| Reporting to | Head of Centre |
| Responsible for | Invigilators |
| Salary | £18,500 pa / £14.23 ph |
| Hours of work | 08:30 to 14:00 (Monday – Friday) * Flexible upon request |
| Other information | Any offers of appointment will be conditional and subject to a Disclosure and Barring Service (DBS) check, a certificate of good conduct if applicable, plus receipt of satisfactory employment references, Occupational Health clearance, an understanding of safeguarding and qualifications verification. An Enhanced DBS check is required for this position as you will be working within ‘Regulated Activity’ within a specific place. By applying for this position you agree to an Enhanced DBS check in line with DBS regulations. |
About NGTC
Based in Greater Manchester, New Generation Training and Consultancy (NGTC) has been trading since 2008 predominately delivering AEB, ESF and full-cost recovery programmes.
Providing training within the security and events sectors, we are regularly attending major sporting and music events at venues, as we partner with some of the biggest employers in the country.
Our core curriculum intent is centred on the endpoint of progressing our learners into sustainable employment within the security and night-time economy. Our main qualifications include Spectator Safety and Door Supervisor, but we also deliver a range of education and training qualifications starting at level 3 up to level 5.
Purpose of the role
- To be responsible for managing the effective and efficient administration of external examinations in accordance with the awarding body rules for exams administration in a consistent and secure fashion, thereby helping to maintain the integrity of the assessment process.
- To support the Head of centre in ensuring that the centre is compliant with the awarding body regulations and awarding body requirements in order to ensure the security and integrity of the examinations/assessments at all times.
- To act on behalf of, and be the main point of contact for, the centre in matters relating to the general administration of awarding body examinations and assessments
- To closely liaise with key stakeholders (external and internal) to ensure exams administration processes are strictly followed and key deadlines met.
- To ensure examinations are conducted in accordance with the regulations.
- Through taking an ethical approach and working proactively to avoid malpractice among students and staff, supports the head of centre in taking all reasonable steps to prevent the occurrence of any malpractice/maladministration before, during the course of and after examinations have taken place.
Main duties and responsibilities
Before examinations
Planning
- Maintain and develop systems to manage and coordinate all aspects of the exams administration process.
- Research and understand qualifications and how they are assessed.
- Identify and access relevant support available from external stakeholders.
- Comply with awarding body regulations and Security Industry Authority (SIA), guidance and instructions and keep abreast of developments/changes/updates.
- Effectively use SIA and awarding body online tools where required.
- Oversee (as the main administrator) and manage appropriate access rights for relevant internal stakeholders using SIA and awarding body online tools.
- Manage own time effectively to ensure key tasks are undertaken and external key dates and deadlines are met.
- Communicate clear internal deadlines and processes for gathering/sharing exam-related information from/with relevant internal stakeholders.
- Brief candidates/staff/employers on examination regulations and requirements
- Actively support the head of centre in co-operating with the awarding body, SIA or a regulatory authority when subject to an inspection, an investigation or an unannounced visit
- Manage arrangements to receive, check and store confidential question papers and examination material safely and securely at all times and for as long as required in accordance with the regulations.
- Support the head of centre in managing potential conflicts of interest by informing the awarding bodies to timescale for each examination series and recording the measures taken to mitigate any potential risk to the integrity of the qualifications affected.
- Contribute to the creation/review/update of exam-related policies/procedures as required by the regulations and accurately reflect working practices in the centre.
- Support the Special Educational Needs Coordinator (SENCo) (or equivalent role) in implementing examination access arrangements and reasonable adjustments for eligible candidates (processing approval applications and requesting modified papers by the published deadlines)
Entries
- Observe the awarding bodies’ published terms, conditions and processes for the registration or entry and withdrawal of candidates for their examinations/assessments.
- Register or enter candidates for an examination or assessment in accordance with the awarding bodies’ published procedures and published deadline for that qualification.
- Implement processes and liaise with relevant internal stakeholders to gather correct entry information to internal deadlines implementing strategies to avoid late (or other penalty) fees.
- Maintain required identifiers for each candidate entered for an examination/assessment and enter candidates who have been enrolled with the centre as internal candidates.
- Verify the identity of all students that are entered for examinations/assessments.
- Effectively use internal and external IT systems to submit and manage awarding body registration and entry data.
- Liaise with Finance to ensure fees are paid as instructed and at the time specified by the awarding bodies.
- Submit any applications for transferred candidate arrangements in accordance with the awarding body requirements.
- Liaise with relevant internal stakeholders to ensure final entries/registrations that have been submitted to an awarding body are regularly monitored, submitting timely changes (amendments/withdrawals) to ensure candidates take the correct papers at the correct time and enabling awarding bodies’ to deliver accurate results to the centre.
Pre-exams
- Recruit, train, update and manage a team of invigilators.
- Manage the arrangements for the timetabling, rooming, seating, resourcing, and invigilation of examinations and re-examinations in accordance with the regulations.
- resolve exam timetable clashes and manage overnight supervision arrangements (where arrangements may be required after all other options have been explored) in accordance with the regulations.
- Ensure all candidates are notified of their examination entries and the dates and times of their examinations/assessments in accordance with the regulations.
- Ensure all candidates are aware of the SIA (as required) and awarding body information and regulations regarding the conduct of their examinations/assessments in advance of these taking place.
- Confirm relevant internal stakeholders’ complete administrative tasks associated with centre assessed work in an accurate and timely manner in accordance with the requirements of awarding bodies and moderators.
- Support the Special Educational Needs Coordinator (SENCo) (or equivalent role) in implementing examination access arrangements or reasonable adjustments for eligible candidates (appropriate arrangements for rooming, resourcing, facilitation, invigilation etc.)
- Effectively manage arrangements for the secure storage and dispatch of examination scripts for marking.
During examinations
Exam time
- Effectively manage the conduct of examinations in accordance with SIA regulations and/or awarding body rules.
- Ensure all exam accommodation is prepared in accordance with the requirements.
- Inform the SIA Centre Inspection Service of any alternative site that may be used by the centre to conduct timetabled examinations.
- Effectively deploy fully trained invigilators to exam rooms according to the requirements.
- Manage unexpected issues/irregularities which may affect the conduct of examinations.
- Support the head of centre in investigating and reporting cases of suspected or actual malpractice in connection with an examination as required by the SIA and awarding bodies.
- Manage emergency access arrangements for eligible candidates as the need may arise during exam time.
- Maintain the confidentiality and security of candidates’ responses and dispatch scripts according to the requirements.
- Submit to the published timescales, relevant follow-up reporting to awarding bodies’ in relation to the very late arrival of candidates for examinations and applications for special consideration where candidates meet the published criteria.
After examinations
Results and Post-Results
- Ensure candidates and relevant internal stakeholders are aware of processes, key dates and deadlines in relation to the issue of results and the arrangements for post-results services.
- Plan, prepare for, and manage the restricted release of results and the distribution of provisional statements of results in accordance with SIA regulations and/or awarding body rules.
- Effectively use internal and external IT systems to access and manage awarding body results information.
- Understand awarding body results indicators and provide support for relevant internal stakeholders in accessing results reports/analysis tools.
- Effectively use external IT systems to administer post-results services in accordance with the regulations to the published deadlines.
- Manage and administer the receipt, distribution, and retention of examination certificates according to the regulations.
Other
- Undertake training, update or review sessions as required.
- Play an active role within the safeguarding team.
- Undertake other duties appropriate to the grade and responsibilities of the role as may be required by the head of centre/SLT responsible for examinations, for example:
- the preparation for and conduct of internal examinations under external examination conditions.
- other exams-related administrative tasks
Health and Safety
To ensure a safe working environment for colleagues, students, and visitors in line with the HASAW Act and NGTC Health and Safety Policy.
Safeguarding
Safeguarding and promoting the welfare of children and vulnerable adults for whom you are responsible and whom you come into contact with. The list of duties is not exhaustive but outlines the main features of the post at appointment and may vary as the job evolves without affecting the nature of the duties or the responsibility level.
Annual Leave
NGTC offers a generous annual leave entitlement to support staff, commencing with 20 days plus 8 statutory days (Public & bank Holidays) and NGTC closure days.
Hours of Work
The post holder will be expected to work such hours as are necessary for the proper performance of their duties and responsibilities, normally 25 hours per week.
Place of work
The principal place of work will be at our head office based at in Hindley, Wigan (WN2 3AF). However, the post holder may be required to work on either a temporary or an indefinite basis at any premises at which we may provide services.
PLEASE NOTE:
NGTC receive a high number of applications for each role advertised and although we would like to, we are not always able to deliver feedback to unsuccessful candidates. If you have not been contacted within 4 days then unfortunately your application has been unsuccessful.
Thank you for your interest and keep an eye on our website for future opportunities.