Job Description

Assistant Exams Officer

Newcastle upon Tyne Royal Grammar School

Required as soon as available

THE POSITION

We have a rare opportunity for someone to join us as our Assistant Exams Officer. Working under the Exams Officer (a highly experienced senior teacher) this is a critical role in this high-achieving school.

As our Assistant Exams Officer, you will be responsible for the administration associated with both the internal and external exams process. You will ensure that the exams systems run smoothly and that our students are awarded the grades they have achieved.

RGS is a vibrant school, and you will need to be able to work flexibly and show a good use of initiative. Experience of working in a school is desirable but not essential.

THE SCHOOL

In 1525, the Mayor of Newcastle, Thomas Horsley, wrote his will, in which he generously gifted his estate to fund a grammar school. Five centuries later, Horsley's vision lives on in the Royal Grammar School Newcastle's corridors and classrooms, and his philanthropic spirit drives the RGS's commitment to education.

Few schools can claim a 500-year history. Over the years, the RGS, has continued to flourish as the premier independent school in the North East of England and as one of the country's leading schools - consistently topping the regional table for academic excellence.

Today, RGS is a fully co-educational school with over 1,300 students aged 7-18 (Years 3 to 13). Its academically selective places are highly sought after.?The school has more than 250 students in the Junior School, which shares the same outstanding site as the Senior School. Its Sixth Form is one of the largest in the independent sector, with more than 340 students.

While RGS prides itself on academic excellence, the school is also known for its emphasis on a holistic education. The school's 'There's More to Life' approach informs its holistic education, which is central to students' success, health and happiness.

RGS is based in the heart of Newcastle, immediately opposite Jesmond Metro station. The school occupies over 30 acres of land and has state-of-the-art facilities, including five brand new art studios, a new library, a modern Sixth Form Centre, a 25m swimming pool, two Sports Halls, a Performing Arts Centre, outdoor football/rugby pitches at Mooracres, an artificial turf pitch for hockey and the former County Cricket Ground.

Academic Success

RGS is a special place, known and respected throughout the whole country as well as the North East. It's a place where aspirations are high, results are outstanding, and opportunities are endless. Our students go on to study highly selective courses at the most sought-after universities but also leave the school realising that life outside the classroom has been equally beneficial.

In 2023, RGS was named the overall national 'Independent School of the Year' by The Telegraph Group's Independent School Parent Awards. The school was again named North East Independent Secondary School of the Year for Academic Excellence 2025 by The Sunday Times' Parent Power Schools Guide. Most recently, the school was named Independent Senior School of the Year at the TES Awards.

Academically, the school is highly selective. Students are assessed for entry at the key entry points (Y3, Y5, Y7, and a handful at Y9, plus Sixth Form). The biggest entry points are Y3 (60 students), Y7 (c.75 students) and Y12 (c.45 students). Beyond the academics, in Junior School (Y3-6), entry is assessed through activity days, whilst at Y7, students are assessed through online tests and an interaction day. Sixth Form entry is through interview only.

Students sit baseline tests in Y7, Y10, and Y12 - the average GLA CAT score for both the current Y7 and Y12 is 117. We have several students who have the assistance of our dedicated Learning Support Team, which works across Junior and Senior School.

Co-curricular Activities

At RGS, students can choose from over 170 co-curricular activities, ranging from music, drama, and sports to unique options like e-sports and knitting. All students are encouraged to discover what excites and inspires them.

Sport is also a central part of life at RGS, with students actively participating in a variety of activities including hockey, cricket, and basketball, from early morning until late afternoon. RGS views sport as a fundamental vehicle for students to develop lifelong skills, character, resilience - and, above all, a love for daily movement.

While it may seem tricky to balance schoolwork with so many exciting co-curricular and sporting activities, RGS has found that students actively engaged outside the classroom often perform even better academically. Both programs are designed to help students develop essential life skills, from self-awareness to decision-making and self-organisation.

Pastoral Care

We understand that all of our students are unique and different, and we strive to treat them as individuals, aiming to tailor our care to meet their needs.

That is why pastoral care is another critical cornerstone of RGS's holistic approach. Student well-being is embedded throughout school life, from a dedicated Form Teacher and an allocated Tutor to easy access to the school Medical Team and counsellors who work together to help students reach their full potential.

MAIN DUTIES AND RESPONSIBILITIES

Reporting to the Deputy Head Academic, the Assistant Exam Officer's responsibilities will include but are not limited to:

Provide administrative support to the Exams Officer for all aspects of the examination process, for public examinations. Provide administrative support to the Exams Officer for Year 11 GCSE and Year 13 A- Level mock examinations. Processing and submitting examination entries. Organisation of all public examinations and GCSE & A-Level mock examinations. Checking and certifying invoices for examination fees. Working with the Learning Support Department and the Access Arrangements Coordinator in planning arrangements for access to exams for students with specific requirements. Co-ordinating special consideration requests and making applications to exam boards. Managing the safe receipt, secure storage, distribution and posting of exam papers in line with regulations. Administration of results and post results enquiries. In the absence of the Exams Officer starting and finishing exams in line with regulations; managing invigilators and being first point of contact for any issues arising from exams. Annual review and update of all examination related policies and procedures in line with regulations.
Coordinate a team of seasonal exam Invigilators with duties including but not limited to:

Drafting and issuing rotas to the invigilation team prior to exam periods Manage changes within the rota to ensure full coverage in line with exam board requirements Coordinating team training and briefing events Providing accurate and timely information to the HR Team regarding exam periods, rotas and team changes enabling them to issue contracts and complete safer recruitment checks prior to the start of each exams period. Supporting the recruitment for new Exam Invigilators as and when required. Willingness to network with the Exams Officer community in the region and nationally, attending meetings offsite as appropriate

QUALIFICATIONS/TRAINING/KNOWLEDGE/SKILLS

Crucially, the right individual will be willing to learn, be enthusiastic and make the job their own in a way that ensures an efficient and effective service is delivered at all times.

Qualifications & Experience

Desirable

Previous experience in a similar role A background of administration, preferably, although not essential in education. Experience of working effectively as part of a team and independently. Experience in coordinating a team. Experience of using School Management Systems (i.e. iSams)

Skills & Attributes

Essential

A critical eye for detail and the minutiae in processes. The ability to multi-task and work to achieve tight and ever-changing deadlines and to always remain professional. Be a self-motivator, problem solver and be able to use initiative in the role to overcome challenges. The ability to prioritise activities and produce accurate work to tight timescales. Excellent inter-personal skills, including the ability to present information clearly and communicate in an effective manner with staff, students, parents and external agencies such as examination boards. Understanding the need for handling personal data in confidence and for tight security with regard to examination papers and scripts. Awareness of confidentiality, legal compliance, and safeguarding responsibilities within an educational setting. Excellent IT skills including Microsoft Word and Excel as well as experience of using a database. A willingness to be flexible and adapt to changing circumstances and demands both in the short term (such as during public examination periods) and longer term (for example, to deal with any changes in arrangements for examinations)

Personal Qualities

Friendly, approachable and honest. Flexible approach to work. Commitment to continued learning, taking responsibility for own CPD. A positive, proactive and forward-thinking manner, with a 'can do' attitude. A commitment to supporting the successful education and development of young people in an independent school.

MAIN TERMS AND CONDITIONS

The start date for this role will be as soon as possible following completion of the School's Safer Recruitment checks. The post will report to the Deputy Head Academic and sit within the School Operational Team. The postholder will also work closely with, and take direction from, the Exams Officer. This is a permanent role with the school and the successful candidate will be employed on a term time only contract plus 15 additional days. It is expected that 10 days will be worked during GCSE and A-Level results weeks and other exam administration as agreed with the line manager. The remaining 4 days will be retained for staff days throughout the year. Further details regarding staff days will be shared with the successful applicant. The successful candidate will also be expected to work the mandatory safeguarding training day in September each year, which is compulsory for all staff. Payment for this day has been incorporated into the annual salary. The successful candidate may also be required to work limited special events in school (e.g. RGS Day) with advance notice being given by the school. The normal core working hours for the role will be 37.5 hours per week, 8.30am - 4.30pm (7.5 hours per day) unless the Assistant Exams Officer is involved in any specific role related duties which may occur outside of the normal working hours during peak exams periods. The successful candidate will need to work flexibly to meet the requirements of the role, working longer hours during peak examination periods and taking time off in lieu in quieter periods. The salary will be circa 33k gross per annum (Full Time Equivalent), circa 28k pro rata gross per annum for term time only +15 days. RGS staff salaries are reviewed on 1st August each year. Holidays - Aside for the additional 15 days to be worked outside of term time, the successful candidate will be entitled to normal RGS school holidays with pay. As this is a term time only role, holidays during term time are not permitted. The employee will be required to comply with a range of RGS policies, in particular, those regarding Data protection, use of ICT facilities, Child Protection, Staff Code and Health and Safety, a copy of which will be made available.

WHAT WE OFFER

During term-time, staff are provided with a free lunch, if on site. For non-teaching staff we offer a support staff pension scheme, The Aviva Pension Trust for Independent Schools (APTIS). On receipt of a 6% employee contribution the school makes an employer contribution of 10%. There is also the option of a 3% employee and 5% employer contribution if preferred. This scheme is administered via Salary Exchange (also known as Salary Sacrifice) for those who are eligible. You can opt out of the Salary Exchange arrangement whilst remaining in the pension scheme. Further details of the scheme and salary exchange will be provided on appointment. Membership to life assurance scheme through Aviva which pays out 5x annual salary in the event of death in service. The employee will become eligible for sick pay under the RGS Support Staff Sick Pay Scheme after a qualifying period. Details of the scheme will be provided on appointment. The school offers an optional healthcare plan for all staff which includes optical, dental and physio cover, access to telephone GP consultations and a host of other benefits (terms and conditions apply). Further information will be available to the employee once in post. As with all RGS employees, the employee will be encouraged to become involved in the wider life of the RGS community. It is the school's policy is to allow all eligible members of staff to educate their children at the school at concessionary rates, subject to their children meeting the academic entry requirements and subject to a place being available.

Other excellent benefits available- please see our job information pack for more information.

HOW TO APPLY

Candidates are advised to read the 'Information for Applicants' with particular care before applying.

Enquiries about this post should be made in the first instance to Chris Quayle (Deputy Head Academic) in the first instance. For an informal chat about the post, contact Chris Quayle on 0191 281 5711.

Please note that during the school holidays our response time may be slower, but we will endeavour to respond to your query as soon as possible.

Please visit www.rgs.newcastle.sch.uk/join-us/work-with-us to access our application form and further information for applicants.

To apply for this post please submit the following to jobs@rgs.newcastle.sch.uk.

1. A covering letter and

2. A fully completed RGS application form

.

Note: You must complete the application form, even if you want to also attach a CV.

The closing date for this post is 9.00am Tuesday 26th August 2025

Safeguarding and Safer Recruitment

RGS is committed to the safeguarding of children and promoting the welfare of children and young people and expects all staff, volunteers and those working in school to share this commitment. The school applies the Government's Keeping Children Safe in Education Safer Recruitment procedures to all candidates including appropriate pre-interview checks on shortlisted candidates and pre-employment checks pending any offer. More information regarding the checks can be found in our Information for Applicants here, and 'Keeping Children Safe in Education' (September 2024)

Job Types: Full-time, Permanent

Pay: 28,000.00-33,000.00 per year

Benefits:

Canteen Company events Company pension Cycle to work scheme Discounted or free food Employee discount Enhanced maternity leave Free flu jabs Free or subsidised travel Health & wellbeing programme On-site gym Sick pay
Schedule:

Monday to Friday
Work Location: In person