Job Overview

An exciting opportunity to work at Victoria College!

We are looking for two part time Examinations Officers to provide a comprehensive examination and invigilation service. If you have an eye for detail, excellent organisational and planning skills, along with strong teamwork and communication skills, we would love to hear from you.  Candidates should have experience of working in an administrative role, as part of a team.   Previous experience of working in an exams or educational environment would be preferable, however a positive attitude and an willingness to learn new systems are the key criteria as full training and development will be provided for the successful candidates.  The working hours for this post vary with the seasonal demands of examination administration, with flexibility needed in terms of start and finish times.

Victoria College is committed to supporting the professional development of colleagues, in keeping with its culture of aspiration and kindness. We provide a supportive programme of professional development, coaching and mentoring; the overall aim is ensuring colleagues find working at Victoria College enriching and rewarding. A supported staff community is at the centre of world-class provision for our students, which will allow them to become well rounded, resilient, and respectful young people, well equipped with the skills and qualifications to be successful in the 21st century world, be that on or off-Island.  

Job Purpose

To manage and supervise all arrangements for internal (school based) and external (public based) assessment, recording and reporting systems of the same as required by the College, with the Assistant Examinations Officer. To implement the examination entry and results systems within the school, advising staff of the appropriate regulations and procedures stipulated by the relevant Examination Boards.

Should you have any questions regarding this vacancy please contact Mrs Karen Palfreyman, by email to k.palfreyman@vcj.sch.je or 01534 638200.

Please see link for the full job description Examinations Officer

Principal Responsibilities

• Provide full examination services and administrative support to the School and individuals ensuring that deadlines are met and that a high level of security, accuracy and efficiency is maintained at all times.
• Manage all examinations and administrative operations, attending to detail by developing standard policies and procedures and maintaining adequate staffing levels in all areas at all times in order to provide a high level professional service to students, teachers and parents, ensuring that all regulations and procedures laid down by the relevant examination bodies are adhered to.
• Support and advise teaching staff in the understanding of examination processes including NEA submission, examination entry and regulations.
• Train, manage and monitor a team of invigilation staff for a range of assessment and examination series.
• Assist in and provide the training of personnel (staff and students) at all levels throughout the school in new skills required relating to non examined assessment, examination regulations and processes.
• Keep abreast of the latest developments in examination regulation to advise the SLT, governors, staff, students and parents on all aspects of examination regulation and delivery.
• Notify colleagues of new procedures and deadlines and ensure that all correspondence is distributed on time in order to brief all participants fully of the commitment required and the outcome required.
• Create and maintain safe, secure and effective working procedures and practices for examination entry, management and results systems.
• Communicate with SENCO and student assessment team to ensure student “special examination considerations” are accurate and are provided appropriately and efficiently

Principal Accountabilities Cont.

• Communicate regularly on a day to day basis with the examination boards regarding student numbers and ‘special provisions’ and prepare appropriate documentation as necessary to satisfy the needs of the individual examination authorities.
• To manage the running of entrance exams in collaboration with the Registrar.
• Undertake any other task as may be reasonably requested by the Line Manager.
• Plan, produce and communicate internal and external examination timetables to staff, students and parents.
• Manage, in conjunction with the Assistant Head Teacher (Organisation ), the budget for examinations.
• Track invoices from examination boards ensuring that fees total the entries made for the exam season. Supervise the receipt of all cash payments for re-sit examinations so that accurate records are maintained and that all payments received are transferred to the School finance office.
• Supervise staff and invigilators attendance in line with standard procedures to ensure all services are adequately covered in order to meet the teacher and student demands at all times. Contribute to the selection process of new invigilators within the examination section and develop and train staff within the team to the standards required.

Qualifications

• Education to a minimum of A Level standard. 
• A comprehensive understanding of the underpinning knowledge required to supervise the Exams Office and the wide ranging exam types on offer.

Knowledge

• A minimum of five years experience of managing within an office environment.
• Professional keyboard experience.
• Ability to cover related administrative roles as and when required.

Technical Work Based Skills

• Computer literate, Word, Excel and SIMS. Renewing annual licenses and re- accreditations.
• Provide relevant statistics on examination entries and fees to SLT.
• Analysis of exams results and reporting on results data.

General skills / attributes

• Good people skills and sound organisational ability with an extremely high degree of accuracy.
• High level of resilience and ability to work under pressure.
• High level of integrity in ensuring security and fairness of examinations process
• Calmness, tact, diplomacy, confidentiality and initiative.
• Good command of the English language in order to write various letters to offical organisations.
• Calmness, tact, diplomacy, confidentiality and initiative.
• Communication skills often daily with invigilators, teachers, students, parents and exam boards.
• Ability to work independently an often under pressure during examinations periods using own initiative in order to streamline all examination processes within the school.

Experience

• Experience of providing regulatory and administrative support for professional staff such as teachers.
• Knowledge of Microsoft Word and Microsoft Excel.
• Knowledge of examinations structure and processes.
• Knowledge of School Information Management Systems (SIMS) or other databases and Electronic Download Interfaces.