Exams and Admin Officer

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.

• 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.

• 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…