Job Title: Administrator - Examinations
Post requires candidate to be entitled for work: Yes
Hourly rate: £19.66
Contract Type: Permanent
Full time/Part Time: Part Time
Term Time only post: Yes
Advert Closing Date:20/03/2025
By joining the Government of Jersey and wider Jersey Public Services, you'll be proud of what you can achieve – both for yourself and the people of Jersey. You'll enjoy a broader scope that allows you to express yourself, in a smaller setting that means you see the positive results of your impact every day. You'll have a diversity of opportunities that stretch and challenge you, with all the personal and professional support you need. Most of all, in our open, welcoming environment, your voice matters, enabling you to build a rewarding career.
Hautlieu School is looking to appoint an Exams Administrator. This role is to assist the Examination Officer with all aspects of exams to ensure an efficient and effective delivery of all examinations. The Exams Administrator should be able to provide proactive and responsive support to contribute to a high standard of provision for all examination processes in accordance with JCQ regulations. This is a part time post and flexibility may be required during busy exam periods.
For further information about this role please contact Ros Martin, Deputy Headteacher on 01534-736242 or r.martin@hautlieu.sch.je.
Job Overview
To provide comprehensive confidential and administrative support to the Examinations Officer whilst providing clerical and exam office reception duties at Hautlieu School.
Job Purpose
- Greet all students to the examinations office with a positive helpful attitude. Act as the first point of contact for all students and telephone calls, answering all enquiries and responding with accurate, detailed, and professional information as required. Receive and supervise all scheduled and un-scheduled visitors to the exam office when necessary.
- Provide appropriate oversight to the busy examinations area which includes activating the computers and checking the telephone and e-mail messages, ensuring any required documentation is available and up to date. Keep the area tidy and presentable.
- Provide confidential clerical support to the examinations office as required. Assist with a variety of administrative tasks, including copying and managing/circulating the invigilation schedule. Invigilate exams as and when required.
- To signpost staff, students, invigilators, and visitors to the examinations office/area.
- To negotiate with the exam boards and other suppliers, obtain the necessary resources for the exam function and to receive deliveries from couriers, postal services and suppliers.
- To manage the examinations diary and be responsible for any keys and log-books.
Job Purpose continued
- Be responsible for maintaining the invigilators schedules and the issue of guest badges, maintaining the security of the exam office and safeguarding of students by checking and collecting badges.
- Assist colleagues with any ad-hoc administrative duties and as when required.
- Answer, forward and, when necessary, screen telephone calls and unscheduled visitors to the examinations office.
- Receive sort and distribute mail including the processing of examination papers and handling requests for exam certificates and copies, in line with GDPR & JCQ regulations.
- Schedule appointments, prepare meetings and rooms for examinations. Provide refreshments when required.
- Be responsible for the ordering of equipment, advising the Site and IT Teams of any faults with equipment and follow up as required.
- Maintain the record of examination entries and be responsible for applications, registrations and enrolments with examination boards.
Qualifications
Essential
- Educated to GCE/GCSE Level in English and Mathematics.
- The postholder must have a good standard of written and verbal English.
Knowledge
Essential
- High levels of self management and organisational skills with proven experience in an administrative/clerical role is required the postholder must be able to demonstrate the ability to work under their own initiative with a minimum of supervision, must be a self-starter and must be able to demonstrate the ability to organise workflow and meet tight deadlines.
- An ability to deal calmly and diplomatically with a wide range of people is essential.
- The post requires a high degree of confidentiality and excellent all round communication skills are an essential feature of the work undertaken.
- Working knowledge of Data Protection (Jersey) Law 2018.
- The post holder must demonstrate good multi tasking skills
Desirable
- Basic knowledge of school systems for exams would be desirable.
Technical Work Based Skills
Essential
- Good IT skills are essential to this post, such as Outlook and MS Office products (to include Excel).
General skills / attributes
Essential
- Organisational and planning skills to manage and prioritise enquiries and act accordingly as they happen.
- Good time-management skills. Able to contribute positively as part of a team, helping with various tasks as and when required.
- A consistent professional dress and manner.
Experience
Essential
- Previous experience of administration work is essential.
- Flexible and adaptable when dealing with interruptions from callers both by telephone and in person to the department, to maintain an excellent professional manner throughout.
- Excellent customer service skills, with the ability to communicate at all levels with total confidentiality and professionalism is essential.
Hours
This is a part time post , 15 hours per week.
Across the Government of Jersey and public service, the scope of our work means our people enjoy a wider range of opportunities – to work with recognised experts across teams, learn new skills and develop their careers. We actively look to recruit people from different backgrounds, with diverse perspectives. This creates a richer, more varied environment, where you’re exposed to new ideas, new ways of thinking and new opportunities, so you can develop an exciting and rewarding career.
Extraordinary, Everyday.
