Chief Examination Invigilator

UCSI Schools Group; Subang Jaya; On-site; MYR 50,000 - 79,000; Full time

Job summary

The Chief Examination Invigilator at UCSI International School Subang Jaya leads and coordinates examination invigilators, prepares venues, and ensures Cambridge International examinations run smoothly and securely. The role requires high organisation, reliability and calm professionalism during exams.

You will work with the Examination Officer, teachers and staff to manage scheduling, seating, materials and confidentiality while upholding school policies and examination board rules.

Qualifications

• Diploma or Bachelor's Degree in Education, Administration, Management or a related field is preferred.
• Experience in examination administration, invigilation, school administration or a similar role is highly desirable.
• Experience in an international school environment is an advantage.
• Experience with Cambridge International examinations (IGCSE/Checkpoint) is highly preferred.
• Previous experience supervising or coordinating a team is an advantage.
• Good command of written and spoken English.
• Strong administrative and organisational skills.
• Proficient in Microsoft Office (Word and Excel).

Responsibilities

• Assist in planning and coordinating examination sessions.
• Coordinate invigilators and ensure adequate coverage.
• Prepare examination venues, seating, and materials.
• Ensure examination security and confidentiality.
• Monitor examination conduct and rule compliance.
• Report any discrepancies or malpractice to the Examination Officer.
• Maintain attendance records and examination registers.
• Provide clear instructions to invigilators and staff.
• Communicate examination schedules to invigilators.

Skills

Leadership

Communication

Attention to Detail

Organisation

Microsoft Office

Team supervision

Education

Diploma or Bachelor's Degree in Education/Administration/Management

Tools

Microsoft Office (Word, Excel)

Job description

Job Purpose

The Chief Examination Invigilator is responsible for supporting the effective administration and smooth conduct of internal and external examinations at UCSI International School Subang Jaya. The role involves leading and coordinating examination invigilators, preparing examination venues and materials, maintaining examination security and confidentiality, and ensuring that all examination sessions are conducted in accordance with school policies and relevant examination board requirements, including Cambridge International examinations. The successful candidate must be highly organised, reliable, detail-oriented and able to remain calm and professional during examination periods.

Key Responsibilities

Examination Administration

• Assist the Examination Officer in planning and coordinating examination sessions.
• Support the administration of Cambridge IGCSE, Checkpoint, mock and internal examinations.
• Prepare examination rooms, seating arrangements, candidate lists and examination materials.
• Ensure examination rooms are properly arranged and ready before each examination.
• Check and prepare examination materials before distribution to candidates.
• Maintain accurate examination attendance and registration records.
• Ensure all examination materials are properly accounted for before, during and after each examination.

Invigilator Coordination

• Lead and coordinate examination invigilators during examination sessions.
• Allocate invigilators to examination rooms according to the examination timetable and requirements.
• Conduct pre-examination briefings and ensure invigilators understand their responsibilities.
• Provide clear instructions to invigilators regarding examination procedures and regulations.
• Monitor invigilators to ensure examination procedures are followed consistently.
• Assist in training and briefing new or temporary invigilators.
• Ensure adequate invigilation coverage for all examination sessions.

Examination Conduct & Compliance

• Ensure examinations are conducted in accordance with Cambridge International and school examination procedures.
• Maintain a quiet, controlled and appropriate examination environment.
• Ensure candidates follow all examination rules and regulations.
• Monitor candidates for unauthorised materials, electronic devices or other prohibited items.
• Ensure candidates receive the correct examination papers and permitted materials.
• Handle late arrivals, early departures and other examination-related situations in accordance with the relevant procedures.
• Immediately report suspected malpractice, examination irregularities or breaches of examination regulations to the Examination Officer.

Examination Security & Confidentiality

• Maintain strict confidentiality of examination papers, candidate information and examination-related documents.
• Ensure examination papers and confidential materials are securely stored and handled.
• Assist with the secure movement of examination materials to and from examination rooms.
• Ensure examination papers are not accessed or distributed before the authorised time.
• Ensure completed examination scripts are collected, counted and secured after each examination.
• Assist with the secure packing and preparation of examination scripts for submission or dispatch.

Candidate Support

• Ensure candidates are correctly identified and seated according to the approved seating plan.
• Provide candidates with clear instructions before the examination begins.
• Support candidates with approved access arrangements and special examination requirements.
• Respond appropriately to candidate queries without compromising examination regulations.
• Maintain a professional and calm environment throughout the examination.

Post-Examination Duties

• Collect and count examination scripts and materials at the end of each session.
• Reconcile scripts against attendance records and candidate lists.
• Ensure all examination materials are returned and securely stored.
• Complete examination registers, attendance records and other required documentation.
• Report any discrepancies or incidents immediately to the Examination Officer.
• Assist with examination script packaging and dispatch where required.

Communication & Coordination

• Work closely with the Examination Officer, School Leadership Team, teachers and administrative staff.
• Communicate examination schedules and instructions clearly to invigilators.
• Assist in resolving operational issues during examination sessions.
• Maintain professional communication with candidates and staff.
• Support the Examination Officer with other examination-related administrative duties when required.

Qualifications & Experience

• Diploma or Bachelor's Degree in Education, Administration, Management or a related field is preferred.
• Previous experience in examination administration, invigilation, school administration or a similar role is highly desirable.
• Experience in an international school environment is an advantage.
• Experience with Cambridge International examinations, IGCSE or Checkpoint examinations is highly preferred.
• Previous experience supervising or coordinating a team is an advantage.
• Good command of written and spoken English.
• Strong administrative and organisational skills.
• Proficient in Microsoft Office, particularly Word and Excel.

Key Competencies

• Organisation & Planning: Ability to manage multiple examination sessions, timetables, rooms, candidates and invigilators effectively.
• Attention to Detail: Able to accurately manage examination papers, candidate records, attendance and examination materials.
• Integrity & Confidentiality: Demonstrates a high level of integrity when handling confidential examination information and materials.
• Leadership & Coordination: Able to confidently lead, brief and coordinate examination invigilators.
• Communication: Able to provide clear instructions and communicate professionally with students, teachers and staff.
• Problem Solving: Able to remain calm and make appropriate decisions when unexpected situations arise during examinations.
• Professionalism: Maintains a calm, impartial and professional approach at all times.