Exams Officer at Queen Alexandra Charity
Queen Alexandra Charity · Birmingham, United Kingdom · Onsite
- Professional
- Office in Birmingham
We are looking for a calm, friendly, diligent professional to undertake our Exams Officer role, working within our Exams Team alongside one other Exams Officer and the Exams Administrator.
Key Responsibilities
- Promote the aims and ethos of the college both within the administrative environment and within the corporate life of the college.
- Work within the Exams Team with one other Exams Officer and an Exams Administrator.
- Liaise with teaching staff, management and awarding bodies
- Keep the lists of candidate enrolment numbers, unique candidate identifiers up to date.
- Obtain Unique Learner Numbers and previous qualification reports from the Learning Records Service for all new students
- Meet administrative deadlines set by awarding bodies.
- Register all candidates for accredited qualifications within the appropriate time scale.
- Record student learning aims accurately on to Databridge to feed into the Individual Learner Return.
- Download exam timetables for January and Summer exams. Confirm all the dates and deadlines to staff regarding entries, exam dates, deadlines for modified papers and access arrangements.
- Process exam entries within the entry window.
- Liaise with teaching staff to organise the completion of the forms for Access Arrangements.
- Organise supporting reports to be done by a qualified professional prior to applying for the arrangements and liaise with the professional to make sure they have all the information required.
- Check that Data Protection Notices have been completed by each student before submitting applications.
- Be responsible for applying for access arrangements for candidates on the JCQ secure site via the appropriate exam board once all documentation is complete.
- Check exams papers as soon as they arrive and be responsible for logging them and locking them securely in the exams safe. Follow protocols for removing papers and carrying out checks prior to opening.
- Liaise with JCQ Inspectors when they do spot checks on our secure arrangements and Access arrangement Process.
- Annually update all the JCQ documentation so that we are using the most current versions and keep up to date with any changes.
- Make all necessary arrangements for examinations, create schedules, book rooms, sort out appropriate staff to support students with access arrangements, make sure the relevant equipment is provided and invigilation staff have the correct paperwork.
- Manage the invigilation of examinations and ensure all necessary paperwork is sent to awarding bodies afterwards, including booking ad hoc secure collections.
- Arrange and supervise online assessments and externally assessed portfolio units.
- Liaise with Joint Council for Qualification Inspectors when they carry out inspections during the examinations.
- Train invigilators and provide annual update training.
- Assist with training LSAs who will be supporting students in exams and provide them with the guidance they need for the role (prompter, reader, scribe, practical assistant).
- Process BTEC, LEAP and Functional Skill Maths and English result claims once they have been signed off by the Internal Verifier.
- Distribute results from exams, assessments, etc to tutors and students. Create a statement of results for students.
- All achievements to be recorded on Databridge for our records and to feed into the ILR.
- Check and record all certificates and arrange for the distribution of these to the students.
- Process and record all scheme approval applications and maintain a list of all current approved programmes and their QCA codes.
- Search the internet for new specifications, standards & guidance as issued together with annually updating coursework documentation from awarding body websites.
- Regularly keep up to date with qualification funding changes.
- Manage users and provide accounts for staff on the secure exam websites for City and Guilds, Edexcel Pearson and OCR.
- Provide information for college quality assurance procedures as necessary.
- Undertake training relevant to the post and participate in college staff training and development activities.
- Perform such other duties consistent with the nature of the post as the Principal may from time to time decide.
- Appreciate and support the role of other professionals.
- Attend and participate in relevant meetings as required.
- Participate in training and other learning activities and performance development as required.
Other Duties
- Undertake any other duties not listed above that are commensurate with the role, as directed by the Exams Officer or Assistant Principal Quality & MIS.
The above list is not exhaustive, but is indicative of the general nature and level of responsibility of the work to be undertaken. The responsibilities and duties may vary from time to time without changing the nature of the post. The post holder will be expected to adopt a flexible approach to enable the efficient and effective running of the College.
Safeguarding Statement:
Queen Alexandra College is committed to safeguarding and promoting the welfare of young people and vulnerable adults and expects all staff and volunteers to share this commitment. Safeguarding is everyone's responsibility and all staff and volunteers are required to act in such a way that at all times safeguards the health and wellbeing of our students/clients. Successful applicants will be subject to an enhanced Disclosure and Barring Service (DBS) check and two employment references.
Skills, Knowledge and Expertise
Good numeracy and literacy skills
Experience of using IT systems
Knowledge of JCQ ICE instructions
Ability to relate well to young adults.
Good understanding of supporting young people with SEND.
Good organising, planning and prioritising skills.
Methodical with a good attention to detail.
Ability to work constructively as part of a team.
Ability to follow instructions, implement guidance and regulations.
Has a friendly yet professional and respectful approach which demonstrates support and shows mutual respect.
Communicates effectively and clearly with a wide range of teams and stakeholders
Takes responsibility and accountability.
Committed to the needs of the students, parents and other stakeholders and challenge barriers and blocks to providing an effective service.
Committed to enabling students to undertake exams and ensuring students are supported appropriately in line with Access Arrangements and JCQ ICE regulations
Acts with integrity, respect and fairness to ensure students are enabled and promote inclusion.
Ability to work using own initiative.
Experience of using IT systems
Knowledge of JCQ ICE instructions
Ability to relate well to young adults.
Good understanding of supporting young people with SEND.
Good organising, planning and prioritising skills.
Methodical with a good attention to detail.
Ability to work constructively as part of a team.
Ability to follow instructions, implement guidance and regulations.
Has a friendly yet professional and respectful approach which demonstrates support and shows mutual respect.
Communicates effectively and clearly with a wide range of teams and stakeholders
Takes responsibility and accountability.
Committed to the needs of the students, parents and other stakeholders and challenge barriers and blocks to providing an effective service.
Committed to enabling students to undertake exams and ensuring students are supported appropriately in line with Access Arrangements and JCQ ICE regulations
Acts with integrity, respect and fairness to ensure students are enabled and promote inclusion.
Ability to work using own initiative.
Why Work at Queen Alexandra Charity
Join our team at Queen Alexandra College!
Are you passionate about making a difference to the lives of students with special educational needs? Do you thrive in an inclusive and supportive academic environment? If so, we want YOU to join our team. QAC has just gone through an exciting rebrand, dealt with a period of swift growth and academic improvement and this is your opportunity to become part of a vibrant College that is moving forward and making a real difference to the lives and futures of our students.
The newly structured Queen Alexandra Charity Birmingham offers you the chance to have a positive impact as you join a committed group of colleagues in ensuring that all students achieve their aims and aspirations. We are dedicated to providing exceptional education and support to students with diverse learning needs and life experiences. Our specialist setting fosters an inclusive community where every student is valued, supported, and empowered to reach their full potential.
QAC offers a vibrant, varied and enriching educational experience for both residential and day students. Our curriculum aims to maximise adult life, independence and work opportunities for all students. Class sizes are designed to meet specific needs and support levels are high.
Joining our supportive team, you will have the opportunity to:
· Work closely with students with SEN to achieve their goals
· Make a difference to the educational experience of young people
· Be a voice for students and staff in specialist education
· Foster a positive and inclusive learning environment, promoting academic growth, self-development and self-confidence
· Develop your own skills, aspirations and progress your career.
Our benefits include;
Schedule 1 Benefits (reviewed annually and/or as appropriate)
Academic Year 2024/25
Academic Year 2024/25
- Access to on site car parking
- Use of QAC Fitness Centre (subject to opening hours)
- Cycle to Work Scheme (Salary Sacrifice)
- 24/7 Employee Assistance Programme Helpline (BHSF)
- Access to Education Support Free Helpline for Teachers & Education Staff
- QAC Mental Health First Aiders & activities to support health and wellbeing
- BHSF Benefits Package including Healthcare Plans, discounted shopping/services
- Annual Flu vaccination/voucher
- Access to other benefit/discount schemes (which may be subject to charge) e.g. Blue Light Card, TOTUM (NUS), Charity Worker Discounts, Discounts for Teachers
- Dell Advantage programme - a free programme that offers savings to students, parents and all staff at QAC - up to 20% off. https://www.dell.com/en-uk/lp/dell-advantage
- Health and Wellbeing Services (Occupational Health/Counselling)
- Free Tea/Coffee and Staff Room facilities
- Dining Room facilities with hot/cold food (free meal provided for those supporting students at mealtimes)
- Additional discretionary concessionary/closure days as part of leave entitlement (including closure over Christmas/New Year period)
- Reward and Recognition Policy – Living the Values Awards (team & individual) and long service
- Enhanced/Occupational paid leave e.g. maternity/paternity (subject to qualifying criteria)
- Occupational sick pay (based on length of service)
- On site wellbeing activities (e.g. yoga, meditation)
- Support for training/ CPD (either by way of study leave and/or funding)
- Flexible working arrangements including Flexible Working Policy Agreements, Time Off in Lieu (TOIL) in prior agreement with line manager.
This list is not exhaustive and may be subject to review and/or change.
We look forward to receiving your application and knowing more about your qualifications, skills,
personal qualities and experience that you would bring to the role and to QAC. Please take time to review the job description above.
Please upload a CV/Resume* with details of your full employment history (since leaving school,
including education, employment and voluntary work) including reasons for any gaps in
employment. This should also include a statement of the personal qualities and experience you
believe are relevant to your suitability for the post and how this meets the job description and
person specification requirements. Your CV/Resume* will be re-produced in a standard format by
the system (without personal identifiers) to assist us in our anonymised shortlisting process.
Under Section 7 of SVGA 2006 it is an offence to apply for the role if the applicant is barred from
engaging in regulated activity relevant to children. The College's Safeguarding Policies are
available here
As part of our commitment to safer recruitment, and in line with updated guidance published in
September 2022, we will carry out an online search of all shortlisted candidates. This search may
enable us to identify any incidents or issues that have happened, and publicly available for review online, which we may wish to explore with you in further detail during the interview process. As part of your application we have asked you to provide the account names, usernames and/or handles for any social media platform that you use, as well as the names of any websites that you own, post on, or contribute to. A Google search will also be conducted. These checks will only be conducted if you are shortlisted for interview. Please see our safer recruitment and selection policy for further information.
We look forward to receiving your application and knowing more about your qualifications, skills,
personal qualities and experience that you would bring to the role and to QAC. Please take time to review the job description above.
Please upload a CV/Resume* with details of your full employment history (since leaving school,
including education, employment and voluntary work) including reasons for any gaps in
employment. This should also include a statement of the personal qualities and experience you
believe are relevant to your suitability for the post and how this meets the job description and
person specification requirements. Your CV/Resume* will be re-produced in a standard format by
the system (without personal identifiers) to assist us in our anonymised shortlisting process.
Under Section 7 of SVGA 2006 it is an offence to apply for the role if the applicant is barred from
engaging in regulated activity relevant to children. The College's Safeguarding Policies are
available here
As part of our commitment to safer recruitment, and in line with updated guidance published in
September 2022, we will carry out an online search of all shortlisted candidates. This search may
enable us to identify any incidents or issues that have happened, and publicly available for review online, which we may wish to explore with you in further detail during the interview process. As part of your application we have asked you to provide the account names, usernames and/or handles for any social media platform that you use, as well as the names of any websites that you own, post on, or contribute to. A Google search will also be conducted. These checks will only be conducted if you are shortlisted for interview. Please see our safer recruitment and selection policy for further information.
