Assistant Examinations Officer

  • Job title: Assistant Examinations Officer
  • Job Type: Permanent, term time + 3 weeks
  • Salary: £24,000
  • Department: Compliance
  • Reporting to: Examinations Officer and Compliance Director
  • Location: Highgate, North London
  • Start: ASAP
  • Closing Date: 28 July 2023 at 5:00 pm
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The successful applicant will support the operations of the Examinations Office and ensure the smooth and efficient running of all public and internal examinations, University Admissions Tests and any other official tests the School offers.


The Department

The administration of public examinations in any school is a major undertaking, and one which involves large numbers of students and necessary security procedures. The designated teacher in charge of examinations at Highgate is the Deputy Head (Academic), who has responsibility for the administration of all public examinations.  The Examinations Office is overseen by the Compliance Director, to whom both Examinations Officer and Assistant Examinations Officer report.

 

Job Description

The principal duties of the Assistant Examinations Officer are:

  • Preparation for I/GCSE mocks in January and Year 13 Practice Tests in February, including: liaison with relevant staff re booking of exam hall and rooms needed for listening exams; creating schedule of desks needed and liaison with porters re setup; arranging transport of papers to exam hall; preparing day files and checking all exam papers received from departments; arranging distribution of exam timetables via form tutors; production of new ID cards; organising invigilation
  • Overseeing the day-to-day running of the I/GCSE mocks, Year 13 Practice Tests, University Admissions Tests, Speaking Tests, Summer and November Exam Seasons, including managing the invigilator team
  • Preparation for the summer exam season, including: distributing estimated grade sheets etc. to departments; contacting invigilators to check their availability; working out invigilator needs for timetabled exams based on exam entries; arranging new invigilator recruitment if needed with HR and attending interviews; liaison with MFL regarding invigilator/chaperone needs for language orals; creating invigilator timetable; organising and running invigilator training/update session; liaison with relevant staff re booking of exam hall and rooms needed for listening exams; creating daily schedule of desks etc. needed during exam season for porters; recording delivery, unpacking, checking and securely storing question papers and other exam paperwork as it arrives; filing paper records of all exam entries/changes for payment purposes; preparing exam day files, exam timetables for distribution by form tutors; liaison with IT re laptops and equipment for listening exams; arranging regular and ad hoc exam paper collections with Parcel Force
  • Keeping Exams Office files and notice boards up to date
  • Producing updated post-results forms for reviews of results and script returns
  • Helping Examinations Officer with the collation and distribution of exam results and any other related documentation
  • Dealing with post-results requests, including: receiving request forms and payment; submitting requests electronically to exam boards; receiving outcomes of the reviews and scripts requested; informing pupils and relevant staff by email; creating and updating annual post-results services spreadsheet; creating schedule of payments received (reconciling cash/cheques), amounts to be added to school fees bills and any refunds due for Bursary and passing payments received to Bursary
  • Logging and distributing non-examined assessment work returned by exam boards to relevant departments
  • Checking and authorising exam board invoices for Bursary
  • Help to organise and run any other exams e.g.: pre-tests, internal exams
  • Receiving and checking all exam certificates, collating in envelopes and making arrangements for current and former pupils to collect them
  • Archiving exam certificates from previous year; making returns to awarding bodies when required

 

These duties and responsibilities are intended as a guide. They are not exhaustive: the Assistant Examinations Officer will be expected to undertake any reasonable task or responsibility as required by the Examinations Officer and Compliance Director.

Person Specification
  • Criteria
  • How will these be tested or verified?
  • Qualifications/Experience
  • Essential:
    • Degree or equivalent

    Desirable:

    • Understanding of the education sector and independent Schools.
  • Knowledge/Skills
  • Essential:

    • Experienced in SIMS or other Management Information Systems (or be willing and able quickly to acquire such expertise).
    • Competent Office365 user.

    Desirable:

    • Have previous experience working as a School Examinations Invigilator
    • Knowledge of child protection and safeguarding policies.
    • Experience with SharePoint
  • Personal Attributes
  • Essential:

    • Ability to work well as a member of a team.
    • Attention to detail and being able to work to a high level of accuracy.
    • Excellent interpersonal skills and the ability to communicate effectively with pupils, and staff. This requires an open and friendly approach.
    • Be able to guarantee security and confidentiality with regards to all aspects of examination procedures.
    • The ability to maintain in strictest confidence any information received about matters concerning Highgate.

Benefits

Child Protection

This role will not normally involve unsupervised contact with pupils; however in the context of his/her employment the member of staff will frequently be in the presence of children and will therefore have to have appropriate levels of training in child protection.

All members of staff must comply with Highgate’s Safeguarding & Welfare Policy which is posted on the School website.  If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the Policy.  A copy of this Policy will accompany all offers of employment.

Salary

£24,000 Dependent on qualifications, skills and experience.

Hours of Work

Normal working hours are 35 hours per week, there can be flexibility on the start and finish time of these hours in non-exam period. There is a need to be flexible about hours in order to carry out these duties and responsibilities effectively, especially during the exam season, and no additional payment is made in this respect.  In addition, some evening and weekend working may be required. These hours must be agreed in advance with your line manager and time off in lieu may be given at your line manager’s discretion.

Probationary Period

This appointment will be subject to the completion of a probationary period of six months to the satisfaction of the Governors.

Lunch Period

There is an unpaid lunch break of one hour.  A complimentary lunch is available in the Dining Hall.

Holidays

Academic holidays as they occur during the duration of the contract. The salary for this role includes an element of holiday pay in respect of statutory annual holiday

Pension

The School operate an Aviva Aptis pension Scheme whereby the employee contributes 5% and the employer 21%

Leisure Facilities

Subject always to the needs of pupils and School’s operations, staff are offered free access at stipulated times to the School’s sports facilities.

Confidentiality

The need for absolute confidentiality and discretion, both within Highgate and the wider community, must be understood.

Dress Code

Teachers and support staff are expected to set an example to pupils and should dress appropriately at all times.

Smoking

Smoking, including vaping, is not allowed on or immediately outside any School premises (the footprint of the buildings and the grounds) or in areas where smoking might be seen by parents or pupils during working hours.

Health and Safety

Highgate takes its obligations under the Health & Safety at Work Act seriously and the post holder will be required to comply with all aspects of Highgate’s Health and Safety Policy, particularly in relation to safe working practices.  All staff must keep up to date with Highgate’s Health and Safety Policies which are regularly updated and posted on the Staff Intranet.

Equality and Diversity

Highgate is committed to being an equal opportunities employer. To enable us to make any reasonable adjustments please let us know at application stage if you have any special requirements.


Working at Highgate

A culture of community, kindness and belonging

Highgate is a caring, open-minded community, where we promote kindness, empathy and friendship. Everyone who works and studies with us deserves to feel they are part of a welcoming environment that enables them to be themselves and to thrive as individuals.

Our community extends beyond the school, through partnerships, charity work and our commitment to equality, inclusion and sustainability. All members of our school community are encouraged to look outwards and play an active role.

In a recent ISI inspection (Dec 2021), it was noted that “Pupils show exceptional respect for, and appreciate diversity within the school and wider community, and their own and other cultures, demonstrating sensitivity and tolerance to those from different backgrounds and traditions.”

Staff wellbeing

Highgate is committed to staff wellbeing, which we promote by encouraging a strong work-life balance; trying our best to support flexible working requests; providing a nutritious complimentary lunch in the dining hall; and offering access to sporting facilities including our recently renovated swimming pool.

The Staff Wellbeing Committee, with representatives across the School, meets regularly to drive forward initiatives, and a selection of staff have been trained as Mental-Health First Aiders.

We encourage an open culture throughout our school, with regular staff surveys, action committees and opportunities to feedback. We strive for continual learning and improvement, and staff training and development is paramount. There are opportunities to participate in the wider life of our school, such as taking part in trips or societies and getting involved in partnership projects.

More details about working at Highgate can be found here:

Work with us    Aims + Ethos


Charitable work and sustainability

As an independent school, we want to use our position as a charity effectively: to make high-quality education accessible to as many children as possible – through our bursary programme at Highgate and through our work with local state schools. We have partnerships with over 60 state schools across 7 London boroughs, and we are the principal educational sponsor for London Academy of Excellence, Tottenham – an academically-selective state sixth form in a community where such opportunities are lacking.

Alongside this, our staff and pupils undertake charitable activities throughout the year. These range from staff giving up their time to neighbourhood schools and charitable organisations, focused fundraising campaigns, to pupils undertaking community work in the local area or further afield.

As a school, we have a central role to play in educating our pupils, staff and parents about the importance of environmental sustainability. We are taking positive action to adapt our operational performance to tackle the negative effects of climate change. We encourage all our staff to reflect upon their personal and professional practices, to support our environmental agenda and to make positive changes wherever possible.

Application procedure

  • Closing Date: 28th July 2023
  • Timing of interviews: ASAP

Contact:  Recruitment Team are happy to answer any questions about this post.

Early Application: Applications will be considered ‘as and when’ received and we may close the vacancy if we appoint before the closing date.

Apply here

Inclusion

We know that more diverse teams are stronger teams, and that the more inclusive we are, the more our staff and pupils will feel a sense of belonging and will thrive. To enable us to make reasonable adjustments, please let us know of any disabilities (including neuro-divergence) when you submit your application.

Safeguarding

As this role will have regular unsupervised contact with children you must, if appointed, comply with Highgate’s Safeguarding Policy and Staff Code of Conduct. If in the course of carrying out the duties of the post the post holder becomes aware of any actual or potential risks to the safety and welfare of our pupils, these concerns must be reported immediately in accordance with the Safeguarding Policy.  If whilst in the post, Highgate becomes aware of any safeguarding concerns to staff, pupils or the community; these will need to be followed up in line with the safeguarding policy and code of conduct which is underpinned by KCSE and other legislation. These concerns may need to be shared with other agencies.  A copy of these policies will accompany all offers of employment. Training will also be provided to all staff to support Safeguarding practice.

Please read before you apply

Highgate is committed to the safeguarding and welfare of children and applicants must be willing to undergo child protection screening appropriate to this post, including checks with past employers, the Disclosure and Barring Service and overseas police check if necessary. Candidates from overseas must provide information about their past conduct, for example, by providing documents issued by overseas teaching authorities.

Please note that this role is ‘exempt’ from the Rehabilitation of Offenders Act 1974 and therefore, you are required to declare any convictions, cautions, reprimands and final warnings that are not ‘protected’ (i.e. filtered out) as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013). Shortlisted candidates will be asked to provide details of all unspent convictions and those that would not be filtered, prior to the date of the interview.

In accordance with the latest guidance from KCSIE, we shall be conducting online searches on any candidates who are shortlisted.

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