Job Purpose

The overall responsibility of the Examinations Officer is to provide an efficient and effective service to the whole-school through ensuring the effective management of external and internal examinations. This role will cover, Functional Skills, Entry Level, BTEC and GCSE Exams, and will involve effective and high-quality administration across multiple exam boards.

Key Responsibilities:

• To act as the main point of contact with all Examination Boards, keeping leaders and teachers informed of specification changes, training events, grade boundaries and deadlines
• To co-ordinate and manage all exams and data related communications with internal and external organisations
• To be responsible for policy development as required by exam boards in areas relevant to this job and develop and maintain standard operating procedures where necessary in order to ensure succession planning.
• To co-ordinate the appropriate use of examination invigilators, both internally and externally, and ensure all invigilators are deployed appropriately to support examinations across the school.
• To be responsible for the recruitment and training of invigilators
• To manage the timely collation and processing of all exams information (for example, estimated grades, entries and related documentation) required by Examination Boards, including the liaising with alternative education providers as required
• To ensure and maintain responsibility for the strict security management of examinations papers and controlled assessment
• To prepare and communicate an invigilation timetable and emergency cover timetable to ensure that sufficient staff are available for examinations
• To organise examination results days and attend on the days to manage results download, distribution and deal with any queries.

Examinations: Preparation:

• Establish an effective system to ensure that all curriculum leaders are aware of the timescales and provide the relevant information by set internal deadlines
• Electronically submit entries to the relevant examination boards, adhering to deadlines
• Liaise with the SENDCo to ensure that all access arrangements are carried out appropriately and maintain accurate records of students who are entitled to modified arrangements.
• Be responsible for ordering any additional modified papers for students with specific requirements
• Produce examination timetables for candidates and relevant staff with the school

Examinations: Administration:

• Oversee the duties of the examination invigilators including timetabling, training and assignment of staff to examinations.
• Produce a signing out sheet in respect of examination papers and key information. Ensure papers are accurately released to exam invigilators, in accordance with examination board regulations
• Produce a script and set of protocols to ensure that all examinations are started in the same way and in line with regulations.
• Ensure examination notices are correctly displayed in all locations where examinations are taking place
• Ensure that the examination rooms meet the required standards as required by the exam board guidelines for all examinations
• Ensure that the examination log book is kept up to date in reception in line with exam board requirements.
• Ensure that special considerations are applied where necessary adhering to guidelines.
• Ensure that all completed papers and registers are securely collected by the designated courier

Examinations: Post-Examination:

• Prepare for the downloading of examination results on the designated days.
• Devise an effective system for the organisation of any remark or script queries and ensure that these are carried out in a timely manner.
• Ensure that the examination certificates arrive and organise their effective distribution.
• Attend school on the relevant preparation and results days and be available during holiday periods to answer any queries by the examination boards
• Wider Responsibilities Relating to Whole Academy Issues and Procedures
• Working for the positive development of the academy, in line with the Raising Achievement Plan
• Attending staff meetings and specific training
• Links with Local Authority and The Wider Community
• Working co-operatively with the Governing Body and Trustees
• Liaising and co-ordinating with external agencies and other professionals

The Gallery Trust is committed to safeguarding and promoting the welfare of all children and expects all staff to share this commitment.  Any offer of employment with The Gallery Trust is subject to verification of ID and qualifications, satisfactory evidence of the right to work in the UK, health clearance, NCTL and Enhanced Disclosure and Barring Check. 

The Gallery Trust is an equal opportunities employer, and we welcome applications from candidates from all ethnic and community backgrounds.