Assistant Exams Manager

BACKGROUND

Founded in 1923 Canford School is set in 250 acres of inspirational parkland on the outskirts of Wimborne in Dorset, within easy reach of the M27 and M3.

The school, which currently has some 650 boys and girls aged 13-18, is amongst the country’s top co-educational boarding schools. Canford has established a commanding reputation built on its excellent academic achievement, breadth of education and a fresh lively approach.  Emphasis is placed on individual development through all the school has to offer.  Canford is ambitious for its pupils’ academic success and also provides excellent pastoral and welfare support. 

OVERALL PURPOSE

The Assistant Exams Manager will support and deputise for the Exams Manager with the organisation and administration of all aspects of external and internal examinations in accordance with the regulations laid down by the awarding bodies.  Effective communication with the Senior Management Team, Heads of Department, Teaching staff, pupils and parents is essential to ensuring the overall smooth running of all examinations.

KEY RESPONSIBILITIES

• To be aware of GCSE, GCE and Pre-U regulations and annual updates for all exam boards.
• Responsible for timetabling and preparation for all Internal Exams in conjunction with the Academic Heads of Lower & Upper schools and Academic Facilitator & Advisor
• Running the Internal exams, except for during the external exam period (this will be the responsibility of the Academic Facilitator & Advisor.)
• To assist with the post results procedures
• Prepare the advance preliminary timetable for public examinations taking place in June and resit series in November and January
• Booking of exam venues on Blue Runner.
• Updating and preparing exam cards for all pupils
• Liaison with HODS and IT/Sports Centre to utilise space for overflow venues
• Diarising key dates and deadlines throughout year
• Advise HODs of pre-release materials and monitor distribution
• Confirmation of exam grades to former pupils (OC’s) and employment agencies
• Inputting access arrangements for all boards and manual applications for CAIE access arrangements in conjunction with Support for Learning Department (SFL)
• Regular contact with Additional Educational Needs (AEN) pupils confirming their requirements for mocks and public exams
• Administer and run university admissions tests
• Checking and filing exam certificates in conjunction with Exams Manager
• Arranging and supervising isolation cover during the exam period.
• Ensuring exam stationery is current and ordering stock when required
• Organising food and beverage requirements for isolation pupils and liaising with Catering Dept
• Sorting exam papers, attendance registers for external exams.
• Assist Exams Manager in checking room/no/invigilation requirements prior to summer exam season
• Update of exam room files with new information and maintaining exam boxes are fully stocked throughout exam series
• Input of exam forecast grades online if required
• Assist with the setting up of exam venues ensuring that any Access Arrangement requirements are in place.  Update daily seating plans, communicate any changes and supervise the organisation of ID cards for daily exams
• Attend the start of GCSE exams to ensure pupils are present and assist with any operational issues
• Operate as the “roving invigilator” during public exams ensuring individuals and satellite rooms are checked and rest breaks covered
• Assist with the delivery/collection of exam scripts, invigilation information, special requirements, chase up no-shows, starting instructions etc in conjunction with the Exams Manager.
• Attendance on results days and provide assistance to Exams Manager during Summer Holiday to manage any result reviews or appeals.
• General filing and office management
• Learn the exam administration for contingency planning

ADDITIONAL RESPONSIBILITES

• Collate information for annual invigilation training and organise the programme, help deliver it where possible
• Monitor hours and arrange payment of external invigilators, forwarding pay claims to the Bursary.
• Over time, oversee responsibilities of the Exams Manager, learn and understand the processes for external exams from entries, preparation of timetables and all arrangements, through to publishing results and dealing with post result services etc.
• Supporting the Exams Manager with correspondence to parents

KNOWLEDGE / EXPERIENCE

• Must have excellent administrative and organisational skills.
• Must be IT literate and able to use the Exams module on the school management system (Isams)
• Good written and verbal communications skills with the ability to relate well to school staff, pupils and parents/carers.
• Capability to take on responsibility and ownership
• Be able to work accurately and to deadlines
• Be able to work effectively under pressure
• Be able to maintain confidentiality 

The hours of work will vary term-to-term in order to meet the demands of the Exam periods. Candidates will need to have some flexibility around working hours, particularly during peak exam periods and results.

“Canford School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment”

All successful job applicants are required to undergo child protection screening.