About The Role
To administer all aspects of public examination and certification processes and ensure that examination board procedures are followed throughout these processes.
You will maintain up to date records of student and assessment details, ensuring that the information kept is both accurate and confidential.
You will work across the academy as required, providing excellent administrative and customer services to a variety of stakeholders, establishing and maintaining efficient administrative systems and processes to support the effective running of the school with a focus on operational excellence and to meet the current and future needs of the academy.
It is essential that the person for this role is organised, able to multitask, work flexibly and have a ‘can do’ approach.
Key Responsibilities
* Ensure the smooth running and integrity of all exam-related systems and procedures.
* Act as the designated BTEC Quality Nominee at the Academy.
* Organise schedules for Exam Invigilators and liaise with the facilities team to maintain high standard student examination facilities.
* Ensure compliance with all exam board requirements to maintain the centre's exam status.
* Alongside the Data and Exams Manager, provide training to individuals that carry out invigilating, ensuring that the Joint Council’s ‘Instructions for the Conduct of Examinations’ is followed at all times.
* Liaise with the facilities team to ensure that facilities for students undertaking examinations are of the highest possible standard and in line with requirements.
* Liaise with Awarding Bodies to ensure that students receive any special consideration, providing allowances for prevailing circumstances.
* Ensure that Examination Boards/authorities are made aware of any special requirements for students/school and that appropriate provision is made.
* Make appropriate time‑booking and room arrangements, ensuring minimal impact on teaching and learning.
* Create and distribute examination, rooming and invigilation timetables to students and staff.
* Manage the electronic download of results for all examination seasons and manage the process of distribution to students.
* Input and analyse data using relevant examinations software, such as Bromcom.
* Liaise with teaching staff on student choice of entry to internal and public examinations and support option selection events.
* Liaise with Examination Boards in respect of the administration of entries, coursework requirements, the conduct of examinations and examination results.
* Be responsible for the safekeeping and confidentiality of exam papers and completed examination work.
* Ensure that the accuracy of information provided to Exam Boards for examination entries.
* Ensure that students and parents understand the procedure in respect of appeals and results enquiries.
* Seek to find suitable solutions to issues/problem raised by teachers, students and parents relating to examinations.
* Monitor quality of invigilators by visiting exam rooms on a regular basis to ensure that students undertake their exams in an appropriate environment.
* Provide statistical information regarding examination entries/results as required, including analysis where necessary.
* Be the line manager and’ Senior Invigilator’ point of call for invigilators’ queries.
* Source the appropriate number of invigilators for any given exam.
* Manage the timesheets of invigilators, ensuring accuracy and timely submission for payment.
* Produce all materials related to examinations including production of mock examination papers.
* Populate the exams calendar with key examination dates and deadlines.
Administrative (Student Services)
* Work collaboratively with the admin team to provide comprehensive administrative support for the primary, secondary and sixth form.
* Adopt a business‑like office environment, ensuring excellent, consistent administration support and customer service is provided and good relationships with staff are promoted.
* Attend to all incoming calls and messages in a professional, friendly and efficient manner, ensuring all relevant messages are passed on in a timely manner and dealt with effectively, sensitively and confidentially.
* Be one of the academy’s main first aiders, assisting with student welfare and first aid and ensuring accurate and prompt records and reporting.
* Support with daily attendance ensuring protocol is followed and ongoing efforts are made to ensure a child regularly attends school.
* Acknowledge and action all admin requests to a high standard and in a timely manner, prioritising and communicating effectively with relevant colleagues and stakeholders.
* Maintain and distribute stock for the offices, reception areas and reprographics.
* Support with lunch till duties.
Other
* Be flexible in regard to working hours.
* Share best practice with the wider team and approach all tasks with a growth mindset.
* Ensure the working environment is to a professional standard (e.g. clear desk policy).
* Contribute to the wider academy objectives and improvements.
* Undertake various duties, when required, including playground duties, first aid, cashless till operation, fire marshal duties.
* Cater and set up meetings and events when required.
* Be willing to undertake appropriate training in line with contractual duties.
* Attend and support out‑of‑hours academy events such as summer fair, parents’ evenings, open mornings and evenings, admin evenings, academy performances, competition points, summer school, results days, etc., and be flexible in regards to working hours.
* Carry out other reasonable tasks as directed by the Executive Principal, ALT and Vice Principal – Business and Community and the School Business Manager.
Role Review
This job description sets out the main duties of the post at the time of drafting. It cannot be read as an exhaustive list. These responsibilities will be discussed annually as part of the post holder’s annual performance review and are subject to change. However, it may be altered at any time subject to need in consultation with the post holder subject to the Executive Principal’s approval.
Benefits
* Salaries 2.5% higher than main pay scale.
* Twice as many training days as standard.
* Generous pension scheme.
* Access to Ark rewards – a scheme offering savings from over 3,000 major retailers.
* Interest‑free loans – up to £5,000 available for season ticket or to buy a bicycle.
* Gym discounts – offering up to 40%.
* Access to Employee Assistance Programme – providing free, confidential counselling, legal advice and a range of different support.
About Us
We are a mixed all‑through school that caters for children from nursery age through to sixth form. We offer our students a first‑class education based on high quality teaching and experiences outside of the classroom.
Our school was recognised by the Government in its Parliamentary Review as an example of good practice in education and we are ranked in the top 10% of schools nationally.
We pride ourselves on the relationships our staff have with our students, caring for them throughout their education, and working closely with families to ensure that all our students are committed to learning and develop the character necessary to take advantage of all the opportunities we provide.
Diversity and Inclusion
We aim to build a diverse and inclusive organisation where everyone – staff and students – can do their best work and achieve their full potential.
To learn more about Ark’s diversity and inclusion commitments, please click the link.
Safeguarding Statement
Ark is committed to safeguarding and promoting the welfare of children and young people in its academies. Its academies follow a rigorous selection process to discourage and screen out unsuitable applicants.
Ark requires all employees to undertake an enhanced DBS check. You are required, before appointment, to disclose any unspent conviction, cautions, reprimands or warnings under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Disclosure of a criminal background may lead to termination of employment. However, disclosure of a criminal background will not necessarily debar you from employment – this will depend on the nature of the offence(s) and when they occurred. To read more about Ark’s safer recruitment process, please click the link.
Equal Opportunities
We promote a fair recruitment process and provide a safe, supportive, inclusive and stimulating environment for all employees.
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