Maternity Cover - Data, Assessment and Exams Officer

Required for as soon as possible

Please note; this is a temporary role to cover the maternity leave of the current post holder

The Oak Learning Partnership on behalf of Hazel Wood High School are seeking to appoint a motivated and hardworking Data, Assessment and Exams Officer, capable of making a strong contribution to our rapidly improving school.

We are looking for a candidate who can develop and implement the school’s timetable to promote effective teaching and learning, co-ordinate the overall exam process and provide technical knowledge pertaining to assessments.

This is a great opportunity to join a dedicated and hardworking department where you will be supported to develop your practice. We are looking for a colleague who will demonstrate a high level of commitment and provide accurate administrative support.

The successful candidate will:
• Be responsible for the administration, organisation and smooth running of all examinations in the school.
• Support the work of the admin team to ensure administrative duties are completed when required.
• Manage the school’s MIS system.
• Provide confident and critical information of whole school target grades to Headteacher and SLT.
• Have excellent IT skills and will be proficient in using Microsoft office and other bespoke IT software.
• Liaise with students to ensure accuracy of information and clarity of Exam Board requirements.
• Maintain the strictest confidentiality at all times.

You will be part of an excellent team and will be given extensive support to ensure that you develop to your full potential both within this role and beyond.

Applicants must have relevant qualifications and experience, please ensure that you meet the person specification before applying.

We are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

Job Description

Normal place of work: Hazel Wood High School, although you may be required to work at any other school within the Trust.
Normal working hours: 37 hours per week, term time plus 8 additional days.
Responsible to: Headteacher, Assistant Headteacher (For Progress) and School Business Manager
Salary: Grade 9, SCP 18, actual salary £22,284 per annum
Closing Date: 9:00am, Wednesday 5th October 

Purpose of the Post

 To lead on the development and delivery of clear data processes, management
information systems and to be an efficient part of the support team to ensure accurate
and effective data across the whole school.
• To take responsibility for all areas of data input and output ensuring the integrity of the
data and that the data is stored safely and is readily accessible for those who require it.
• To be an expert user of Management Information Systems and Microsoft Packages,
particularly Excel.
• To be responsible for providing reports, as required, for all stakeholders including the DfE, LA, QEB, SLT, Heads of Department, SENCO, parents and students.
• To be responsible for the administration, organisation and smooth running of all internal and external examinations in school.
• To provide assessment and reporting administration.
• To support the school in the development, production and publication of the timetable including allocation of staff and students to their relevant rooms, form groups and classes.
• To be responsible for managing, developing and co-ordinating all aspects of the school’s information management systems (MIS) relevant to the role to maximise its use.
• To assist with the organisation of Awards Evenings.
• To provide general administrative support as required.

Duties and Responsibilities

Data and Data Assessment:

• To provide personal, administrative, organisational and strategic support to the Assistant Headteacher in the processing of target data, internal data and external data, producing any related documents and information.
• To set up and manage systems for tracking student progress data at each Key Stage and ensure that target data is generated on an annual and an ad hoc basis when new students join the school.
• To ensure the general upkeep and maintenance of SIMs including beginning/end of year procedures.
• To be responsible for developing the potential of the SIMs package for increased needs in school and to act as Super User in relation to Secure Access (S2S), FFT, 4matrix as well as processing and creating accurate, confidential data for relevant bodies i.e. Headteacher, SLT. Governors, parents, pupils, agencies etc.
• To manage the efficient transfer of data in readiness for the beginning of each new academic year.
• To ensure all data, including examination information, student performance, pastoral indicators, SEN and KS3 and KS4 assessments are correctly stored and managed within SIMs.
• To ensure the punctual addition of information to 4matrix, e.g. Data Captures and ensure that information, including curriculum and KS2 data on 4matrix is accurate and matches SIMs.
• To support the Students’ Aspirations Lead in the management of student destination data and provide training to staff and Governors on the use of the school’s data systems and how to optimise their use.
• Conduct appropriate consultations in the development of the timetable, including with: SLT/Directors of Learning and Pastoral leaders and input any changes to timetables including for new staff and students.
• To be the first point of contact for staff around data queries and provide all staff with written guidance on how to access various programmes within the assessment programme.
• To undertake relevant CPD.
• To manage the administration of each reporting cycle and to generate reports to parents at the end of the assessment periods as outlined in the assessment calendar.
• To monitor return deadlines for data returns.
• To undertake quality assurance methods to ensure the integrity of the data at all times.
• To provide compliance with Government data requirements and the completion of all statutory data returns.
• Provide advice to the leadership team regarding the number of classes, periods and staffing requirements to enable timely decision making in relation to school planning.
• Conduct an annual evaluation of the timetable in relation to curriculum, staffing and other resourcing priorities, and provide advice to the leadership team
• To collect and input as required various performance data into the School Information Management Systems.
• To Liaise with MIS provider to enhance technical knowledge regarding pupil progress tracking and to disseminate knowledge gained to appropriate personnel.
• To advise the Assistant Headteacher of new assessment packages which may improve and augment existing systems and the effective tracking of pupils.
• To check and amend data submitted by teaching staff before collating and providing analytical information pertaining to creation of all pupil reports.
• To ensure the database contains accurate assessment information and input all data for student exam entries.
• To input accurately KS2 results and baseline data for new school intake to create assessment information for their ongoing progress through the school from KS2 – KS4.
• Working independently, take control and responsibility for rolling over all target grades in the MIS issuing them to Assistant Headteacher.
• Provide confidential and critical information on whole school overviews of target grades to Headteacher and SLT.
• To provide advice and guidance to staff on matters relating to pupil tracking.
• To complete various official returns regarding KS2/KS3/KS4 information.
• To complete school census.

Examinations:

• To act as a central point of contact for all matters relating to examinations including external examination inspections and be responsible for external and internal communication with examination boards/awarding bodies.
• To design, implement and review all examination policies and protocols on an annual basis. Produce guidelines on examinations procedures for staff, pupils and parents, ensuring compliance with JCQ regulations.
• To be responsible for JCQ and other external assessor inspections and carry out risk assessments for any conflict of interest relating to the examinations in accordance with JCQ.
• To be familiar with rules and regulations issued by awarding bodies and to ensure awareness and compliance by Heads of Department, invigilators and candidates.
• To prepare the examination timetables for internal examinations.
• To set calendar deadlines and schedules for all stages in the process of entering and examining students for external examinations, and to inform pupils and staff of details.
• To communicate with Heads of Department to ensure accuracy of all subject specifications, informing them of any relevant changes.
• To prepare examination entry forms and to liaise with Heads of Department in completing and dispatching accurate lists of candidates to examination boards/awarding bodies at the dates set by the boards.
• To check and confirm all examination entries with departments and candidates.
• To produce guidelines on exam procedures and conduct, disseminate to staff and students and advise students of the examination boards’ code of conduct during examinations.
• To liaise with the SENCO and Assistant Headteacher to ensure that all pupils have access to relevant examinations and assessment regardless of ability and complete and manage all relevant Access Arrangement documentation in accordance with JCQ regulations.
• To complete special consideration forms for unwell/injured/absent candidates where appropriate.
• To ensure the correct number of external examination papers have been received and be responsible for storage and security of the papers and completed examination work, as necessary.
• To advise the Senior Leadership Team on the organisation, administration and conduct of internal and external examinations.
• Management, recruitment and training of the external invigilation team with regard to invigilation requirements, arrangements for the beginning and end of exams and school procedures and manage the production of invigilation timetables.
• To produce a schedule of rooms to be used for exams and resolve examination clashes in accordance with regulations and be responsible for the smooth running of the examinations in the exam rooms.
• To officiate at the start and end of examinations.
• To produce student seating plans for the main examination hall/ other rooms where exams are taking place, ensure all necessary stationery and materials are available and take responsibility for the distribution of examination papers on examination days.
• Liaise with students regarding the accuracy of information provided to Exam Boards for exam entries; ensuring students are aware of the Exam Board requirements regarding their conduct during exams.
• Along with the Assistant Headteacher, conduct any initial investigations required by exam boards in the event of maladministration or malpractice.
• To collect controlled assessments, mark sheets and samples of controlled assessments, for transmission to examination boards/moderators, together with any forecast grades required.
• To oversee the downloading of public exam results on the day before they are released to students, printing off the appropriate documentation and make the necessary arrangements for their distribution to pupils.
• Being present and available in school on the days when results are notified and overseeing the distribution of results to candidates on the day and any data required for press release.
• To manage and co-ordinate any administrative tasks required relating to re-sits, queries and appeals, following consultation with relevant staff.
• To be responsible for the management of the examinations budget and keep accurate records of exam entry costs and report on the examinations budget to the Senior Leader.
• To make arrangements to receive, check, file, store and secure all certificates relating to external examinations; to participate in the organisation and arrangements for their distribution at both presentation evenings and subsequently.
• To organise and chair Examination Officers Network Meetings and attend Examination Board meetings as required – online.
• Ensure that effective communication procedures are in place with students, parents, teaching staff and the Headteacher to deal with all enquiries regarding exam entries, timetables, results and remarks and appeals.
• To check student’s exam certificates when they arrive from the exam boards and ensure they are ready for distribution.
• To keep up to date with changes in exam regulations. 

Administration:

• Answer and respond to telephone calls for Data and Assessment Co-Ordinator.
• Provide cover for reception as and when required.
• Undertake general administration duties, including photocopying, filing and scanning.
• To undertake IT based tasks including the production of letters, reports and schedules.
• Working independently and using own initiative to organise own workload to meet critical deadlines within the school calendar.

Other:

• To work flexibly to meet the changing needs of the Trust.
• Be aware of and comply with policies and procedures relating to child protection, safeguarding, health and safety, security, confidentiality and data protection, reporting all concerns to an appropriate person as soon as they arise.
• Attend events or meetings out of normal working hours as required.
• Undertake other tasks as reasonably requested by the Executive Business Manager.
• Follow school ethos and values of respect, responsibility and aspiration.