Job Description

Core Purpose

To be the front line interface between all staff and students for the smooth running and administration of all examinations. To ensure that all aspects of the day to day organisation of the examination boards requirements are fully complied with to enable the centre to maintain its examination status. To be responsible for the timetable of a wide range of examinations. To be responsible for the development and maintenance of the school's examination and assessment database. To work with the Student Services Manager in the detailed day to day administration of all matters relating to the preparation, planning execution and conclusion of internal/external examinations and data collection/entry for assessment.

Manage and organise cover for absent teaching and non teaching staff across the whole school. Organise and provide induction support for supply staff. Ensure that safeguarding requirements and other relevant regulations are in place and adhered to and shared with HR/Admin.

Core Responsibilities Exams

Operational Responsibilities

To be familiar with the Exam Board, JCQ regulations and remain updated on changing regulations. To liaise with teaching staff on student choice of entry to internal and public examinations. To liaise with Examination Boards in respect of the administration of entries, coursework requirements, the conduct of examinations and examination results. To ensure that Examination Boards/authorities are made aware of any special requirements for students/school and that appropriate provision is made. To be responsible for the safekeeping and confidentiality of exam papers and completed examination work. To ensure the accuracy of information provided to Exam Boards for examination entries, ensuring that students are aware of the Exam Boards requirements regarding their conduct whilst sitting examinations. To ensure that students and parents understand the procedure in respect of appeals and results enquiries. To seek to find suitable solutions to issues/problems raised by teachers, students/parents relating to examinations. Provide statistical information regarding examination entries/results as required, including analysis where necessary. Ensure that effective communication procedures are in place with students, parents, SALT and teaching staff in respect of examinations. To take an active part in professional development training to ensure that any gaps in knowledge are addressed. To identify any recommendations for improvements or modifications in the examination system and accompanying procedures. To assist in overseeing internal and external examinations and to give advice as required regarding JCQ regulations to curriculum leaders and invigilators during the exams cycle. To communicate effectively with Curriculum Leaders, SENCo and EAL coordinators regarding external and internal examinations. To ensure that accurate entries are made to the examining boards in time for the deadlines of the exams cycle. To be familiar with necessary IT software relevant to the post. To undertake all necessary duties to ensure the efficient administration of internal and external examinations. To be responsible for day to day supervision of clerical support and invigilators for exams, in respect of exams administration. To undertake any other administrative tasks appropriate to grade, as delegated by the Student Services Manager, including word-processing, data entry, filing, telephone, first aid and reception duties. To work collaboratively across all administrative teams
Specific Duties

To communicate effectively with Curriculum Leaders, SENCO and the EAL coordinator regarding external and internal examinations. Such communication to include:

Keeping a record of all incoming documents and information which is passed on to the Curriculum Leaders and ensuring that all documents, information and instructions are accurately recorded, dated and signed for. To distribute class lists and 'marksheets' in order to make accurate candidate entries, keeping a record of all communications. To check information received and to question any discrepancies, liaising with the relevant member of staff to resolve issues
To make accurate entries to the examining boards in time for the deadlines of the exams cycle (using the school's examinations software, Sims Exams Organiser). The process to include:

Collecting accurate lists of examination candidates Allocating candidate numbers. Completion of estimated entries for examinations. Dealing with amendments, late entries & withdrawals, logging & sharing this information with the Student Services Manager where relevant. Distributing entry notification to students
Exam Invigilation

Responsible for managing a team of competent & suitable exam invigilators:

Recruit and maintain a team in accordance with agreed HR policies & procedures. Day-to-day management - Scheduling team to take account of availability, balance and regulations. Monitor the quality of invigilators by visiting exam rooms on a regular basis in order to ensure that our students undertake their exams in an appropriate environment of calm and regulation. Take appropriate line management action where invigilator performance is unsatisfactory. Line management and 'Senior Invigilator' point of call for Invigilators' queries Manage the timesheets of invigilators, ensuring accuracy and timely submission for payment.
To administer internal and external examinations:

To check incoming exam papers against entries submitted and store all materials from the examining boards in secure conditions in order to conform to exam board regulations To make arrangements for the exams: liaising with appropriate staff with regards to rooming arrangements/desks/impact on the school day To ensure that all the necessary stationery and associated materials are available for examination days To prepare exam papers & stationery a day ahead of forthcoming examinations To be responsible for the dispatch of exam scripts during the examinations season To oversee the use of candidate cards/seating plans/registers during exams to ensure that Invigilators are aware of the requirements To make the necessary arrangements in order that absent candidates are contacted where possible To ensure that Invigilators are aware of candidates who are entitled to Exam 'Access' arrangements and that appropriate procedures are followed To work towards defusing potentially volatile situations and to refer any instances of malpractice to the Student Services Manager or designated Senior Leadership Team member. Organise and administer the collation and distribution of results in conjunction with the Deputy Head of Curriculum To down-load and collate examination results and other assessment data for staff analysis and for student files To assist with the collation and distribution of individual pupil results and the preparation of examination results booklets in the summer holidays Assist the Data Officer with Assessment Manager for school reports and target setting cycles.

Core Responsibilities Cover

To manage the work of the cover supervisors to ensure lessons for absent teachers are covered throughout the school day (including the provision of individual timetables and class lists/student photographs), answering queries, authorising timesheets and adding all supply costs to Approval Max To organise cover for absent teaching staff using Arbor, including engaging external supply staff when necessary to ensure sufficient classroom staffing. This will include authorising agency invoices and completing on-line agency timesheets To maintain a teaching supply list, including sourcing new staff, to ensure sufficient quality staff are available when required. To monitor the 'report' systems for absences of teaching staff ( absence request forms) on a daily basis and the diary of events, planning cover in advance, wherever possible, to ensure sufficient cover is enlisted. To manage the cover rota (teaching staff) to ensure that 'extra' cover duties for absent colleagues are apportioned fairly across all teaching staff. To take a primary role in the recording and notifications of records regarding unplanned and planned absence. Recording all absence on the Schools Management Information System (Arbor) and producing reports on absence for school management and governance To be responsible for emergency cover throughout the day including room changes if required. To make decisions regarding the most appropriate person to cover particular absences. On a daily basis to liaise with the Deputy Head Curriculum to ensure communications with the senior leadership team on matters regarding cover, allowing the curriculum needs to be met. Add agency staff to SCR on a daily basis.

Person specification

The post holder must be well-organised, able to work under pressure, show meticulous attention to detail and enjoy working with young people. Good communication skills and time management are essential. Excellent IT skills, particularly Microsoft Excel, and the ability to produce highly accurate data reports are crucial. The skill to analyse and access information and data to work out complex cover arrangements is vital.

The post holder must be a team player and able to establish effective working relationships with students, department staff, leadership team, support staff and outside agencies.

Responsible to:

Deputy Head

Salary Range:

SO1 (term time plus 2 weeks)

Start Date:

September 2025

Skills and qualifications:

Educated to A'Level standard and/or 3 years relevant experience Evidence of working in a busy administrative environment. Experience of working in a school or similar establishment. Experience of making contact and dealing with external agencies. Ability to build and form good relationships with students, colleagues and external agencies Ability to work constructively as part of a team, understanding school roles and responsibilities including own Able to lead, develop and motivate a team of staff, delegating duties as required Working knowledge of relevant policies, procedures, codes of practice, and awareness of relevant legislation e.g. safeguarding. Ability to improve own practice/knowledge through self-evaluation and learning from others Verbal and written communication skills appropriate to the need to communicate effectively with colleagues, students and other professionals Good standard of numeracy and literacy skills Ability to proficiently use office computer software including word-processing, spreadsheet, database and internet systems Ability to absorb, understand and disseminate a wide range of information and deal with confidential issues appropriately Ability to effectively maintain records and systems

Normal working Hours: 7:00am - 3:00pm

Early application is encouraged as we are hoping to interview and appoint as soon as possible. School 21 reserves the right to close applications early and make an appointment at any stage.

School 21, a 4 to 18 school with a growing reputation for innovation and impact, is an exciting place in which to grow and develop.

We are looking for an excellent administrator to lead on internal and external examination procedures, from submitting entries to communicating results.

Managing and organising cover for absent staff both teaching and non-teaching. Organising and providing induction and support for supply staff both teaching and non-teaching.

To support the Student Services Manager to provide face to face, online, telephone and administrative support for students, parents, staff and visitors.

Knowledge of both Microsoft and Google software packages. Experience of Social Media and websites. Specific knowledge of School MIS systems, preferably Arbor, would be an advantage.

Excellent oral and written communication skills.

Excellent organisation and administrative skills and the ability to multitask

The post holder must be a strong team player and be able to establish effective working relationships with other team members, students, parents, leaders, support staff and outside agencies.

ABOUT SCHOOL 21:

4 to 18 mixed, inclusive school in the heart of Stratford, Newham Cutting edge pedagogy and curriculum We have plans to set up two new schools in close proximity to School 21 which will give staff more opportunities to grow and develop
For more information please see the job description, or visit www.school21.org.uk or e-mail Sakshi Saxena at careers@school21.org.uk.

To apply: Please visit the careers pages at

www.school21.org.uk_

and complete an online application form.

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School 21 is an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

Job Types: Full-time, Permanent

Pay: 35,467.33-36,574.27 per year

Work Location: In person