Deputy Examination Officer

We are seeking an efficient and well organised Deputy Exams Officer to support the planning, organisation, and delivery of all public examinations.,

• Oversee the planning, organisation, and delivery of all public examinations in line with JCQ and CAIE guidelines and the College's own instructions and safeguarding policies. To support upholding the integrity of the examination process.
• Assist with the recruitment, training, and supervision of a team of invigilators, ensuring they uphold examination regulations and procedures;
• Work closely with Heads of Departments, including the Head of Academic Support, and stakeholders across the school to ensure examinations, both public and internal, run smoothly;
• Manage all post-examination processes from receiving and distributing results and certificates to special consideration requests.
Principle Duties Preparation for the summer examination season in accordance with for Year 11 and Sixth Form pupils, including:
• Preparation of the draft examination timetable in October once dates have been released by the boards;
• Driving the process of candidate exam entry, liaising with Heads of Department and Housemasters/Housemistresses. The uploading of this data to our MIS ( iSAMS) and entries with boards via A2C;
• Contribute to the development and review of examination relating policies;
• In collaboration with the Director of Examinations, ensuring venues are booked and suitable rooming is available for all candidates, along with desk ,chair and clock requests; liaising with the Works department as needed;
• In collaboration with the Director of Examinations, recruit, train and manage a team of invigilators;
• Producing seating plans for all public examinations, liaising closely with the Head of Academic Support to ensure access arrangements are in place for all candidates and appropriate equipment is ordered as required;
• Producing and distributing examination timetables for pupils;
• Liaison with HoD MFL regarding invigilator/chaperone needs for language orals; liaison with relevant staff re booking of exam hall and rooms needed for listening exams;
• Submission of non-examination assessment (NEA) marks to examination boards.
During examinations:
• Receive examination materials and, with the Director of Examinations, ensure these are logged and stored in accordance with JCQ requirements;
• Oversee the day-to-day running of the examination venues, as directed by the Director of Examinations, and take responsibility for the packaging and sending of secure materials to the boards;
• Manage the team of invigilators in the examination locations, as directed by the Director of Examinations;
• Maintain accurate and detailed records of illness and/or absence during the examination period and submitting requests for special consideration to boards as required;
• Ensure examination stationary boxes are suitably stocked and equipped for each AM and PM session as required;
• Arranging regular and ad hoc exam paper collections with Parcel Force/collection services.
Post Examinations:
• Assisting the Director of Examinations 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 etc;
• Logging and distributing non-examination assessment work returned by exam boards to relevant departments;
• Receiving and checking all examination certificates, collating in envelopes and making arrangements for them to be distributed to current and former pupils;
• Archiving exam certificates from previous year; making returns to awarding bodies when required.
Other duties:
• Preparation for I/GCSE and A level Trial examinations, including: timetabling; liaison with relevant staff regarding booking of examination venues needed; creating seating plans and liaison with porters and IT re: setup; arranging transport of papers to exam hall; preparing day files and checking all exam papers have been received from departments; production of new candidate cards;
• Overseeing the day-to-day running of the I/GCSE mocks, Year 13 Practice Tests, University Admissions Tests, Speaking Tests, November Exam Seasons;
• Producing updated post-results forms for reviews of results and script returns;
• Assisting the Deputy Head: Academic 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
• Checking and authorising exam board invoices and refunds following post-results;
• Help to organise and run any other exams e.g.: pre-tests, internal exams;
• Carrying out all duties in accordance with safeguarding protocols and procedures.
• Any other reasonable administrative duties as requested by the Deputy Head: Academic, members of the SLT and Director of Examinations.
Other Duties
• Preparation for I/GCSE and A level Trial examinations, including: timetabling; liaison with relevant staff regarding booking of examination venues needed; creating seating plans and liaison with porters and IT re: setup; arranging transport of papers to exam hall; preparing day files and checking all exam papers have been received from departments; production of new candidate cards;
• Overseeing the day-to-day running of the I/GCSE mocks, Year 13 Practice Tests, University Admissions Tests, Speaking Tests, November Exam Seasons;
• Producing updated post-results forms for reviews of results and script returns;
• Assisting the Deputy Head: Academic 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
• Checking and authorising exam board invoices and refunds following post-results;
Help to organise and run any other exams e.g.: pre-tests, internal exams;
• Carrying out all duties in accordance with safeguarding protocols and procedures.
• Any other reasonable administrative duties as requested by the Deputy Head: Academic, members of the SLT and Director of Examinations.
Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. No job description can fully cover all aspects of the role and consequently the duties and responsibilities are likely to evolve and change over time. This description gives an overall view of the position.

Essential
• Excellent organisational and administrative abilities
• Highly literate with strong verbal and written communication skills
• Competent IT skills and proficient use of technology including of excel, word and office 365
• Excellent attention to detail
• Supervisory experience
Desirable
• Previous Exam Officer/admin experience in a school environment
• Experience of using Isams/other school MIS, Reliable and honest
• Be a supportive team player
• Be flexible and willing to take on additional tasks related to the daily challenges of a busy school environment
Have a firm commitment to the safeguarding principles and practices within a pupil focused environment.
• Capacity to prioritise work and meet targets and deadlines
• Resilient and able to remain calm and measured under pressure.
• A holistic approach to equality, diversity and inclusion across the College community
Terms and Conditions Role: Term time only including Inset days plus 3 weeks working from mid August starting the week of the A level results onwards (total 37 weeks per year)

Epsom College is an inspiring place to work, renowned for delivering an excellent all-round education to 1,100 girls and boys aged 11-18. We are proud to have been judged 'Independent School of the Year 2023' and named by The Sunday Times as the "UK's Most Improved School" in its 2024 Parent Power league tables. The College has grown significantly in the past six years, with pupil numbers rising 38% as the result of the opening of our Lower School in 2016, and strong growth throughout the rest of the College. We admit pupils into Years 7, 9, and 12, with an average of five applicants for every space. Epsom is a happy school. The College values of kindness, ambition and integrity are at the heart of all that we do. Almost all our pupils remain with us for their A-levels, and staff retention is equally strong. Around 60% of staff live onsite, which lends the College a sense of community and togetherness. From 8am until 6pm, our 72-acre campus is alive with learning; academic lessons also take place on Saturday mornings meaning that pupils have time each day to learn and develop outside the classroom. Our co-curricular programme - which features a vast array of clubs, societies and activities each week - is award-winning (picking up the 'Best of the Best' accolade from The Week for six consecutive years); our CCF is one of the largest in the UK; and our Duke of Edinburgh programme currently has over 100 pupils completing their Gold or Silver award. In addition, our timetable features wellbeing lessons, an award-winning Personal Social Development offering, and an hour each week for volunteering in the community. Last year Epsom pupils gave 8,500 hours of their time to help local charities, schools, and community groups. When pupils aren't busy with all of the above, they can relax and catch up with friends in their House. We have 13 single-sex Houses for all our pupils from Year 9 upwards (whether they are day pupils or boarders). This combination of single sex accommodation within a co-ed environment provides pupils with the best of both worlds. The fact our Houses are physical buildings, where pupils can step through the door into a space that's entirely their own, is key to the success of our pastoral programme. The Carnegie Centre for Excellence in Mental Health in Schools honoured us with their Gold Award - making us one of just four UK boarding school to receive their top accolade - and in 2023 we were judged Independent School of the Year for Student Wellbeing. Our focus on delivering an all-round education that develops the whole child, is regularly celebrated. In the past four years, in both the TES and Independent School of the Year Awards, we have been a finalist in the categories of Boarding School of The Year, Co-Ed School of the Year, SLT of the Year, Creativity in Teaching, Student Wellbeing, Community Initiative, and Sporting Achievement. It is an exciting time to be joining the College, with Mark Lascelles taking up the Headship from September 2024. We hope that you will want to come and join the fantastic teachers and operational staff who work here.

Hours: 40 hours per week Monday - Friday with occasional evening work during peak exam periods. Flexibility during examination periods will be required. Core office hours are between 8am - 6pm. Salary: Salary based on the hours of working detailed above £26,620 per annum (FTE £33,510 pa), reviewed annually, and paid monthly in arrears on 25th of the month. Holidays: The holiday entitlement is 28 days holiday per annum inclusive of bank holidays increasing by 1 day per annum up to a maximum of 33 days per annum inclusive of bank holidays following 5 years continuous service and pro rated for part time/TTO working. Holiday entitlement has been included in the above salary. Pension: The College operates the Epsom College Automatic Enrolment Scheme. The Scheme is administered by the Pensions Trust. Eligibility is based on statutory criteria. If eligible, the Employee will be required to contribute a minimum of 5% of Basic Salary and the College will contribute 4% in compliance with current legislationEmployee Benefits Life Assurance: Members who are automatically enrolled or who choose to opt into the College Pension Scheme will be provided with life assurance cover at two x contractual annual basic salary at no cost to the employee; Health Care Plan: Private health care plan offered to staff subject to qualifying conditions; Employee assistance programme: this including free counselling service to employees and close family. School Fee Discount: Generous school fee discount available subject to qualifying conditions; Dining Facilities and Refreshments: Whilst at work a free meal and refreshments are available when the dining room is open; Health Fitness and Wellbeing: Free use of Fitness suite and swimming pool are available to staff at certain times; Cycle to Work: The College offers an interest free cycle to work loan subject to a qualifying conditions. Parking: Free car parking for staff is available on campus; Computer Loan: The College offers an interest free computer loan subject to a qualifying conditions.