Examinations Officer Part-Time Term-Time 27.5 hours per week

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1 SULLIVAN UPPER SCHOOL, HOLYWOOD Examinations Officer Part-Time Term-Time 27.5 hours per week 1. INTRODUCTION AND TITLE OF THE POST Sullivan Upper School wishes to recruit an enthusiastic individual who can play a pivotal role in the success of our pupils progress. The ideal candidate will be highly organised and solutions-focused. The successful candidate will have meticulous attention to detail, good IT and interpersonal skills and the ability to remain calm under pressure. This is a busy and varied role, working as part of a small team and interacting with all members of our very supportive school community. The post of Examinations Officer is a non-teaching post in the secondary department of Sullivan Upper School. This is a permanent part-time position for an average of 27.5 hours per week and the School aims to recruit a suitable candidate for this position to start on or as soon as possible after 14th August LINE OF ACCOUNTABILITY The person appointed will be responsible to the Headmaster (Head of Examinations Centre), the Bursar and the Board of Governors 3. HEADMASTER DUTIES An outline of the main duties and responsibilities is attached in Appendix 1 (see page 6). 4. REQUIREMENTS FOR THE POST The person appointed to the post will work closely with the Headmaster, Senior Management, teachers, parents, pupils and Awarding Bodies. She/he will be expected to assume a considerable degree of individual responsibility and should be capable of sound decision making. The work involves working accurately to demanding schedules and deadlines. Advanced organisational skills and a calm demeanour will be essential. The examinations process is complex and demanding and the Examinations Officer plays a crucial role in making sure that pupils, parents and staff receive all the support and information needed. The person appointed will be expected to have a high level of interpersonal skills and will be able to deal with a wide variety of situations and people in a sensitive, efficient and professional manner. Applicants are invited to show clearly on their application forms how they meet the requirements for the post. A) ESSENTIAL CRITERIA Qualifications have a good educational background, with GCSE passes (or the equivalent) in English, Mathematics and at least 3 other subjects; Experience have a minimum of one year s experience working in a responsible role in an administrative function have strong ICT skills with experience of Microsoft Office and working knowledge of database, word-processing and spreadsheet applications Page 1 of 9

2 Knowledge be familiar with relevant legislation in areas such as Data Protection, Freedom of Information, Human Rights, Health and Safety, Equal Opportunities and Disability Discrimination have some knowledge of examination procedures Personal Qualities be over 18 years of age; be able to work on his/her own initiative and to be pro-active have excellent organisational and planning skills be able to work accurately and to tight deadlines be able to manage a range of situations, prioritise responses and solve problems be enthusiastic, flexible and possess excellent communication and presentation skills be tactful, sympathetic, patient and able to stay calm in an emergency be able to retain a high level of confidentiality have the inter-personal skills to work as part of the school staff to operate without constant supervision and to take responsibility for him/herself; the capacity to get along with others is critical have the ability to communicate well with staff, parents and pupils; be an enthusiastic and flexible team player; willing to undertake appropriate training for this post; have the ability to work well on their own, as well as under direct supervision. B) DESIRABLE CRITERIA Qualifications hold additional and higher general academic qualifications hold appropriate ICT qualifications Experience, Knowledge and Skills have had previous experience of organising examination systems and procedures have experience working with young people aged years old have knowledge of the C2K management information system and/or SIMS.net have worked in a post primary school The school reserves the right to enhance the criteria if necessary for the purposes of short-listing. Please note the onus is on candidates to provide sufficient detailed information (including reference to timescales) on their application forms in order to demonstrate how they meet each of the criteria. Failure to do so may result in a candidate not being short-listed since Selection Panels cannot make assumptions in the absence of essential information. 5. TERMS AND CONDITIONS OF SERVICE Salary These are in broad terms, the terms and conditions of service, which are set down for all employees covered by the National Joint Council for Professional, Clerical, Administrative and Technical staff. Remuneration is in accordance with the salary scale of the National Joint Council for Local Authorities Services (Administration, Professional, Technical and Clerical Workers). Pay will depend on qualifications and experience. Page 2 of 9

3 This post has been graded as an Executive Officer with a range of: Points NJC Hourly Rate Equivalent to an annual salary range of 12,495 to 15,668 pa paid in 12 equal monthly instalments The annual leave entitlement for a complete leave year on a 12 month contract is 21 days and is increased to 25 days after 5 years service in accordance with existing agreements. In addition, there are normally 13 statutory holidays in a leave year, the timing of which is defined on an annual basis. Employees working less than a 5 day/36 hour week have their entitlement to annual leave, statutory holidays calculated on a pro rata basis. All annual leave must be taken during school holidays. The person appointed will start work on the Monday of the week in which the GCE A and AS level examinations are published (this year start date is 14 th August 2017) and will otherwise work term time. The total number of contracted weeks for this post is 47.4 weeks per year, including the nine additional days in August and four Saturdays in the Autumn term. Hours This is a part time position for an average of 27.5 hours per week 8.45 am to 3.00 pm with a lunch break of 45 minutes and a minimum tea break of 10 minutes each morning. This position will require attendance on the four Saturdays in relation to the AQE Entrance Assessment tests in the Autumn term and will also require attendance on site beyond 3pm until the last examination has ended during the period of public examinations. Where it is necessary for the person appointed to work additional hours, these will be by agreement and the additional hours will be regarded as overtime and paid accordingly. The person to whom the post is offered will be given a draft contract of employment, which will set out the terms and conditions of employment and, when agreed and signed, form the actual contract for those persons. All appointments will be subject to the completion of a period of probationary service of six months. 6. CHILD PROTECTION Sullivan Upper School is fully committed to the implementation of Child Protection procedures as outlined in Department of Education Circulars. Therefore all applicants should be aware of the following: [a] [b] Posts involving work in educational institutions are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order Appointment to this position is subject to the successful candidate undertaking an enhanced disclosure check through Access NI and to this check being clear of any offences which might affect appointment to this post. This check currently costs 33 and the successful candidate will be required to pay the school for this service. The appointment will be confirmed upon receipt of a satisfactory Enhanced Disclosure Certificate from AccessNI. (Further information is available from or ). It is the policy of the Board of Governors that all those eligible for employment will have equal opportunity for employment and promotion in the school, irrespective of gender, including gender reassignment, marital or civil partnership status, having or not having dependants, religious belief or political opinion, race, disability, sexual orientation or age. Selection for employment Page 3 of 9

4 and promotion will be on the basis of ability, qualifications and aptitude to carry out the duties of the post. As an employer, Sullivan Upper School has a legal responsibility to prevent illegal migrants working in the UK. The applicant s right to work in the UK will be checked before confirmation of appointment. [c] [d] [e] [f] [g] Interviewees will be required to bring photographic proof of identity ie a passport, driving licence or electoral identity card and an original birth certificate and/or marriage certificate (as appropriate). These should be presented to the designated member of staff immediately prior to interview. Interviewees should therefore ensure that they arrive at least 15 minutes prior to the scheduled interview time. Applicants are assured that the recruitment panel is not involved in these identity checks. Proof of qualifications will be requested before confirmation of appointment. Two written, satisfactory references will be sought before confirmation of appointment, one of which must be from the most recent employer. A reserve list for future, similar vacancies will be maintained which will normally be kept open for no longer than twelve months unless there are cogent reasons for extending the period. The Board of Governors reserves the right to appoint an alternate candidate from the reserve list, without re-advertisement, for such future vacancies or if any change in circumstances should mean the successful candidate is unable to take up the post. Canvassing of any kind will disqualify. 7. PROCEDURE FOR APPLICATIONS (a) The closing date for the receipt of applications will be Thursday 22nd June 2017 at noon and applications received after noon on that date will not be accepted. Please enclose the completed monitoring form in an envelope and return it with the application form to the Headmaster s PA (Acting), Sullivan Upper School, Belfast Road, Holywood, BT18 9EP. (b) (c) (d) A short-list of applicants to be interviewed will be drawn up following the closing date. Interviews will take place with Friday 30th June 2017 currently the proposed date. If an applicant has received no further information by 30th June 2017 they can assume that their application has been unsuccessful on this occasion. 8. INFORMATION ABOUT THE SCHOOL Sullivan Upper School was founded in 1877 by the trustees of Robert Sullivan to bestow the blessings of education on all succeeding generations in his native place. Today it is a co-educational and non-denominational voluntary grammar school of more than 1000 pupils aged between 11 and 18. It is owned and managed in all its affairs by the Board of Governors of the School, which is drawn from the local Page 4 of 9

5 community and reflects the main religious denominations of Holywood. The school is funded directly by the Department of Education for Northern Ireland. There are 51 full-time members of the teaching staff and a further 23 part-time teachers in the secondary department. The school is well served by 64 nonteaching staff who work in the administrative, financial, technical, clerical and maintenance areas of the school s activities. THE SCHOOL IS AN EQUAL OPPORTUNITIES EMPLOYER AND WELCOMES APPLICATIONS FROM ALL SECTIONS OF THE COMMUNITY C J W PEEL Headmaster June 2017 Page 5 of 9

6 APPENDIX 1 SULLIVAN UPPER SCHOOL JOB DESCRIPTION POST TITLE: SCHOOL EXAMINATIONS OFFICER (NJC 18-25) RESPONSIBLE TO: The Headmaster and Bursar JOB PURPOSE: The School Examinations Officer has overall responsibility for: all matters relating to and associated with public examinations. Public Examinations includes the Entrance Assessment as determined by the Board of Governors for the transfer of pupils from primary school to secondary school and all the associated administration. the administration of the Educational Maintenance Allowance system other appropriate administrative tasks and duties as required, in accordance with the capabilities and experience of the post-holder. The main responsibilities, tasks and duties associated with this post will be reviewed on an annual basis. MAIN DUTIES AND RESPONSIBILITIES: The precise duties of the post will be reviewed on an annual basis. 1. PUBLIC EXAMINATIONS a. To ensure that all processes in connection with examinations are strictly in accordance with the requirements of the Joint Council for Qualifications (JCQ) and the various Awarding Bodies (including AQE). b. To liaise with the various Awarding Bodies in respect of the administration of entries, coursework requirements, the conduct of examinations and examination results. c. To liaise with pupils regarding the accuracy of information provided to Awarding Bodies for examination entries, ensuring that pupils are aware of the requirements of the various Awarding Bodies regarding their conduct whilst sitting examinations and to implement disciplinary procedures where appropriate. d. To draw up the examination timetables, including rooming and invigilation, and to manage these on a daily basis during the examination period. e. To ensure that course work is submitted to the various Awarding Bodies within the timescales set, and that accurate records are kept, liaising as necessary with teaching staff. f. To provide and confirm detailed data on all public examination entries g. To identify and manage public examination timetable clashes h. To ensure that appropriate space is made available for public examinations, liaising with the Facilities Manager to ensure adequate number of desks etc. To liaise with the appropriate Vice-Principal to organise the availability Page 6 of 9

7 of examination venues. To organise seating arrangements in accordance with the rules of the various Awarding Bodies. i. To make appropriate provision for specific pupils who require particular access or special examination arrangements on or off the school site, in liaison with school staff and the Awarding Bodies and ensuring that appropriate records are made and retained. j. To deal with requests for special consideration in liaison with candidates, their parents and the Awarding Bodies, ensuring that appropriate records are made and retained. k. To ensure that examination papers are ordered from each Awarding Body and to receive, check and store securely all examination papers, completed scripts and coursework samples. l. To ensure that appropriate arrangements are made for invigilation. m. To submit in a timely manner candidates coursework marks, track despatches and store returned coursework and any other material required by the appropriate Awarding Body. n. To make arrangements with Royal Mail and the Awarding Bodies for the collection or despatch of examinations papers, coursework samples, examination results and other correspondence. o. To receive and check examination results; to arrange for dissemination of examination results and certificates to pupils and to forward, in consultation with the Senior Management Team, any appeals/re-mark requests. The post-holder will be required to be in school from the middle of August (normally from the Monday before the publication of the first examination results). p. To process applications for remarks and access to scripts q. To arrange for dissemination of scripts and the outcome of remarks to pupils and teachers. r. To maintain the School Calendar in relation to assessment and examination events s. To be aware of the Data Protection Act and other legislation to ensure confidential records in respect of all aspects of the examination process. 2. OTHER DUTIES a. To administer the Educational Maintenance Allowance System in liaison with the Head of Sixth Form and other appropriate staff. b. To oversee administrative arrangements in relation to the collaborative arrangements within the Local Area Learning Community c. To assist the Careers Department as required with administrative support (eg administration of Work Shadowing Scheme including visits to employer sites). d. To assist with whole school events such as the annual Spring Concert at the Ulster Hall (eg administrative support, supervision) e. To assist with the operation of MIDYIS and YELLIS testing and provide administrative support as required for data tracking within the school under the direction of the Senior Manager f. Provide cover at reception if required by processing face to face enquiries, operating the school switchboard, signing in visitors and deliveries g. Other appropriate administrative tasks and duties as required (for example administrative support for timetabling arrangements) and as the post develops over time in accordance with the capabilities and experience of the postholder. 3. MANAGEMENT OF PEOPLE a. To manage the team of examinations invigilators Page 7 of 9

8 b. To oversee the senior examinations invigilator c. To organise the recruitment of a sufficient number of invigilators, training, induction, rota scheduling and supervision. 4. REPORTS a. To provide statistical information regarding examination entries/results as required. b. To prepare and submit reports to the Senior Management Team showing results achieved in relation to comparable data for previous years. c. To prepare ad-hoc reports as required by the Headmaster or Board of Governors, for example for inclusion in the Annual Report to Parents or for publication. d. To prepare examination results data, as required by the Headmaster, for publication by the media. 5. COMMUNICATION a. To advise the Headmaster, heads of departments and other relevant staff on annual examination timetables and application procedures as set by the various Awarding Bodies b. To organise and participate, with the Headmaster, in information meetings with each of the Public Examination Year Groups before the commencement of the Public Examination period. c. To provide timely and effective communication to ensure that staff and pupils are made aware of examination timetables and deadlines for examination entry and submission of course work. d. To liaise with teaching staff on pupil choice of entry to public examinations, communicating regularly with staff concerning imminent deadlines and events. e. To ensure that pupils and their parents are informed of and understand those aspects of the examination timetable that will affect them. f. To respond to pupil and parental queries regarding examination entry, regulations, results, special considerations and arrangements. g. To provide information to pupils and their parents regarding post results services. h. To liaise regularly with Awarding Bodies in respect of exam entries, coursework requirements etc i. To liaise with pupils and parents in respect of appeals and results enquiries. j. To provide information to the Senior Management Team and appropriate staff on the use of venues during the examination period. k. To advise the Headmaster about any issues relating to examinations which have wider policy implications. l. To attend meetings as required in relation to Public Examination duties and to maintain links with network of Examinations Officers. m. To maintain confidentiality at all times in respect of school-related matters and to prevent disclosure of confidential and sensitive information. 6. FINANCIAL a. To liaise with the Bursar each year to produce a budget for Examinations Costs (including fees and invigilation costs) each year and to monitor expenditure against this. b. To work with the teaching staff to aim for a target of zero late/amendment penalty fees. c. To be responsible for processes relating to payment of examination fees, including cases where fees are to be paid by pupils or parents and ensuring accurate records are kept. Page 8 of 9

9 7. DEADLINES The Examination Officer s work will be carried out within extremely tight fixed deadlines; there will be no opportunity for delay as examination deadlines must be met. 8. GENERAL a. Implement and update all relevant school policies and procedures relevant to public examinations. b. Participate in any relevant training as directed by the Headmaster. Page 9 of 9

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