ST JOSEPH’S INSTITUTION INTERNATIONAL
Job Description:
Examinations and Administrative Support Officer
Starting date:
March 2015
Responsible to:
Vice-Principal (Academic)
School section:
All sections but predominantly Grades 9-12
Pay Scale:
Administration
Overview of this Post:
To manage all internal and external examinations, including all aspects of student entries:
documentation; financial management; registration; timetabling; certification; and
communication with all stakeholders.
To undertake additional administrative duties for the High School to include the ordering and
organisation of stationery, compilation of academic publications, e.g. curriculum booklets,
organisation of options systems, compilation of booklists and other duties as assigned by the
Vice-Principal (Academic)
Summary of job tasks:
Overall Accountabilities
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Responsible for effective administration and running of external exams (currently IB,
IGCSE)
Responsible for effective administration and running of internal examinations, including
grade level examinations and mock examinations
Responsible for effective administration and running of standardised tests (MIDYIS,
YELLIS, CEMIBE)
Assist the Admissions Officer with the administration and running of Admissions Tests.
Manage private candidate examinations - including organising invigilation, billing
parents (through the Finance Office) and associated administration
Responsible for managing examination facilities and overseeing invigilation procedures
Assist in the administration of internally assessed components of IGCSE and IB Diploma
examinations, helping to ensure that all exam board requirements are met.
Work with the Finance Officer to ensure effective financial management of all
examination procedures
Exam Administration
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Ensure students are entered accurately and accepted into the appropriate examinations
before the exam board deadlines
Work closely with teachers and exam boards in producing and publishing timetables for
external and internal examinations (including invigilation schedules)
Ensure examination venues are prepared and exams conducted appropriately
Act as the Chief Invigilator for the invigilating team to ensure smooth management of
the external and internal examinations. This may include setting up a Chief Invigilator
timetable for members of SLT, if required
Ensure that arrangements are made for students who have clashes and need to sit
exams independently
Work with the Learning Support Department to ensure that candidates with additional
needs are provided with appropriate support / consideration
Input any approved Enquiry Upon Results / remark requests
Exam Documents Handling
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Ensure appropriate procedures are in place for handling examination papers and dealing
with issues arising
Ensure records are kept of all examination results
Financial Management
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Work with the Finance Office to ensure prompt and accurate billing of exam fees,
settlement of exam board invoices, and maintaining good credit control on all exam
accounts
Management of Examination Records
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Ensure examination documents and certificates are checked and distributed; Statement
of Entries, Statement of Results, Certificates, IB Diplomas to past and current students
Work with the University Counselling team to ensure that examination results are
correct on transcripts
Enter Predicted Grades/Internal Assessments and Extended Essay grades as required to
the examination boards
Work with the IGCSE Coordinator and IB Diploma Coordinator to set internal deadlines
and administer internally assessed component samples including liaison with IB Coordinator, Heads of Subject, data team, etc. and dispatch to moderators within
deadlines
Communication
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Ensure effective communication with exam boards and local MOE representatives,
including the submission of yearly MoE examination results sheets
Work with the IB Diploma and IGCSE Coordinators to ensure that staff are aware of any
change of procedures or exam board requirements and are informed of internal and
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external deadlines
Ensure students receive all exam information and guidelines including candidate
numbers
Work with the Academic Leadership Team to ensure that parents are kept informed of
deadlines and procedures regarding examinations
Maintain school documentation regarding examination and internal assessment
procedures
Minimum typical education
Minimum school leaver’s certificate
Minimum typical experience
● Experience in managing data and systems
● Experience in examination systems and education preferred
Core Professional / Technical / Transferable Competencies required
● Excellent written and spoken English. Confident in communication with all stakeholders
● Excellent PC skills (Word, Excel, Access) to be able to perform data mining reports and
statistical reports
● Good interpersonal and communication skills
● Attentive to details
● Well organised and able to multi-task
● Able to meet deadlines and work under pressure
● Able to work analytically
● Database management experience preferred
Working Hours
General working hours will be 39 hours per week, Monday to Friday. Occasionally, the post
holder will be required to work during evenings, weekends and public holidays during the exam
period. If approved by the Line Manager, such work will be compensated by time in lieu.
Benefits
The post holder will be entitled to annual leave, paid sick leave and medical insurance coverage.
CPF contributions (for Singaporeans and PRs) are included.
Development activities
To be negotiated as part of the post holder initial competencies and as part of the performance
management process