Examinations Officer

Key Responsibilities:

1. Examination Planning and Coordination
   – Liaise with awarding bodies (e.g. JCQ, Pearson, AQA, IB) to stay up to date on regulations, timelines, and procedural updates.
   – Coordinate exam entry processes, including student registrations, subject entries, access arrangements, and fee management.
   – Prepare and publish exam timetables for both internal and external exams (GCSEs, A-Levels, IB).
   – Oversee the arrangement of exam rooms, invigilation schedules, and seating plans in compliance with regulations.
2. Administration of External Examinations
   – Manage the secure receipt, storage, and distribution of exam papers and materials.
   – Ensure JCQ/IB regulations are followed before, during, and after examinations.
   – Supervise the running of exam sessions, ensuring invigilators and students adhere to protocols.
   – Handle special consideration and access arrangements (in coordination with SENCO or inclusion teams).
   – Organize and lead the results day process, including the distribution of results, post-results services (e.g. remarks, enquiries), and student support.
3. Internal Assessment and Mock Exams
   – Coordinate the administration of internal exams, mocks, and assessments across year groups.
   – Support heads of departments with assessment data entry, moderation, and submission of coursework/IA (internal assessment) in line with deadlines.
   – Ensure the academic integrity of internal assessments (especially for IB) is upheld.
4. Data Management and Reporting
   – Ensure the accuracy of exam data in management information systems (e.g. SIMS, ManageBac).
   – Generate and share reports on exam performance, entries, results analysis, and trends.
   – Assist with school performance reviews, regulatory inspections (e.g. DSIB, KHDA, IB, Exam Boards), and data required for university admissions.
5. Compliance and Quality Assurance
   – Ensure that JCQ and IB exam regulations are fully understood and followed by staff and students.
   – Lead on exam-related training and briefings for invigilators and staff.
   – Manage and respond to exam audits, inspections, and quality assurance visits from awarding bodies.
6. Invigilation and Staffing
   – Recruit, train, and manage a team of invigilators, ensuring they are properly briefed on regulations and responsibilities.
   – Act as the lead invigilator or exam supervisor for major assessments.
7. Communication and Support
   – Serve as the main point of contact for all exam-related queries from students, parents, and staff.
   – Support students and families in understanding exam procedures, accessing results, and dealing with post-results services.
   – Work with the IB Coordinator, Head of Sixth Form, and SLT to ensure alignment of assessment strategy and communication.
8. Continuous Improvement and Professional Development
   – Stay up to date with changes in UK and IB assessment frameworks.
   – Reflect on and improve processes annually (e.g. through post-exam reviews).
   – Undertake relevant CPD in data management systems, exam officer training, or policy updates.

About You:

We are seeking a dedicated and detail-oriented Examinations Officer with a strong track record in managing examination processes, ensuring compliance with regulatory requirements, and supporting the school’s academic excellence through meticulous organization and data integrity.

This role requires precision, strong organizational skills, and the ability to manage multiple deadlines under pressure. We are looking for someone who is committed to maintaining the accuracy and confidentiality of all examination data, with a keen eye for detail and a proactive approach to problem-solving.

As part of a collaborative academic environment, you will work closely with teaching staff, senior leaders, and examination boards to ensure all internal and external assessments run smoothly. You will also play a key role in using assessment data to support student achievement and inform school improvement strategies.

With a solid understanding of examination regulations and school data systems, you will bring professionalism, reliability, and a student-centered mindset, while remaining committed to your own growth and development within the role.

GEMS Education is committed to safeguarding and promoting the welfare of all of its students and staff. A UK-enhanced DBS or equivalent police check is a pre-requisite for all appointments.