EK Outreach Services is a specialist provider of one-to-one teaching for students who are unable to access mainstream school environments due to medical, emotional, or learning difficulties. We work with students who have Special Educational Needs and Disabilities (SEND), providing individualised support to meet their specific learning needs. EK Outreach Services is looking to appoint a new Exams Officer. The successful candidate will provide an effective and efficient examination process, organising all aspects as required.
Roles and Responsibilities:
Exam Entries
* Accountability for the entry and administrative organisation of external (GCE, GCSE, EL, BTEC, Online Qualifications) and internal school exams.
* Ensuring that examinations provide the best opportunity for students to achieve and restrict wherever disruption to other areas of life.
* Ensure the provision complies with JCQ regulations regarding external examinations, including storage and security of exam papers and student scripts.
* Liaising with the SENDCo to organise access arrangements for all students who have special education needs for exams and make applications to the JCQ for these arrangements.
* Liaise with students, parents, and teams regarding Special Consideration applications to the appropriate exam boards during each exam session where necessary, and within timescales.
Mock Exams and Exams Set Up
* Responsibility for collating requirements for and subsequent timetabling of internal Mock exams.
* Timetable of exams, ensuring all regulations are complied with, including the booking and coordinating of appropriate exam invigilators/ mentors. Creating exams schedules for internal and external exams.
* To keep up to date records and procedures for JCQ onsite inspection.
* To establish and maintain good relationships with all students, parents/carers, colleagues and other professionals.
* To organise public and internal examinations including individual timetables for students, hall/room and invigilation requirements.
* Organise baseline assessments for all new students and monitor this throughout the academic year. Including targets and exam updates.
* To ensure that examination papers and documentation are securely stored as per examination board requirements.
* To liaise with examination boards and relevant staff in relation to internal assessments, examination timetable clashes and special requirements each student.
* To set up exam venues as per examination board requirements.
* To coordinate the posting of coursework and examination papers.
* To coordinate exam certificates and arrange for them to reach students either in person or by posting.
* To maintain and update information held on our database systems relating to assessment and examinations.
* To provide instructions and/or assist teachers in relation to examination entries, internal assessments, and assessment data requirements.
* To set up and maintain archive files and historical data relating to assessment and examination results.
* To input examination entries and results into school database systems as required.
* To ensure that data protection regulations are complied with and maintained.
* To design user-friendly reports to meet the needs of the provision in relation to assessments and examinations.
* To establish, in liaison with your Line Manager, contingency plans in case of emergencies including power cuts, adverse weather conditions, transport strikes etc.
* To ensure that halls and rooms are available, and desks and chairs are set out as required
* To be flexible in busy periods during exam time especially between April to the beginning of July
* To respond to and provide advice on Freedom of Information and Data Protection requests in line with relevant legislation.
Administrative
-To ensure that all administrative duties, checks and documentation are completed to the required level of accuracy including examination entries, returns and reports.
-To take minutes/notes in meetings and circulate necessary information
-To deal with correspondence promptly and as required.
-To attend relevant meetings and training sessions.
-To keep abreast of developments and changes in fields relevant to the role such as the examination, changes in syllabi and entry requirements, and communicate to staff.
-Adaptable, imaginative, creative and flexible in approach to the work.
Liaising with Leadership
-To liaise with the Senior Leadership Team, Key Curriculum Leaders and other relevant staff regarding examination entries, coursework, and assessment procedures and protocols, and ensuring the smooth running of the examination cycle at all key stages for both internal and external exams.
-Liaising with the Leadership Team (Data & timetabling to discuss deadlines and other exam related issues).
-Provide Leadership with exam schedules and update the school website for exams if needed.
-To liaise with and follow up with Key Leaders and relevant staff to ensure coursework, examination entries and other requests/changes are submitted within set deadlines.
-To be available on results days in order to process and issue examination results to staff and students as per examination board requirements and school policies and procedures.
-To contribute to the evaluation and development of assessment and examinations within the provision and make recommendations to the Leadership Team
Invigilators
-The line management of all examination invigilators including their induction, training, timesheets, rotas etc.
-Support in the recruitment of new exam support staff including induction and ongoing training.
-To provide training for staff relating to assessment and examination processes and protocols, and create instruction manuals to be used by staff if needed.
-To line manage the Invigilators and ensure they carry out their essential daily duties during exams.
-To identify training needs of examination invigilators and organise appropriate development opportunities in liaison with your Line Manager.
-To maintain attendance and training records for examination invigilators.
-To manage and coordinate the recruitment of examination invigilators as required.
-Finance Duties – Currently done by our Exams Manager, could become part of your duties if and when EK Outreach manage their own exams.
-Responsible for the billing and entry of any external candidates.
-Responsible for the sending out of re-sit payment letters and the collation of funds returned before entries are made. Management responsibility for the Examinations Budget and the Invigilators’ Staffing budgets, to include provision of projected budgetary figures for exam cost regarding exam entries and invigilator expenditure. To liaise with Finance on the payment of examination fees according to the provisions policies.
-To liaise with the Business Manager regarding exam fees and budget targets.
-Ensuring that all required information, including that for external candidates, is obtained and submitted accurately within set deadlines in relation to examination entries, changes, withdrawals, remark requests, and assessment data. Keep up to date with all JCQ rules and regulations and deadlines.
Requirements
-Previous experience in Exams Administration or similar roles is essential.
-Good educational background with GCSE or equivalent in English Language and Maths.
-A valid DBS check (or willingness to undergo one).
-Good administrative skills including the use of appropriate IT system.
-Self-motivating and the ability to identify your own training needs and a willingness to attend relevant training courses or other training.
-Promote and safeguard the welfare of young and vulnerable people that you come into contact with.
-To maintain high standards of confidentiality.
-To be aware of and work in accordance with the school’s child safeguarding and protection policies and procedures, and to raise any concerns relating to such procedures with may be noted in the course of duty.
-To be aware of and adhere to applicable rules, regulations, legislation and procedures including the schools Equalities Policy and Code of Conduct, national legislation (including Health and Safety, Data Protection, GDPR).
-To establish and maintain good relationships with all staff, students, visitors, contractors and examination boards.
-Remain calm and confident when responding to difficult situations.
-Enthusiastic and committed to working as part of a team, as well as on own initiative.
-Remain flexible of working hours, committed and reliable with excellent timekeeping.
This is a full-time role Monday to Friday from 9 am to 5 pm, predominantly based at our Centre at Manor House, but staff may need to facilitate examinations in students’ home across London