conduct of examinations and examination results
• Beresponsible forthe safekeeping and confidentiality of exam papers andcompleted examination work
• Ensure that the accuracy of information provided to Exam Boards forexamination entries, ensuring that students are aware of the Exam Boardsrequirementsregardingtheir conduct whilst sitting examinations
• Ensure that students and parents understand the procedure in respect ofappeals and results enquiries
• Seekto find suitable solutions to issues/problems raised by teachers,students/parents relating to examinations
• Monitor quality of invigilators by visiting exam rooms on a regular basisin order toensure that our students undertake their examsinan appropriate environmentof calm and regulation. Takeappropriate linemanagement action where invigilator performance is unsatisfactory
• Provide statistical informationregardingexamination entries/results asrequired, including analysis where necessary
• Be the line managerand ‘Senior Invigilator’ point of call for Invigilators’ queries
• Source theappropriate numberof invigilators for any given exam
• Manage the timesheets of invigilators, ensuring accuracy andtimelysubmission for payment
• Produce allmaterials related to examinations includingproduction ofmockexamination papers
• Populate the exams calendarwith key examination dates and deadlines.

Admin (Student Services):

• Work collaboratively with the admin team to provide comprehensive administrative support for the primary, secondary and sixth form.
• Adopt a business-like office environment, ensuring excellent, consistent administration support and customer service is provided, ‘Our Promise’ is met, good relationships with staff are promoted, and you are consistently role modelling professional behaviour.
• Attend to all incoming calls and messages in a professional, friendly and efficient manner, using the corporate greeting, ensuring all relevant messages are passed on in a timely manner and dealt with effectively, sensitively, and confidentially, taking the initiative to identify and handle issues that arise on behalf of the leadership team and others.
• Be one of theacademymain first aiders,assistingwith student welfare and first aid and ensuringaccurateand prompt records and reporting, paying due diligence to Health & Safety and academy protocol.
• Support with daily attendance ensuring protocol is followed and ongoing efforts are made to ensure a child regularly attends school.
• Acknowledge and action all admin requests to a high standard andin a timely manner, prioritising and communicating effectively with relevant colleagues and stakeholders.
• Maintain and distribute stock for the offices, receptionareasand reprographics
• To support with lunch till duties.

Other:

• To be flexiblein regard toworking hours
• Share best practice with the wider team and approach all tasks with a growth mindset.
• Ensure the working environment is to a professional standarde.g.clear desk policy
• Contributetothe wider academyobjectivesand improvements.
• Undertake various duties, whenrequired,including,playground duties, first aid,cashless tilloperation, first aid, fire marshal.
• Cater and setupmeetings and events, if and when required.
• Be willing to undertakeappropriate trainingin line with contractual duties.
• Attend and supportout-of-hours’ academy eventse.g.summer fair, parents’ evenings, open morning and evenings, admin evening, academy performances, competitions,summer school, resultsdaysetcand beflexiblein regards toworking hours.
• This job description is subject to change with the agreement of the post holder.
• Attend and support out of hours’ academy eventse.g.,summer fair, parents’ evenings
• Carry out other reasonable tasks as directed by the Executive Principal,ALTandVice Principal – Business and Community and the School Business Manager.

Role review

This job description sets out the main duties of the post at the time of drafting. It cannot be read as an exhaustive list. These responsibilities will be discussed annually as part of the post holder’s annual performance review and are subject to change. However, it may be altered at any time subject to need in consultation with the post holder subject to the Executive Principal’s approval.

Benefits:

• Salaries 2.5% higher than main pay scale.
• Twice as many training days as standard.
• Generous pension scheme.
• Access to Ark rewards – a scheme offering savings from over 3,000 major retailers
• Interest-free loans – up to £5,000 available for season ticket or to buy a bicycle.
• Gym discounts – offering up to 40%.
• Access to Employee Assistance Programme – providing free, confidential counselling, legal advice and a range of different support.

Find out more about the benefits of working for Ark at https://arkonline.org/careers/why-work-with-us/.

About Us

We are a mixed all-through school that caters for children from nursery age through to sixth form. We have the highest aspirations for all our children to ensure they are prepared for university and inspired to be leaders in their community. We offer our students a first-class education based on high quality teaching and experiences outside of the classroom.

Our school was recognised by the Government in its Parliamentary Review as an example of good practice in education and we are ranked in the top 10% of schools nationally. All of our sixth form students received a university offer with 73% of those being a top 3rd university.

We pride ourselves on the relationships our staff have with our students, caring for them throughout their education. We also work closely with families to ensure that all our students are committed to learning and develop the character necessary to take advantage of all the opportunities we provide.

Visit arkglobe.org/jobs to learn more about us and see our current vacancies.

Diversity and inclusion:

We aim to build a diverse and inclusive organisation where everyone – staff and students – can do their best work and achieve their full potential. We want to reflect and represent diverse perspectives across our organisation because we know that doing so will make us stronger and more effective. To know more about Ark’s diversity and inclusion commitments, please click on thislink.

Safeguarding statement:

Ark is committed to safeguarding and promoting the welfare of children and young people in its academies. In order to meet this responsibility, its academies follow a rigorous selection process to discourage and screen out unsuitable applicants.

Ark requires all employees to undertake an enhanced DBS check. You are required, before appointment, to disclose any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Non-disclosure may lead to termination of employment. However, disclosure of a criminal background will not necessarily debar you from employment - this will depend on the nature of the offence(s) and when they occurred. To read more about Ark’s safer recruitment process, please click thislink.

Please note we will be reviewing applications on an on-going basis and this role may close earlier than advertised depending on the level of response. We strongly encourage to submit your application at your earliest convenience.