Exams Officer

Warwick College Group; Royal Leamington Spa; On-site; GBP 26,000 - 36,000; Full time

Job summary

Warwick College Group is seeking an Exams Officer to manage the external examinations, ensuring JCQ compliance and awarding body requirements. You will collaborate with staff and external bodies to maintain secure, accurate exam processes across sites.

The role requires strong administrative skills, attention to detail and experience in exams administration, with DBS clearance required. Based at the college, some travel between sites may be involved.

Qualifications

• Previous experience in exams or relevant field.
• Word processing and MS Office essential.
• Strong attention to detail with accurate record keeping.
• GCSE English and Maths (C) or equivalent.
• Effective administration and organisational skills.
• Ability to drive and have access to a car for travel between sites.

Responsibilities

• Manage the external examinations in accordance with JCQ regulations.
• Maintain and develop systems for exams administration.
• Train staff and invigilators on exam processes.
• Coordinate timetabling, rooming, seating and invigilation arrangements.
• Communicate deadlines and processes for results and post-results handling.

Skills

Word processing

MS Office

Data management

Attention to detail

Communication

Education

GCSE English

GCSE Maths

Tools

Databases

Job description

The College MIS team is responsible for the collection, processing and management of the College's core data, including programmes, enrolment, examinations, funding and achievements. The Exams Officer plays a crucial role within the team, liaising with many different examining bodies and therefore the ability to understand and execute regulations is crucial to success in this post.

JOB PURPOSE

• To be responsible for managing the effective and efficient administration of external examinations in accordance with the Joint Council for Qualifications (JCQ) regulations (on behalf of the JCQ member awarding bodies) and/or awarding body rules for exams
• administration in a consistent and secure fashion, thereby helping to maintain the integrity of the assessment process
• To support the Head of Exams in ensuring that the centre is compliant with the JCQ regulations and awarding body requirements in order to ensure the security and integrity of the examinations/assessments at all times
• To act on behalf of, and be the main point of contact for, the centre in matters relating to the general administration of awarding body examinations and assessments
• To closely liaise with key staff (external and internal) to ensure exams administration processes are strictly followed and key deadlines met
• To ensure examinations are conducted in accordance with the regulations
• Through taking an ethical approach and working proactively to avoid malpractice among students and staff, supports the head of exams in taking all reasonable steps to prevent the occurrence of any malpractice/maladministration before, during the course of and after examinations have taken place

DUTIES AND RESPONSIBILITIES

Before examinations Planning

• Maintain and develop systems to manage and coordinate all aspects of the exams administration process
• Research and understand qualifications and how they are assessed Identify and access relevant support available from external companies (Awarding bodies/JCQ/Network group/The Exams Office etc.)
• Comply with JCQ and awarding body regulations, guidance and instructions and keep abreast of developments/changes/updates
• Effectively use JCQ and awarding body online tools where required (e.g the Centre Admin Portal (CAP), secure extranet sites)

Entries

• Maintain required identifiers for each candidate entered for an examination/assessment and enter candidates who are on roll at the centre as internal candidates
• Verify the identity of all students that are entered for examinations/assessments Effectively use internal and external IT systems to submit and manage awarding body registration and entry data

Pre-exams

• Train, update any member of staff at WCG
• Train, update and manage a team of invigilators
• Train Manage the arrangements for the timetabling, rooming, seating, resourcing and invigilation of examinations in accordance with the regulations
• Effectively resolve exam timetable clashes and manage overnight supervision arrangements (where arrangements may be required after all other options have been explored) in accordance with the regulations

During examinations Exam time

• Effectively manage the conduct of examinations in accordance with JCQ regulations and/or awarding body rules
• Ensure all exam accommodation is prepared in accordance with the requirements
• Inform the JCQ Centre Inspection Service of any alternative site that may be used by the centre to conduct timetabled examinations

After examinations Results and Post-Results

• Ensure candidates and relevant internal staff are aware of processes, key dates and deadlines in relation to the issue of results and the arrangements for post-results services lease with Head of Exams
• Plan, prepare for, the restricted release of results and the distribution of provisional statements of results in accordance with JCQ regulations and/or awarding body rules (embargo)
• Effectively use internal and external IT systems to access and manage awarding body results information
• Understand awarding body results indicators and provide support for relevant .

The list of duties is not exhaustive but outlines the main features of the post at appointment and may vary as the job evolves without affecting the nature of the duties or the responsibility level.

Any offers of appointment will be subject to a Disclosure and Barring Service (DBS) check (formerly CRB), a certificate of good conduct if applicable, plus receipt of satisfactory references, Occupational Health clearance, an understanding of safeguarding and qualifications verification. An Enhanced DBS check is required for this position as you will be working within 'Regulated Activity' within a specific place (i.e. the College). This role is classed as working within Regulated Activity. It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children. By applying for this position, you agree to an Enhanced DBS check in line with DBS regulations.

Requirements and qualifications

• Previous experience of working in exams or relevant field i.e Education
• Word processing skills and knowledge of MS Office (specifically databases) are essential.
• Previous experience of using high attention to detail with the ability to maintain accurate records and Data management.
• GCSE Grade C in English and Maths or equivalent. Applicants willing to achieve while in post will be considered.
• Effective administration and organisational skills.
• Ability to drive and access to a car as travel between the sites will be required.
• Working knowledge of information technology such as e-mail, the internet and relevant software applications.
• Excellent communication skills, both verbal and written