IMPERIAL COLLEGE BUSINESS SCHOOL
JOB DESCRIPTION
Job Title:
Examinations & Timetabling Officer
Job Family/Level:
Professional Services Level 3b
Responsible to:
Exams Manager
Key Working relationships:
Deputy Principal, Programme Directors, Programme
Management Teams, Heads of Group, members of Business
School faculty, Teaching & Quality Manager, Teaching &
Quality Officer, Examinations and Timetabling Officer,
Examinations and Information Co-ordinator, Accreditation
Manager
The Purpose of the Post:
To be responsible for organising the examinations, timetabling, and room booking functions
within the Business School.
Key Responsibilities
(these are shared amongst three Examinations & Timetabling Officers):
1.
Timetabling
 Produce teaching and examination timetables for Business School programmes
using the College’s timetabling software CELCAT and linked spreadsheets.
Programmes include:
 Full-time MBA
 Weekday Executive MBA
 Weekend Executive MBA
 Joint Honours and Intercalated BSc
 BEST Programme - Undergraduate Service Teaching
 MSc Finance
 MSc Risk Management and Financial Engineering
 MSc Actuarial Finance
 MSc International Health Management
 MSc Management
 To work closely with the School’s Programme Directors and Managers in the
production of timetables and liaise with other departments within the College,
including the Conference Office.
 To coordinate external bookings of the Tanaka building via the conference office.
 To coordinate all other room bookings for Business School staff and students.
 To produce daily room booking signage for lecture theatres.
2.
Examinations
 To undertake examination paper preparation ensuring that the papers conform to
the regulations, have been approved by the External Examiners and that all
amendments have been checked and recorded.
 To undertake all other examination preparation arrangements including the
distribution of examination timetables to students and the setting up of
examination venues, including the creation of registers, room plans etc.
 To arrange appropriate invigilation for examinations and provide training to the
invigilators.
 To supervise temporary staff employed during the examination period as
invigilators or administrative support.
 To ensure that examinations operate according to the regulations and that all
irregularities and disturbances are dealt with appropriately.
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To ensure that registers of examination attendance are taken and retained.
To ensure the correct collection and administration of examination scripts,
maintaining confidentiality throughout the process.
3.
Examination Meetings
Along with the other Examinations & Timetabling Officers:
 To set up examination board report templates for the Programme Administrators
at the beginning of each programme, ensuring that formulas are working
correctly, that courses are correctly weighted, and the spreadsheets are
protected to prevent changes to format and design.
 To oversee the collection of all grades for examinations and coursework and to
ensure that deadlines are met and final results are ready for Examination Board
Meetings.
 To check a selection of marks provided.
 To audit examination procedures and processes on a regular basis.
 To oversee examination board arrangements, attend all Examination Meetings
and ensure Programme Administrators have produced the necessary
documentation for consideration.
 To advise on regulations (eg. pass/fail and distinction criteria).
 To set up results letter templates and check final printed letters for all students
ensuring that results are distributed in a timely fashion.
 To organise official transcripts of results to be sent to students via Registry.
 To deal with enquiries from External Examiners and Registry staff.
4.
Business School Prizes
 To make sure that prize nominations are considered at individual exam boards.
 To inform students of prize awards and to organise a prize giving to take place in
conjunction with the PG Commemoration Day in May.
5.
General
 With the Teaching & Quality Manager, to ensure that the School’s quality
procedures are up-to-date and adhered to
 To participate in ongoing quality improvement to systems and processes.
 To maintain accurate records and archives in relation to student assessment.
Since job descriptions cannot be exhaustive; the post holder may be required to undertake
other duties, which are broadly in line with the above key responsibilities.
The post holder is expected to observe and comply with all College policies and regulations,
for example Health and Safety, Data Protection etc.
Imperial College is committed to equality of opportunity and to eliminating discrimination. All
employees are expected to adhere to the principles set out in its Equal Opportunities in
Employment Policy, Promoting Race Equality Policy and Disability Policy and all other
relevant guidance/practice frameworks.
PERSON SPECIFICATION
EXAMINATIONS AND TIMETABLING OFFICER (IMPERIAL COLLEGE BUSINESS
SCHOOL)
Applicants for this post should demonstrate how their skills and experience meet the following
Person Specification
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Relevant professional experience in an examination administration role
Experience of working in the Higher Education sector, and ideally a Business School
Ability to pay meticulous attention to detail, work to a high level of accuracy and to
deadlines
Understanding of and commitment to quality delivery and assurance
Customer / client service oriented
Able to perform effectively under pressure with good personal organisation,
prioritisation and time management skills
Attention to detail
Able to plan and manage a range of projects at any one time
Flexible and able to respond to changing priorities
Able to develop, improve, implement and embed policies, procedures and working
methods
Able to communicate effectively with a wide range of staff
Ability to present information effectively both orally and in writing in a concise, clear
way.
Experience of drafting written policies and guidelines is desirable.
Able to influence people at all levels
Effective team working skills
Excellent IT Skills, particularly Excel