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Key Responsibilities and Required Skills for Exam Officer

💰 $45,000 - $65,000

EducationAdministrationOperations

🎯 Role Definition

The Exam Officer is the central administrative authority for all matters concerning public and internal examinations within the institution. This pivotal role ensures that all assessments are conducted with the utmost integrity, efficiency, and in strict accordance with the regulations set by the Joint Council for Qualifications (JCQ) and various awarding bodies. The ideal candidate will be a master of logistics, a guardian of data, and a calm, reassuring presence for students and staff during the high-pressure examination periods. You will be instrumental in upholding the academic standards of our institution and facilitating a fair and successful assessment experience for every student.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Data Administrator / Manager
  • Senior School Administrator
  • Exams Assistant / Invigilator

Advancement To:

  • Senior Exams and Assessment Manager
  • Data and Performance Manager
  • School Operations Manager

Lateral Moves:

  • Admissions Manager
  • Compliance Officer
  • School Business Manager

Core Responsibilities

Primary Functions

  • Oversee and manage the entire end-to-end administration of all internal and external examinations, from student registration and entry submissions to the final distribution of results and post-results services.
  • Serve as the primary point of contact for all awarding bodies (e.g., AQA, Pearson, OCR), ensuring timely and accurate communication regarding regulations, deadlines, and specific exam requirements.
  • Coordinate all logistical aspects of examination venues, including room booking, creating detailed seating plans, and ensuring full compliance with JCQ regulations for exam conditions.
  • Lead the recruitment, comprehensive training, ongoing management, and deployment of the invigilation team, ensuring they are fully briefed on current regulations and procedures.
  • Maintain and manage highly confidential student examination data with exceptional accuracy, ensuring data integrity across the school's Management Information System (MIS) and external exam board portals.
  • Accurately process all student examination entries, amendments, and withdrawals by strict deadlines, and manage the associated financial administration, including exam fee collection and reconciliation.
  • Take ultimate responsibility for the secure storage, handling, checking, and distribution of all confidential examination materials, including question papers and scripts, before, during, and after exams.
  • Proactively identify and resolve examination timetable clashes for students, arranging appropriate supervision and secure conditions in line with awarding body guidelines.
  • Organize and manage the secure receipt and efficient distribution of examination results to students on results days, providing clear guidance and support for post-results options.
  • Administer the full suite of post-results services, including enquiries about results (EARs), access to scripts, and appeals, advising students and staff on procedures and deadlines.
  • Collaborate closely with the SENCO/ALNCo to process and implement approved access arrangements and reasonable adjustments for students with special educational needs, ensuring full compliance.
  • Plan and execute the administration of internal and mock examinations, mirroring external exam conditions to prepare students and test logistical arrangements.
  • Continuously monitor, interpret, and disseminate updates to JCQ regulations and awarding body specifications to all relevant staff, ensuring the institution remains fully compliant.
  • Act as the key point of contact for resolving any issues or emergencies on examination days, making decisive, regulation-compliant decisions under pressure.
  • Manage the submission, administration, and secure storage of all non-examined assessment (NEA) and coursework components, ensuring all internal and external deadlines are met.
  • Oversee the complete administrative cycle for vocational qualifications (e.g., BTECs), including learner registration, internal verification processes, and claims for certification.

Secondary Functions

  • Generate and analyze post-examination data reports for the Senior Leadership Team and Heads of Department to inform curriculum strategy and student intervention programs.
  • Serve as the institutional expert on examination regulations, providing formal training, guidance, and regular updates to academic and support staff to ensure widespread compliance.
  • Support the SENCO/ALNCo in the annual application and evidence-gathering process for access arrangements, ensuring all adjustments are correctly implemented during assessments.
  • Liaise with the IT department to ensure all technical requirements for on-screen tests and computer-based examinations are met, including software installation and pre-exam system checks.
  • Facilitate and coordinate visits from external assessors or moderators, ensuring all required materials, student work, and facilities are in place for a successful review.
  • Oversee the secure receipt, rigorous checking, and formal distribution of official examination certificates, maintaining meticulous records of dispatch and collection.
  • Contribute to the development and continuous improvement of internal assessment policies and procedures in collaboration with academic departments.
  • Manage the examinations budget, forecasting expenditure, processing invoices, and ensuring cost-effective use of resources.

Required Skills & Competencies

Hard Skills (Technical)

  • Expert Knowledge of JCQ Regulations: Deep and current understanding of the rules and guidelines governing public examinations in the UK.
  • MIS Proficiency: Advanced user of school Management Information Systems (e.g., SIMS, Arbor, iSAMS), particularly the examinations and assessment modules.
  • Data Management & Analysis: Strong ability to manage large datasets with precision, and use tools like MS Excel to analyze performance data and produce insightful reports.
  • Exam Board Portals: Proficient in using various awarding body online portals for entries, results, and administration (e.g., Edexcel Online, AQA Centre Services).
  • Logistics & Project Management: Proven ability to plan and execute complex, time-sensitive projects like the annual exam series from start to finish.
  • Financial Administration: Experience in managing budgets, processing invoices, and handling financial transactions related to examination fees.

Soft Skills

  • Meticulous Attention to Detail: An exceptional eye for detail is non-negotiable for ensuring accuracy in data entry, submissions, and compliance.
  • Exceptional Organizational Skills: Outstanding ability to plan, prioritize, and manage multiple complex tasks simultaneously against inflexible deadlines.
  • Calmness Under Pressure: The ability to remain composed, methodical, and decisive in high-stress situations, particularly on exam and results days.
  • Integrity and Discretion: Unquestionable integrity and the ability to handle highly sensitive and confidential information with the utmost professionalism.
  • Clear & Authoritative Communication: Excellent interpersonal skills to communicate clearly and effectively with students, parents, staff at all levels, and external officials.
  • Problem-Solving: A proactive and resourceful approach to identifying and resolving logistical challenges, timetable clashes, and unexpected issues.
  • Leadership and Team Management: The ability to lead, train, and motivate a team of invigilators to maintain high standards.

Education & Experience

Educational Background

Minimum Education:

A-Levels or equivalent (Level 3 qualification), with strong passes in English and Maths.

Preferred Education:

Bachelor's Degree in a relevant field. A specific qualification in exam administration (e.g., The Exams Office training) is highly desirable.

Relevant Fields of Study:

  • Business Administration
  • Education Administration
  • Information Management

Experience Requirements

Typical Experience Range:

3-5 years of experience in a senior administrative role, preferably within an educational setting (school, college, or university).

Preferred:

At least 2 years of direct experience working as an Exams Officer or in a dedicated Exams Assistant role with demonstrable knowledge of the full examination cycle.

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