Exams Officer
| Posting date: | 20 November 2025 |
|---|---|
| Hours: | Full time |
| Closing date: | 30 November 2025 |
| Location: | New College Pontefract |
| Remote working: | On-site only |
| Company: | New Collaborative Learning Trust |
| Job type: | Permanent |
| Job reference: |
Summary
• Prepare, plan, co-ordinate and conduct all internal and external examinations including re-sits for all sites within the Trust, primarily working on New College Pontefract exams.
• Manage and submit official entries and registrations to awarding bodies for all qualifications by published deadlines.
• Communicate with the examination boards, relevant college/Trust staff and when necessary, individual students with respect to: entries for all examinations, amendments, late entries and withdrawals, results, enquiries about results, certificates, coursework and resits, for both module and final examinations.
• Manage the daily running of examinations at New College Pontefract, including preparation of exam room(s), meet/update invigilators, dealing with student special arrangements, assist with the distribution/collection of exam papers, recording absentees, exam changeovers, starting exams, prepare and pack scripts for dispatch.
• Provide and distribute to students and staff information relating to individual examination timetables, seating arrangements, examination rules and regulations, drawing up the Examination Timetables for all External Exams and internal Mock/Progression Exams.
• Assist in the collection, distribution and dispatch recording of student coursework.
• Assist with the receipting, collating and distributing exam board certificates.
• Circulation of incoming information, logging important communications, ordering stationery and other materials as required and requested.
• Co-ordinate the distribution of exam results for New College Pontefract, dealing with queries arising from results and administering review and/or exam paper copy requests.
• Answering and dealing with enquiries from students, parents, members of staff, examination boards, and the public.
• To assist with the recording of accurate information and documentation about students requesting or requiring special provisions in examinations and ensure appropriate arrangements are made for students who require special examination arrangements (Access Arrangements).
• Acquire approval for any new qualifications for all awarding bodies.
• Adherence to the regulations and procedures laid down by the examination boards and the JCQ.
• Produce rooming and invigilation timetables and liaise with the Site Team and IT Support in regards to the organisation of examination rooms, including seating, furniture movement and IT requirements.
• Work with the Trust Exams Manager to recruit and induct exams invigilators and provide day-to-day management and supervision of invigilators and their deployment.
• Keep regular records of examination stocks and order/arrange despatches accordingly.
• Receipt and log all examination papers and/or scripts. Ensure that all examination materials are stored and secured at all times. Ensure the secure disposal or distribution of used examination papers following a specific holding period.
• Organise the supervision of examination clash students in accordance with JCQ regulations.
• To ensure Heads of Faculty/senior managers receive and are aware of changes in regulations and specifications.
• Process applications for Access to Scripts and Reviews of Marking.
• Ensure all notice boards are up to date.
• Organise, administer and be present for all results download days and student results days.
• Use word-processing, spreadsheet and other software packages, to provide a high quality and efficient service, in preparing documents, reports, letters, etc, as and when required.
• Use and maintain manual and computerised record systems.
• Record student examination fees for each examination period and reconcile all examination fees and charges from each examination board against their invoices.
• Maintain an appropriate and efficient filing system for the Examinations Office.
• Flexibility to work across all sites within the Trust to support the efficient and effective administration of exams, as and when required.
• Undertake other duties as requested.
• Manage and submit official entries and registrations to awarding bodies for all qualifications by published deadlines.
• Communicate with the examination boards, relevant college/Trust staff and when necessary, individual students with respect to: entries for all examinations, amendments, late entries and withdrawals, results, enquiries about results, certificates, coursework and resits, for both module and final examinations.
• Manage the daily running of examinations at New College Pontefract, including preparation of exam room(s), meet/update invigilators, dealing with student special arrangements, assist with the distribution/collection of exam papers, recording absentees, exam changeovers, starting exams, prepare and pack scripts for dispatch.
• Provide and distribute to students and staff information relating to individual examination timetables, seating arrangements, examination rules and regulations, drawing up the Examination Timetables for all External Exams and internal Mock/Progression Exams.
• Assist in the collection, distribution and dispatch recording of student coursework.
• Assist with the receipting, collating and distributing exam board certificates.
• Circulation of incoming information, logging important communications, ordering stationery and other materials as required and requested.
• Co-ordinate the distribution of exam results for New College Pontefract, dealing with queries arising from results and administering review and/or exam paper copy requests.
• Answering and dealing with enquiries from students, parents, members of staff, examination boards, and the public.
• To assist with the recording of accurate information and documentation about students requesting or requiring special provisions in examinations and ensure appropriate arrangements are made for students who require special examination arrangements (Access Arrangements).
• Acquire approval for any new qualifications for all awarding bodies.
• Adherence to the regulations and procedures laid down by the examination boards and the JCQ.
• Produce rooming and invigilation timetables and liaise with the Site Team and IT Support in regards to the organisation of examination rooms, including seating, furniture movement and IT requirements.
• Work with the Trust Exams Manager to recruit and induct exams invigilators and provide day-to-day management and supervision of invigilators and their deployment.
• Keep regular records of examination stocks and order/arrange despatches accordingly.
• Receipt and log all examination papers and/or scripts. Ensure that all examination materials are stored and secured at all times. Ensure the secure disposal or distribution of used examination papers following a specific holding period.
• Organise the supervision of examination clash students in accordance with JCQ regulations.
• To ensure Heads of Faculty/senior managers receive and are aware of changes in regulations and specifications.
• Process applications for Access to Scripts and Reviews of Marking.
• Ensure all notice boards are up to date.
• Organise, administer and be present for all results download days and student results days.
• Use word-processing, spreadsheet and other software packages, to provide a high quality and efficient service, in preparing documents, reports, letters, etc, as and when required.
• Use and maintain manual and computerised record systems.
• Record student examination fees for each examination period and reconcile all examination fees and charges from each examination board against their invoices.
• Maintain an appropriate and efficient filing system for the Examinations Office.
• Flexibility to work across all sites within the Trust to support the efficient and effective administration of exams, as and when required.
• Undertake other duties as requested.