Exam Secretary
| Dyddiad hysbysebu: | 23 Ebrill 2026 |
|---|---|
| Oriau: | Llawn Amser |
| Dyddiad cau: | 23 Mai 2026 |
| Lleoliad: | WA16 8HY |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Kids Planet Day Nurseries |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | Training Academy |
Crynodeb
Purpose of job:
The Exam Secretary plays a pivotal part in our apprenticeship provision. The postholder will be the first line of response for queries about our apprenticeship exams and will undertake a range of administrative responsibilities to support our provision.
Main responsibilities
Working as part of the Apprenticeships Team This will include use of internal and external systems to manage apprenticeships, supporting compliance and contracting and communicating with several external and external stakeholders. Including IQAs, Apprenticeship Compliance and MIS manager
Liaising with staff in other departments and with external contacts, by various methods such face to face, email and telephone
Managing the examination preparation process. This includes preparing examination timetables for apprentices and staff; creating seating plans for each examination room; receiving, checking and securely storing confidential examination materials
Supporting the process relating to access arrangements (for example; supporting additional needs, invigilators, managing emergency access arrangements etc.)
Managing examination days in accordance with awarding body regulations, including preparing for each exam day, starting an examination, dealing with emergencies, irregularities and malpractice, ending the examination, collecting the examination scripts and packing and dispatching examination script
Contingency planning
Managing examination results. This includes accessing results electronically/downloading results from awarding body secure sites and preparing for results to be disseminated to each student
Dealing with requests and administering post-results services
Issuing examination certificates
Using bespoke systems or software and willing to undertake training for these – i.e. Pics, Smartsheet etc
Standards and Policies
To ensure the implementation of Equal Opportunities and Safeguarding across the Academy.
To ensure the implementation of Health, Safety and Welfare policies across the Academy
To participate in all self-assessment and quality procedures required by the Academy to implement the Academy’s Quality Improvement Strategy.
To ensure that exam booking and invigilation is carried out in line with awarding body and Academy policies and processes
To be committed to professional development
To contribute to the collection of data and information to support the wider Academy team
To work with employers, learners and tutors to ensure timely booking of exams
General
To safeguard children and vulnerable adults from harm and to report concerns in accordance with the Academy’s internal referral arrangements.
To foster good relationships and advance equality of opportunity between different groups and eliminate discrimination, harassment and victimisation.
To assist in the recruitment of learners to the Academy as required by the Line Manager
To deal professionally with colleagues and external partners as required.
To ensure the confidentiality and security of all the Academy’s documentation and information.
To attend training/refresher courses and meetings as required by the Line Manager
To co-operate and take part in the Academy’s appraisal scheme and supervision meetings
To carry out other such appropriate duties that maybe reasonably required to successfully carry out the role.
Person specification
Good ICT skills
Working knowledge of Microsoft Office - Particularly Excel
Accuracy in updating records with tact, discretion, and respect for confidentiality (GDPR)
Effective personal organisation; with the ability to work as part of a busy team as well as using your own initiative
Excellent attention to detail and problem-solving
Full, clean driving license and use of a vehicle.
The Exam Secretary plays a pivotal part in our apprenticeship provision. The postholder will be the first line of response for queries about our apprenticeship exams and will undertake a range of administrative responsibilities to support our provision.
Main responsibilities
Working as part of the Apprenticeships Team This will include use of internal and external systems to manage apprenticeships, supporting compliance and contracting and communicating with several external and external stakeholders. Including IQAs, Apprenticeship Compliance and MIS manager
Liaising with staff in other departments and with external contacts, by various methods such face to face, email and telephone
Managing the examination preparation process. This includes preparing examination timetables for apprentices and staff; creating seating plans for each examination room; receiving, checking and securely storing confidential examination materials
Supporting the process relating to access arrangements (for example; supporting additional needs, invigilators, managing emergency access arrangements etc.)
Managing examination days in accordance with awarding body regulations, including preparing for each exam day, starting an examination, dealing with emergencies, irregularities and malpractice, ending the examination, collecting the examination scripts and packing and dispatching examination script
Contingency planning
Managing examination results. This includes accessing results electronically/downloading results from awarding body secure sites and preparing for results to be disseminated to each student
Dealing with requests and administering post-results services
Issuing examination certificates
Using bespoke systems or software and willing to undertake training for these – i.e. Pics, Smartsheet etc
Standards and Policies
To ensure the implementation of Equal Opportunities and Safeguarding across the Academy.
To ensure the implementation of Health, Safety and Welfare policies across the Academy
To participate in all self-assessment and quality procedures required by the Academy to implement the Academy’s Quality Improvement Strategy.
To ensure that exam booking and invigilation is carried out in line with awarding body and Academy policies and processes
To be committed to professional development
To contribute to the collection of data and information to support the wider Academy team
To work with employers, learners and tutors to ensure timely booking of exams
General
To safeguard children and vulnerable adults from harm and to report concerns in accordance with the Academy’s internal referral arrangements.
To foster good relationships and advance equality of opportunity between different groups and eliminate discrimination, harassment and victimisation.
To assist in the recruitment of learners to the Academy as required by the Line Manager
To deal professionally with colleagues and external partners as required.
To ensure the confidentiality and security of all the Academy’s documentation and information.
To attend training/refresher courses and meetings as required by the Line Manager
To co-operate and take part in the Academy’s appraisal scheme and supervision meetings
To carry out other such appropriate duties that maybe reasonably required to successfully carry out the role.
Person specification
Good ICT skills
Working knowledge of Microsoft Office - Particularly Excel
Accuracy in updating records with tact, discretion, and respect for confidentiality (GDPR)
Effective personal organisation; with the ability to work as part of a busy team as well as using your own initiative
Excellent attention to detail and problem-solving
Full, clean driving license and use of a vehicle.