Safeguarding

We believe in the safeguarding and welfare of children and expect all staff to share this view’.

The Academy is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment.  Applicants must be willing to undergo child protection screening appropriate to the post including checks with past employers and the Disclosure and Barring Service. We are an equal opportunities employer.

The Department for Education (DfE) has set out statutory guidance ‘Keeping Children Safe in Education’ for schools and colleges on safeguarding.

Safeguarding is defined in paragraph 4 as:

“Protecting children from maltreatment; preventing impairment of children’s health or development; ensuring that children grow up in circumstances consistent with the provision of safe and effective care; and taking action to enable all children to have the best outcomes.”

The definition of 'children' includes everyone under the age of 18.

The Trust reserves the right to interview and appoint a suitable candidate before the deadline date.

JOB DESCRIPTION

Job Title:                         Exams Officer

Reports to:                      Vice Principal

AS 19-23 £27,852-£30,151 FTE pro rata £25,409-£27,506 term-time plus 2 weeks 37 hrs wk Mon-Thu 8am to 4pm Fri 8am to 3:30pm with 30 mins for lunch

Overall Responsibilities:

·             To act as the School’s Exams Officer and ensure the smooth and efficient running and delivery of both internal and external exams.

·             As required to support the teaching team with general administrative duties.

·             To contribute to the efficient operation of administration within the school.

Team Duties:

1.           To maintain a high level of security to protect Houstone School’s staff, students and assets.

2.           To provide administrative and clerical support.

3.           To assist with the organisation/administration of events, including but not limited to, Open Days and Parents Evenings.

Exams Officer Main Duties:

Internal Examinations and Assessments

1.           Organisation of any internal examinations e.g. mock exams including invigilation and rooming.

2.           Liaising with Network manager to ensure appropriate provision for exams requiring ICT support.

Prior to Exams Season (Examinations Entries, Course Registrations, Preparation)

3.           Registering students onto GCSE, BTEC & Vocational courses.

4.           Gathering information on Exam entries requirement, including Community Languages.

5.           Submitting accurate examination entries for all external exams to awarding bodies in advance of deadlines.

6.           Completing all necessary tasks within Arbour in relation to exams and assessments.

7.           Preparing entry checking lists for department heads & co-ordinators.

8.           Organising language speaking tests & other practical examinations.

9.           Organising external examinations for non-curriculum subjects, including community languages.

10.         Organising SEN provision for students during exams by liaising with the SEN team, and applying to awarding bodies for special arrangements for such candidates.

11.         Organising exam materials, providing safe custody of and organising examination stationery and materials, including question papers, in accordance with regulations.

12.         Keeping abreast of the Exam Boards and JCQ regulations regarding mandatory policies, procedures, rules and regulations. Creating or updating in-house school policies accordingly (e.g. controlled assessments, appeals against controlled assessment marking & fire regulations) in line with JCQ requirements. Training colleagues and ensuring that the policies are adhered to by the school. Ensuring that the policies are available during examinations for inspection by JCQ.

13.         Disseminating information to Heads of Department & co-ordinators about syllabuses, pre-release materials, courses or other information from Examination Boards.

14.         Producing a whole school examination timetable including dates, times, venues, number of candidates and invigilation requirements.

15.         Distributing exam timetables to students taking public examinations & mocks.

16.         Liaising with parents about examination dates, scripts, remarks or SEN provision where this is necessary.

17.         Resolving exam clashes in line with JCQ Regulations, including liaising with the candidates and their families to inform them and instruct them.

18.         Making appropriate provision for students entitled to extra time.

Manage the smooth running of all Examinations

19.         Arranging invigilation, including briefing, training invigilators in school procedures and JCQ regulations and managing the team of invigilators.

20.         Organising the examination rooms, in accordance with regulations.

21.         Collecting and despatching worked scripts in accordance with the regulations.

22.         Dealing with cases of malpractice in both controlled assessment & examinations in line with JCQ regulations.

23.         Ensuring Exams registers are passed onto relevant departments so that enquiries can be made about absent candidates.

24.         Completing all special consideration forms for students where this is required.

25.         Maintaining accurate records of all examinations, including seating plans, registers, invigilators log and incidents log.

Results and Post Results

26.         Being present and available in school on the days when results are notified, and overseeing the distribution of results to candidates. Manage the receipt of examination results on results days, including the main August examination results days, in liaison with SLT and organise the distribution of results to students and the relevant summaries and data to the Vice Principal, SLT and Curriculum Coordinators.

27.         Processing all remarks, re-moderation of coursework & script requests as well analysing outcomes of remarks with co-ordinators & taking appropriate action in cases where marking has clearly been incorrect; keeping SLT curriculum team fully informed.

28.         Processing all examination results – slips for students & results for Department Heads.

29.         Processing and checking statistics for the Department of Education for Performance Tables.

30.         Completing external examination figures for the LEA in August.

31.         Providing statistics on examination entries and results for the Head teacher, SLT & Heads of Department/Co-ordinators & Governors.

32.         Overseeing the checking and distribution of certificates.

Exams Administration

33.         Ensuring that all entry fees levied from students for resits and for Enquiries About Results (EARs) are collected and paid.

34.         Disseminating information, answering enquiries and dealing with complaints regarding external examinations with staff, students (including former students) and parents/carers.

35.         Planning, managing, monitoring and accounting for any budget for your area.

36.         Organising and monitoring the use of resources of your area.

37.         Running presentations in school assembly to inform and train students (e.g. Community Languages, JCQ regulations applying to students, EARs, etc.)

Data

38.         Producing analyses of examination results and progress grades as soon as practicable and assisting the data manager as directed.

39.         Collating analysis of examination data and progress grades.

40.         Ensuring Governors, Senior Leadership Team and Curriculum Coordinators/Heads of Department receive full examination data and progress grades.

41.         Completing press releases at the time of external examination results publication.

42.         Updating the school website with appropriate summary of external examination results by liaising with the web administrator.

43.         Liaising with line manager to assess the necessity to update data held in keeping with changing DFE or exam board requirements.

44.         Running various reports from Arbour as required.

45.         Making effective use of Go 4 Schools and Arbour for ensuring data accuracy.

46.         Assisting in amending and updating the marksheets in Arbour in line with curriculum cycle requirements.

47.         To undertake any other associated duties as appropriate from time to time assigned by the Vice Principal.

Admin Support

1.           Provide access arrangement training to Teaching and Learning Support staff as required.

2.           Train all the exam invigilators on exam regulations.

3.           Manage and complete the printing of Mock examination papers.

4.           Responsible for completing the Year 7 CAP Testing for SEND.

5.           During non-exam periods - transition and breaktime duties for Houstone School.

6.           To support the team to maintain accurate, timely and legible records.

7.           To answer/deal with queries, both face to face and via the telephone, take messages and pass them on to the relevant member of staff in an appropriate and timely manner.

8.           To maintain filing systems in line with organisations policies and procedures.

9.           To assist with the ordering and maintenance of stationery supplies (specific to role as appropriate)

10.       Process routine documentation, collate information for reports and undertake processing of correspondence, reports and other documents to corporate standards and deadlines and in formats appropriate to Houstone School.

11.       To be responsible for the use of physical equipment and to report any defects in equipment as appropriate.

12.       To be a flexible and supportive member of the team.

13.       To maintain strict confidentiality at all times.

14.       Attend and take part in team meetings & regular reviews with line manager.

15.       To act as a first aider to pupils and staff if required.

16.       To act as a fire warden if required.

17.       To undertake any other associated duties as appropriate from time to time assigned by the Vice Principal.

Statutory duties:

·             Confidentiality

During the course of your employment you may see, hear or have access to, information on matters of a confidential nature relating to the work of the School or to the health and personal affairs of students and staff. Under no circumstances should such information be divulged or passed on to any unauthorised person(s) or organisations.

·             Safeguarding

To be responsible for promoting and safeguarding the welfare of children, young people and vulnerable adults and for raising any concerns in line with School procedures.

·             Equality and Diversity:

To be responsible for promoting equality and diversity in line with School procedures.

·             Health and Safety:

To be responsible for following health and safety requirements in line with School policy and procedures.

·             GDPR – Data Protection

To be responsible for following GDPR requirements in line with School policies and procedures.

·             Training and development:

To participate proactively in training and development including qualification development required in the job role.