Centre Office Staff : Job Description and Person Specification

JOB DESCRIPTION

JOB TITLE: Exams Officer

LOCATION: Clapham

RESPONSIBLE TO: Exams Service Manager

SALARY: £26,831 - £28,252 pa incl. LWA

OUTLINE OF POST

To ensure that examination registrations, entries and award claims are submitted on time, efficiently, accurately and in line with Awarding Body guidelines and regulations.

To take responsibility for the execution and safe delivery of a range of external assessments on one or more of the College sites as agreed.

To support the on-going review and development of related processes, procedures as well as effectiveness of reporting.

To provide timely and accurate information and advice to College staff and Learners.

To take responsibility for specific boards, their complexities as well as to be key advisor to colleagues ensuring full compliance

Support cross-college key business activity, not necessarily related to Exams.

MAIN DUTIES AND RESPONSIBILITIES:

1. To ensure that examination registrations, entries and award claims are submitted on time, efficiently, accurately and in line with Awarding Body guidelines and regulations.

a. Deal accurately and in a timely manner with information passing to or from the exams unit. b. Ensure timely and accurate input of registrations, entries, achievement, certification and reporting of learners’ qualifications. c. Work with College staff, awarding bodies and learners, understanding which qualifications are being delivered and the administrative actions required.

1 d. Highlight to the Exams Service Manager, in a timely manner, where deadlines are at risk of being missed.

2. To take responsibility for the execution and safe delivery of a range of external assessments on one or more of the College sites as agreed.

a. Work effectively with College staff, awarding bodies and learners, understanding which qualifications are being delivered and ensuring safe delivery. b. Take responsibility for co-ordination of the logistics for a range of external assessments on any of the College Sites as agreed with the Exams Service Manager. c. Work flexibly during exam delivery windows to ensure effective supervision of, and be present during, the execution of external assessments where responsibility is delegated. d. Organise and deliver exams and assessments, including timetabling, rooming and candidate notification for a range of qualifications. e. Organise, monitor and supervise suitable invigilation according to the appropriate awarding body regulations. f. Monitor and supervise the safe delivery and storage of secure materials in accordance with the relevant regulations. Dealing urgently with any shortfall or discrepancy as appropriate. g. Deal promptly with any issues arising from the normal delivery of exams and assessments including but not limited to irregularity of any kind. Reporting any issues to the appropriate authority and the Exams Service Manager without delay. h. Ensure the correct internal and Awarding Body procedures are followed for the timely despatch of completed exams and assessments for marking.

3. To support the on-going review and development of related processes, procedures as well as effectiveness of reporting.

a. Support the review and reengineering of processes and procedures to ensure they are fit for purpose, effective & efficient. b. To support the production of an internal calendar for registration, work and results deadlines to ensure all awarding body dates are met. c. To ensure full compliance with awarding body registration regulation and support the reduction of late fee penalties as well as secure withdrawal refunds. d. In conjunction with the Data & Compliance Manager, adhere to ILR validation rules.

4. To provide timely and accurate information and advice to College staff and Learners.

a. Answer queries on exams related matters from College staff and Learners explaining and following procedures and controls in place in the unit. b. Support other Exams Unit staff by sharing knowledge and expertise. c. Ensure suitable audit trails are maintained. d. Comply with Data Protection legislation.

5. To take responsibility for specific boards, their complexities as well as to be key advisor to colleagues ensuring full compliance a. Undertaking continuous learning to maintain a high level awareness of, and be fully compliant with, all relevant Awarding Body and JCQ regulations and internal quality controls. 2 b. Spot and deal with issues as they arise before this causes organisational or financial impact c. Train and mentor colleagues on board and JCQ compliance

6. To ensure cross-college key business activities, not necessarily related to Exams, are supported. a. Support the curriculum planning and fee setting processes, informing colleagues of examination related information. b. Supporting the enrolment process by working flexibly. c. Work closely with colleagues to ensure results data capture meets the ILR requirements and full-year closure deadline.

General

7. To be aware of the principles of safeguarding children and young people as they apply to the role with the College. Actively promote and implement the College’s Safeguarding Policy.

8. To be involved in College staff development and training schemes and participate in PDR procedures within the School.

9. To adhere to the College's Single Equality Scheme with respect to staff and students.

10. To comply with and implement the College’s Health and Safety policy.

11. To undertake any other reasonable duties and responsibilities as may be required

This job description and person specification is current at the date of issue. Changing organisational needs may require the job description to change, within reason, after prior consultation with the post holder.

Signed ...... Date ...... Post Holder

Signed ...... Date ...... Manager

April 2015

3 Person Specification

The College has developed the use of selection criteria to aid objective recruitment, in line with its Equality and Diversity Policy Statement. Candidates must address each of the essential criteria listed below in the supporting statement that accompanies their application form.

Criteria Essential Desirable 1. Personal skills in English, Mathematics and3. Exams Officer Qualifications ICT by holding Level 2 qualifications with a training / 5-year currency (or by undertaking initial qualification assessments at job interview stage and by achieving Level 2 within one year of their appointment date as appropriate). 4. Good all round education 2. Evidence of continuous professional to include relevant development qualifications at level 3.

Experience 5. Experience of complex exams process within 7. Experience of large Further Education establishments. designing and / or delivering training 6. Knowledge of JQC rules and regulations 8. Knowledge of timetabling.

9. Knowledge of UNIT-e

8. Well-developed diagnostic and problem solving Skills, skills. 13. Ability to plan and Knowledge manage projects. and Abilities 9. Good communication skills orally and in writing. 14. Ability to support 10. Good administrative and numeracy skills, staff in the including proven ability to work accurately to delivery of meet deadlines and targets under pressure operational services. 11. Collaborative and with ability to build positive working relationships with external agencies, maintaining customer focus.

12. Good organisational skills 15. An understanding of ‘safeguarding’ and its Other importance within the College.

16. A Satisfactory DBS disclosure at Enhanced level.

17. Demonstrable commitment to the College’s vision and values.