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Examinations Administrator

Royal College Of Physicians & Surgeons Of Glasgow

Examinations Administrator

£22783

Royal College Of Physicians & Surgeons Of Glasgow, Glasgow

  • Full time
  • Permanent
  • Immediate start

Job posting date not available, 23 Sep

Closing date: Job Closed

job Ref: EXAdSept21

Full Job Description

 

Job Purpose

Reporting through the Examinations Manager to the Deputy Head of Assessment and Director of Education and Assessment, the Examinations Administrator provides an examination administration service for postgraduate medical, surgical and dental examinations. The post-holder will be allocated to the dental, medical or surgical examinations team, depending on examination allocation but will work across the Unit as necessary. A clear grasp of the full range of examination requirements, in the context of national assessment standards, needs to be developed. The role involves planning and working both independently and as a team member, and requires strong organisational skills and attention to detail.


Job Dimensions

 

·      No direct budgetary or people management responsibility

·      Administration of 3-6 examination diets per annum

·      Management of up to 500 candidates per annum

·      Communication with up to 100 examiners per annum


Main Responsibilities and Role

 

  • Deliver selected examinations as agreed with the Examinations Manager, undertaking all aspects of examination administration, including:
  • Process candidate applications and payments, ensuring compliance with Examination Regulations and College or Intercollegiate policy, initiating and maintaining records on the College’s management information system
  • Administer examiner applications, terms of appointment and training, ensuring compliance with Examination Regulations and College or Intercollegiate policy, initiating and maintaining records on the College’s management information system
  • Prepare examination cost projections to support Unit financial management
  • Organise venues for hosting written and clinical examinations, liaising with venue contacts to ensure all requirements are met
  • Administer all aspects of the conduct of examinations relating to examiners, candidates and invigilators, in accordance with relevant  regulations
  • Organise examiners and invigilators for written and clinical examinations, initiating and maintaining records, making travel and hotel arrangements as required
  • Produce all relevant examination paperwork for candidates and examiners
  • Maintain question banks for examinations, working with Faculty to create examination papers, including clinical images, as appropriate
  • Arrange provision of resources for examinations, including equipment (materials and specimens) and actors/patients/surrogates
  • Prepare examination results for review in advance of publication, complying with standard examination practice
  • Arrange required payments to external venues, invigilators, examiners, actors, patients and assessment centre staff ensuring compliance with College financial procedures
  • Prepare Diploma notifications and pass lists, liaising with external authorities as required
  • Organise marking of candidate examination responses, as appropriate
  • Handle all enquiries from candidates and examiners, and relating to candidates, examiners and examinations in compliance with current legislation (e.g. GDPR)
  • Provide administrative support for other examinations or activities in the Examinations Unit, attending external centres as required.
  • Organise script marking days, standard setting and adjudication days in support of exams
  • Promote and publicise examinations, including ensuring currency of Examination web pages

 

Planning and Organising

 

Planning for an examination is highly proactive, involving excellent planning and organisational skills.


  • The ability to plan and work both independently and as a team member is essential
  • Possession of the confidence and adaptability to work with senior personnel
  • The majority of the planning and organising responsibilities for an exam will lie with the Examinations Administrator
  • During the exam organisation process, the Examinations Administrator must be able to anticipate issues and utilise their initiative and problem-solving abilities, working with their Manager as appropriate, to resolve short notice issues and which could cause potential disruption to the usual planning and organisational process

Decision-Making

 

The Examinations Administrator must prioritise their own workload, and is responsible for making a large number of the decisions that are necessary for the organisation of an examination.


  • The Examinations Administrator must work proactively, making decisions in line with examination regulations, procedures and past practices, essential to the planning process as appropriate
  • The Administrator must be aware of various lines of reporting (e.g. through Managerial and Governance structures) ensuring that their line Manager and relevant parties are involved in decision making as appropriate

 

Knowledge, Experience and Skill Set Required


Knowledge:


Essential:

  • Educated to a degree level or equivalent (i.e. educational achievement plus working experience)
  • A good knowledge of Microsoft Word and a working knowledge of spreadsheets, databases and PowerPoint is essential, as is a familiarity with modern office and IT systems
  • Knowledge of relevant legislation (e.g. GDPR)

Desirable:

  • Understanding of the Medical/Educational/Public sector or not-for-profit  environment
  • Knowledge of quality assurance and maintenance of standards in relation to examinations

Experience:

  • Relevant administrative experience of 3 years’ duration is essential
  • Demonstrable experience of organising examinations or events including; all logistical arrangements as well as examiner engagement and marking/results processing is desirable

Skill Set:


  • Strong planning and organisational skills
  • Ability to work to strict timescales in order to meet deadlines
  • Attention to detail
  • Ability to interpret detailed Regulations
  • Efficient flexibility
  • Proficiently proactive and reactive
  • Strong team-worker
  • Excellent communication skills
  • Good interpersonal skills
  • Customer focused and strong ability to deal with individuals on all levels in a friendly, welcoming and helpful manner

 

 

Job Context and Special Features

 

  • Provide administrative support to Examination Boards as required, including minute taking
  • Establish and maintain working relationships with intercollegiate partners, collaborating in the running of examinations as required
  • Additional hours need to be worked in accordance with the demands of the Unit’s business activities, including meetings and examinations. Meetings may require attendance in the evening.
  • The post holder may be required to travel within the UK and overseas, therefore periods away from home are necessary.

The closing date is Wednesday 22nd September 2021 at 12 noon. 

 

It is anticipated that interviews will be held on Tuesday 28th or Wednesday 29th September and candidates will be asked to undertake competency-based tests.

 

A Charity Registered in Scotland: Charity Registration Number SC000847