Administrator - Examinations

Leadingnation; Hong Kong; On-site; HKD 268,000 - 357,000; Full time

Benefits offered by this job

Medical

Annual Leave

MPF

Job summary

West Island School, part of The English Schools Foundation (ESF) in Hong Kong, seeks an organized and detail-oriented Exams Administrator to support IB and (I)GCSE examinations, with a pathway to take full responsibility for mock and summer exams from planning through to completion.

The role includes coordinating with students, parents, teachers and exam boards, ensuring compliance with regulations, managing schedules, seating, access arrangements, and post-exam processes.

Qualifications

• University degree or equivalent tertiary qualification.
• Minimum of 2+ years of relevant administrative experience, preferably within an educational setting or international school environment.

Responsibilities

• Coordinate, plan, and communicate with students, parents, teachers, and exam boards.
• Maintain knowledge of exam board regulations and implement quality control measures.
• Assist with collection, handling, storage, and dispatch of exam papers.
• Coordinate mock paper delivery, storage, and logistics with teachers.
• Create seating plans and room setup details for facilities team.
• Prepare exam schedules, manage access arrangements, and update student information.
• Liaise with invigilators for allocation and scheduling, prepare exam materials.
• Register students with AQA, Edexcel, and Cambridge boards for GCSE exams.
• Manage access arrangements for GCSEs; prepare summer exam schedules and information sessions.
• Handle post-exam processes including results, remarks, refunds, and dashboards.

Skills

Fluent English

Excellent communication

Strong organizational skills

Attention to detail

Multitasking

Independent working

Adaptability

Education

University degree or equivalent

Tools

Microsoft Excel

Google Workspace

Microsoft Access

Job description

West Island School is seeking an organized and detail-oriented Exams Administrator to support the administration of IB and (I)GCSE examinations, with a clear pathway to taking full responsibility for the complete management of (I)GCSE mock and summer examinations from planning through to conclusion. The ideal candidate will assist the Examinations Manager in maintaining rigorous academic standards and logistics within our vibrant international school community.

This is a 10.5-month full-time support staff position (please note that the summer break period is unpaid). Benefits include Medical, Annual Leave, and MPF.

EXAM SUPPORT

Core Examination Logistics & Administration

• Ensure smooth operations and uphold the integrity of the examination process.
• Coordinate, plan, and communicate with students, parents, teachers, and exam boards.
• Maintain knowledge of exam board regulations and implement quality control measures.
• Assist with the collection, handling, storage, and dispatch of exam papers.
• Coordinate with teachers for mock paper delivery, storage, and logistics.
• Create seating plans and room setup details for the facilities team.
• Communicate exam details to department heads, prepare exam schedules, manage access arrangements, and update student information.
• Liaise with invigilators for allocation and scheduling, prepare exam materials, and ensure accuracy.
• Register students with AQA, Edexcel, and Cambridge boards for GCSE exams.
• Manage access arrangements for GCSEs (coordinating with the IN Department, etc.).
• Prepare summer exam schedules, seek approvals, conduct information sessions, and handle changes and withdrawals.
• Administer special considerations for absent students, validate and update exam entries, and register students with exam boards.

Post-exams, Results & Reporting

• Handle exam certificates, including scanning, filing, and record-keeping.
• Prepare and distribute (I)GCSE results to students and assist with exam board login issues.
• Analyze and summarize (I)GCSE results using Excel for SLT and ESF.
• Handle (I)GCSE post-results services, including remark requests, outcome communication, and refunds.
• Develop and maintain dashboards and reports for analyzing exam performance, trends, and patterns.
• Stay updated with the latest trends in technology that support exam result analysis features and best practices.

Assist with ad hoc assignments periodically and providing support. Performs other duties and assumes accountabilities as apparent or as delegated, including mutually agreed upon objectives.

Reporting To: Manager - Examinations

Qualifications & Experience

• Education: University degree or equivalent tertiary qualification.
• Experience: Minimum of 2+ years of relevant administrative experience, preferably within an educational setting or international school environment.

Abilities, Skills & Knowledge

• Previous experience in exam administration or a similar role is preferred but not essential.
• Proficiency in Microsoft Office (specifically Excel) and Google Workspace.
• Proficiency in using software for data analysis; experience with Microsoft Access is a plus.
• Fluent in English, both written and spoken.
• Strong organizational skills and meticulous attention to detail.
• Excellent communication, coordination, and interpersonal skills.
• Ability to manage multiple tasks, prioritize effectively, and manage time efficiently.
• Ability to work independently and perform well under pressure.
• Strong team player with high adaptability.
• Proactive working attitude and results-oriented.
• Willingness to participate in training courses related to exam board regulations and procedures.

For enquiries, please contact Rathi Nandakumar @ 28191962.

ESF is an Equal Opportunities Employer

The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations.

Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request.

ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment. We adhere to rigorous recruitment practices, with all appointments contingent upon an interview, identity verification, criminal background checks (including ICPC, SCRC, and other international background checks as appropriate), assessment of social media presence, and positive references.

In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines, ESF may perform online checks for all shortlisted candidates prior to the interview.

About Us

The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds.

There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools.

www.esf.edu.hk

About The Team

West Island School is a world class co-educational IB World School with a leading reputation in Hong Kong. Our school motto "Strength from Diversity" reflects that the school caters for students from over 40 nationalities. The school has a strong focus on developing responsible global citizenship teaching through the UN Sustainable Development Goals. Courage, compassion and service beyond the classroom define our students. We have a reputation for academic excellence and the vast majority of students graduate to a range of leading worldwide universities after completing the IBDP or IBCP programme. In 2020, our average score for the IB Diploma was 37, and 29% of students achieved 40 points or more. Extracurricular activities are offered termly through an extensive CAS programme (Community, Activity and Service). We have a strong focus on pastoral care to support the whole development of young people.

https://wis.esf.edu.hk