17/09/2019
The College Registry team is responsible for the collection, processing and management of the College’s core data, including programmes, enrolment, examinations, funding and achievements. The Exams Officer plays a crucial role within the team, liaising with many different examining bodies and therefore the ability to understand and execute regulations is crucial to success in this post.
The post holder will be responsible for aspects of data processing for examinations and achievements, ensuring high standards of data accuracy and that deadlines are met. Good interpersonal and telephone communication skills are essential, ensuring excellent customer service standards are experienced by all. Other qualities sought are accuracy, excellent organisation skills, the ability to work under pressure and tact in dealing with colleagues and students. The post is responsible to the Head of Exams.
Duties and Responsibilities
1. Setting up MIS system each academic year to process the following:
Basedata.
Tracking students’ progress and achievement, using electronic and paper based
systems for:
Registration to Awarding Bodies.
Uploading of registration numbers back to the MIS system.
Proxy claims or test entries and achievement.
Portfolio progress.
Entry for portfolio moderation and achievement.
Unit achievements.
2. Dealing with all telephone enquiries.
3. Making arrangements for the receipt of examination entries and for submission of
entries to the appropriate examining body (including payment of fees).
4. Invoicing employers/managing agents for examination fees.
5. Arranging College examination accommodation and timetables and informing
students and staff of these.
6. Liaise with IT and Estates regarding examinations.
7. Booking exam rooms via the central timetabling system, resolving clashes in
accordance with Awarding Bodies regulations.
8. Arranging invigilation support / training and raising contracts for invigilators with
payroll.
9. Ordering and distributing the correct examination papers and appropriate stationary
for examination days.
10. Ensuring that examination scripts are dispatched immediately after completion of
each examination day.
11. Organising the dispatch of results and certificates to candidates.
12. Liaise with all staff regarding registrations, entries and results data.
13. Administer and organise, online test both on college campuses and off site (e.g.
employers).
14. Organisation and co-ordination of arrangements for candidates with Access
Arrangements, in accordance with regulations.
15. Being present and available in College on the days when results are notified, and
distributing results to candidates.
16. Processing enquiries about results.
17. Supporting the development of process improvements and the use of technology to drive efficient and effective practices.
18. At certain times of the year, the post holder will be involved in other College duties,
including processing of enrolments.
The list of duties is not exhaustive but outlines the main features of the post at appointment and may vary as the job evolves without affecting the nature of the duties or the responsibility level. Full support and training will be given to the successful candidate.
Annual Leave
The College offers a generous annual leave entitlement to support staff, commencing with 25 days rising to 28 days after 5 years’ service, pro rata per annum plus 8 statutory days (Public & bank Holidays) and College closure days (all pro rata for part time posts).
Hours of Work
The post holder will be expected to work such hours as are necessary for the proper
performance of their duties and responsibilities, normally 37 hours per week.
Place of work
The principal place of work will be the College’s premises based at our Royal Leamington Spa Centre. However, the postholder may be required to work on either a temporary or an indefinite basis at any premises at which we may provide services.
Protection of Children and Young Persons
Any offers of appointment will be conditional and subject to a Disclosure and Barring Service (DBS) check, a certificate of good conduct if applicable, plus receipt of satisfactory employment references, Occupational Health clearance, an understanding of safeguarding and qualifications verification.
