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Job Description of the Examination Secretary

Responsible to: Head of STSS

KEY PURPOSES SUPPORTING ACTIONS SUCCESS MEASURES
1. To ensure that all examination  To order examination papers/stationery and be responsible for  All material is stored in a secure manner as laid
board requirements are met. their secure storage from the time they arrive until they leave down in the exam board regulations.
the centre.  Students are aware of all procedures and
 Check all completed paperwork (On Site Form & Engage conduct.
Portal)  All rooms meet the regulations in terms of
 Brief students on examination procedures and conduct, and space, light, heat, displays and silence.
produce guidelines for staff and students.
 Check all rooms used, are appropriately laid out and suitable for
conducting exams
2. To ensure that the process of  To work with the team member to arrange exam  Entries are completed by the examination board
exam entry and operation are accommodation, create exam and invigilation timetables, deadlines and are correct.
completed smoothly. resolve any clashes that arise and make appropriate provisions  Timetables are published in advance.
for students.  Invigilation is fair for all and follows the exam
 Deal with special considerations related to the smooth running regulations.
of the examination system, including, student issues i.e.  Emergencies are dealt with appropriately.
dispensation due to illness/injury, learning support and school
emergencies i.e. fire bells.

3. To ensure effective  Ensure that all curriculum documentation distributed by the  Curriculum documentation is accurate and
communication across all school is accurate and relevant. available
parties.  To disseminate information about exams to staff, students and  Parents, students and staff are kept up to date.
their parents, and to respond to any complaints and queries that  Complaints/queries are dealt with promptly and
may arise. shared with the Principal as appropriate.
 The exam officer is present on the day and there
is a sense of support and calm.

4. To ensure that all results are  Use suitable templates and formats to analyse the results.  Results analysis is disseminated promptly and
analysed.  Highlight key areas of success and inform the Principal. used to guide the academic planning for the
 Where appropriate share the analysis with staff, parents and next year.
students, through written communication or by other means i.e.  Student success is celebrated.
a celebratory assembly.
5. To ensure effective  Collate all subject requirements and ensure that all examination  Internal/trial examinations run smoothly.
organisation of all papers are prepared prior to the internal/trial examination  Exam papers are of high quality when prepared
internal/trial examinations, so session. by the teachers themselves and of a suitable
as to provide adequate  Construct a suitable timetable for students and for the teachers level.
preparation for students for (invigilation).  All teachers are aware of their responsibilities.
external exams.  Ensure that all rooms required, are available and that there is no  Student behaviour is good.
negative effect on the other areas of the school community.  Improvements are made where appropriate.
 Ensure that all staff are briefed prior to the internal exams and
that they have clear understanding re their conduct and the
conduct of the students during the exam sessions.
 Carry out an evaluation after the examinations, so that
improvements can be made with regards to the organisation.

Many of these duties may require involvement with the school outside the ‘normal’ working day. This is at the discretion of the Principal and/or the Director of
Schools.

Signature of the Examination Secretary……………………………………………………………………………..Date………………………………………….

Signature of the Head Of School……………………………………………………………………………………Date………………………………………….