Examinations Officer

Examinations Officer

Job Description

The Ҵý School is the lead school in the Rayleigh Schools Trust and works with a local primary school, providing a 3 – 19 educational experience for the local community.

Job Purpose:

  • Responsible for the effective and efficient management of external examinations in accordance with the Joint Council for Qualifications (JCQ) and/or awarding body regulations for exams administration with a consistent and secure approach at all times, thereby maintaining the integrity of the external assessment process.
  • Liaise with the Line Manager and other pivotal members of staff to assist with the management and administration of internal exams, following external examination procedures as closely as possible.

Key Responsibilities/Accountabilities

  • Organise time effectively by developing systems to manage the Exams Office to ensure key tasks are completed by internal/external deadlines
  • Ensure the Exam Invigilators are fully supported, and kept updated on all the latest procedures and processes as required within their roles
  • Set up the Exams Organiser module of SIMS on the school MIS for each exam series (internal and external)
  • Set up Exams Assist for each series (internal and external), including the provision of seating plans and the scheduling of invigilators
  • Arrange rooming in consultation with key staff
  • Liaise with Heads of Department to establish specification entry requirements for each exam series within the academic year
  • Ensure the latest JCQ/ exam board regulations, guidance and instructions are being followed, and that relevant staff are kept fully informed of these as required
  • Annually review examination policies and procedures, that are required to meet JCQ regulations as an approved exam centre
  • Effectively use the online tools of the JCQ and the exam boards, such as the JCQ Central Admin Portal and secure extranet websites
  • Communicate clear internal deadlines to staff, students and parents
  • Ensure that all potential conflicts of interest for each exam series are logged along with the measures taken to mitigate any risk to the integrity of all qualifications
  • Manage the external invigilation team, by providing regular refresher training sessions, and recruit and train new members to ensure there are adequate invigilators to cover exam sessions
  • Register and enter candidates for their examinations and assessments as advised by Heads of and
  • To make examination entries, amendments and/or withdrawals as advised by Heads of Department and/or SLT Line Managers
  • Provide information to the Finance Office to ensure exam entry fees are paid in a timely manner
  • Liaise with the SENDCo to ensure examination access arrangements and reasonable adjustments for eligible candidates are processed and approved within published deadlines
  • Submit requests to relevant exam boards for modified question papers within the published deadlines using the correct procedures
  • Publish and distribute exam timetables, JCQ documentation and exam board information including the resolution of clashes to candidates and parents
  • Manage arrangements to receive, check and store all confidential exam materials safely and securely at all times
  • Manage the running of exam sessions, including public and internal examinations, on a day-to-day basis, by dealing with all aspects of the processes involved to support teaching staff and the exams team to ensure all JCQ and exam board regulations are adhered to at all times
  • Maintain the confidentiality and security of candidates’ public exam scripts to ensure they are dispatched to the exam boards within the required timelines
  • Submit special consideration requests to examination boards, as approved by the Assistant Headteacher i/c Examinations
  • Ensure candidates and relevant staff are aware of processes, key dates and deadlines in relation to the issue of results and the arrangements for post-results services
  • Securely download restricted release of exam results into Exams Organiser, and distribute to relevant staff following strict JCQ and exam board regulations
  • Distribute results data/reports to teaching staff as soon as they become available from the exam boards
  • Make arrangements for the distribution of provisional results slips (which include UMS marks) to candidates on results day in hardcopy and electronic format within the permitted timeline
  • Process requests for scripts and reviews of marking from candidates adhering to the internal/external key dates and deadlines
  • Manage and administer the receipt, distribution and retention of public exam certificates following the regulations set out by the exam boards and JCQ

Skills should include:

  • Experience of working in a busy and, at times, pressured, environment.
  • The ability to work collaboratively with a range of stakeholders
  • A good working knowledge of Microsoft Office/Excel and Outlook
  • Some knowledge of school MIS (e.g. SIMS, Exams Organiser)
  • Strong organisational skills – ability to be proactive and prioritise work
  • Understanding of the need to comply with procedures and legislation relating to confidentiality and data protection
  • Understanding of Safeguarding and child protection procedures
  • Good interpersonal skills and ability to build effective relationships with pupils, parents, colleagues and external links
  • Effective oral communication skills

Personal skills must include:

  • The ability to work both independently, and as part of a team.
  • The ability to adapt to change, respond positively to challenges, and a willingness to learn.
  • An understanding of the need for tact, sensitivity, discretion and confidentiality at all times.
  • A willingness to be flexible with all reasonable requests relating to the role.
  • Resilience and a sense of humour.

Working Hours

37 hours per week, Monday to Friday for 43 weeks of the year, with 30 minutes for lunch. These are normal school days (term time). Holidays would be expected to be taken during school holidays. There is a smart dress code for staff.

Reasonable requests for part time hours would be considered outside of core hours/of the external exam season.


Pay is equivalent to £26,873 – £28,770 pa.

Closing Date for Applications: 21st June 2024

We reserve the right to withdraw this advert prior to the closing date for applications in the event that a suitable candidate is identified and appointed before that date.

If you have the requisite skills and experience to meet our criteria, we would look forward to receiving your application. To obtain further information please contact Kerry Wilby on 01268 784721 or via email at kwilby@sweynepark.com. To download an application form, please click on the link below.

The Ҵý School is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. The successful applicant’s appointment will be subject to satisfactory references and an enhanced clearance by the Disclosure & Barring Service.