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External Examination Administration
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Manage the complete administration of external examinations, including IGCSE/GCSE, International AS & A Level, and other qualifications offered by the school.
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Ensure timely communication of all examination board updates to relevant stakeholders, including changes to syllabuses, examination administration, regulations, procedures, and requirements.
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Maintain current knowledge of regulations, procedures, deadlines and requirements issued by relevant awarding bodies, including Cambridge International and Pearson Edexcel.
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Act as the school's primary administrative point of contact with examination boards and relevant examination authorities.
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Register candidates accurately and submit examination entries, amendments, withdrawals and other candidate information within published deadlines.
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Verify candidate's personal details, subjects, examination codes and entry information before submission.
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Maintain accurate records of all examination entries, fees, and examination-related correspondence.
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Ensure examination board portals such as Cambridge International Direct and/or Edexcel Online and Oxford AQA are maintained accurately and securely.
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Coordinate the submission of forecast grades, coursework marks, internally assessed marks, and other required examination information within prescribed deadlines.
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In the event of any emergency, lead contingency arrangements, ensuring all stakeholders clearly understand expectations and that the school responds consistently, fairly, and with integrity.
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To co-ordinate with Examination boards regarding INSET provision to enhance / upskill the staff.
External Examination Planning and Timetabling
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Prepare and communicate examination timetables.
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Identify and resolve examination timetable clashes in accordance with awarding-body regulations.
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Coordinate examination venues,seating arrangements, room allocations, and candidate lists.
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Liaise with academic leaders to ensure all examination arrangements are communicated effectively to students, parents, and staff.
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Maintain an annual examinations calendar highlighting all key deadlines and activities.
Examination Security and Confidential Materials
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Take responsibility for the receipt, checking, secure storage, and distribution of confidential examination materials.
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Ensure examination of question papers, scripts and other confidential materials are handled only by authorized personnel.
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Maintain appropriate access controls and records for secure examination storage areas.
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Conduct regular security checks of examination materials and immediately report discrepancies or concerns.
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Ensure completed scripts are securely packed, documented, and dispatched according to examination board requirements.
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Maintain confidentiality of examination information at all times.
Examination-Day Management
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Oversee the smooth running of all examination sessions.
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Ensure examinations start and finish at the prescribed times.
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Brief invigilators on examination procedures and regulations before each examination series.
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Prepare examination packs containing registers, seating plans, attendance records, incident documentation, and other required materials.
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Monitor examination rooms and provide guidance to invigilators when required.
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Manage late arrivals, absences, emergencies, candidates for illness and examination incidents in accordance with examination board regulations.
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Maintain accurate records of all examination incidents and irregularities.
Invigilation
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Coordinate the scheduling and deployment of examination invigilators.
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Maintain an appropriate invigilator-to-candidate ratio in accordance with examination regulations.
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Provide training and briefing sessions for invigilators.
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Monitor invigilator performance and ensure consistent application of examination regulations.
Access Arrangements and Special Consideration
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Work closely with the Inclusion Department to identify candidates requiring examination access arrangements.
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Coordinate applications and supporting documentation for approved access arrangements.
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Ensure arrangements such as extra time, readers, scribes, supervised rest breaks, separate rooms or use of technology are correctly implemented.
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Maintain confidential records relating to access arrangements.
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Submit special consideration of applications to the relevant examination board following illness, bereavement or other exceptional circumstances affecting candidates.
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Ensure all arrangements comply with current examination board regulations.
GL assessments and other External assessments
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The Examinations Officer liaises with the GL Assessment and other (TIMSS, PISA, PIRLS) examination body regarding assessment requirements, administration procedures, access to the GL Assessment platform, and any additional support required for the effective administration of the assessments.
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Planning and Administration of GL Assessments- Coordinates with the in-school GL Assessment Coordinators for Primary and Secondary to support budgeting, planning, scheduling, and the timely and smooth administration of GL Assessments, ensuring compliance with NAP requirements.
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International and External Assessments- Coordinates with the Primary and Secondary Coordinators in the administration of TIMSS, PISA, PIRLS, and other external assessments, ensuring timely communication, effective coordination, and compliance with KHDA and relevant assessment-body requirements.
Results Management
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Coordinate examination result days and ensure results are downloaded, processed and securely distributed.
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Maintain confidentiality of examination results before the official release time.
- Produce examination result documentation and candidate statements where required
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Work with senior leadership and relevant departments to verify examination results.
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Support students and parents with queries relating to results.
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Ensure applications are completed within examination board deadlines.
Certificates
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Receive, check, and securely store examination certificates.
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Notify students when certificates are available for collection.
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Maintain records confirming distribution and collection of certificates.
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Maintain records confirming distribution and collection of certificates.
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Coordinate replacement certificate queries where applicable.
Pearson / BTEC Administration, Where Applicable
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Support the BTEC Leader to register learners accurately and within prescribed deadlines.
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Ensure learners are registered against the correct programme and qualifications.
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Maintain accurate learner information on Edexcel Online.
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Liaise with Programme Leaders and the Quality Nominee regarding learner registrations and certification.
- Process learner amendments and withdrawals where required.
- Coordinate certification claims and verifies candidate information before submission.
- Maintain appropriate user access to examination administration systems.
Compliance and Examination Regulations
- Ensure the school complies with all current examination board regulations and procedures.
- Maintain updated copies of examination handbooks, regulations, and guidance.
- Ensure examination procedures are communicated to relevant staff.
- Support the Head of Centre in maintaining examination-centre compliance.
- Maintain examination records required for inspection or audit.
- Prepare documentation and evidence for examination-board inspections where required.
- Report suspected malpractice, maladministration, security breaches or examination irregularities immediately to the Head of Centre and relevant awarding organization.
- Ensure staff and candidates understand examination malpractice regulations.
Communication
- Act as the main point of contact for examination-related queries from students, parents, staff, and examination boards.
- Communicate examination deadlines to Heads of Department and relevant staff.
- Provide regular examination updates to the senior leadership team.
Data and Record Management
- Maintain accurate and confidential candidate examination records.
- Ensure examination data held on school systems and awarding-body portals is accurate and up to date.Produce examination reports, candidate lists, entry reports, and statistics as requested.
- Maintain electronic and physical examination records in accordance with school policies and applicable data protection requirements.
- Ensure confidential student and examination information is protected at all times.
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