Job Description

Exam & Assessment Coordinator

Location: Indonesia

Functional area: Secondary

Employment type: Full-time

Job Type: Contract

Purpose: To have responsibility for the organisation and administration of all Internal and External examinations as well as baseline testing done for students in Secondary School. Responsibilities: Examinations Organisation

• For External Exams, ensure that all external examinations take place efficiently and fulfill all regulations (including IB, IGCSE and any Indonesian examinations).
• For Internal Exams, set up the exams in iSAMS, assign the students to their exams and input/download the results into iSAMs.
• To be fully cognisant and up to date with the latest examination developments and guidance and to appraise the SSLT as required.
• To fulfil the role and responsibilities of the Examinations Officer as stipulated in Exam Board regulations, liaising effectively with the IB/DP Coordinator and IGCSE Coordinator for internal and external examinations and promoting the highest standards of academic honesty.
• To liaise and communicate effectively with Exam Board Administrators.
• To ensure that examinations on the main school calendar are accurate or amended as necessary.
• To organise the annual Internal Examinations, constructing the examination timetables, creating efficient procedures for the submission and collection of papers and communicating expectations professionally and effectively to staff.
• To create efficient procedures for the submission and collection of Examination papers and to clearly and professionally communicate the responsibilities of Faculty Leaders.
• Working with the Head of Language Acquisition and English Language and Literature to ensure timetables of oral examinations and IB summative assessment components are within Examination Board windows where applicable and meet the stipulated protocols of the I/GCSE or IB boards or organisation.
• Assist with rooming, scheduling, administration and invigilation of oral examinations as required.
• To ensure that teachers have access to the relevant syllabus and Exam Guides, past papers and mark schemes in addition to support material provided by the Exam Board.
• To circulate updates from the Exam Boards to Faculty Leaders and relevant teaching staff as appropriate and forward details of CPD for I/GCSE courses from the Exam Boards.
• To register teachers teaching Years 10 and 11, providing access to the CIE online teacher site and Edexcel Plus, as appropriate.
• To organise all External Examinations for IGCSE, GCSE and IBDP, ensuring that Exam Board requirements are fully met and that students and parents receive clear communication of all Examination arrangements.
• To ensure that the designated Examination Hall is well prepared, liaising with the campus team and faculty areas affected.
• Be present at the start and end of each internal and external examination, requesting lesson cover as required to facilitate this.
• To complete an events form for any external examinations which occur during public holidays, ensuring that Security and Medical are alerted and that there is adequate access to required facilities.
• To ensure that all students are safely 'off campus' beyond evening Examinations and confirm with the designated Duty Manager.
• To liaise with Faculty Leaders and IBDP and IGCSE Coordinators, ensuring that all Examination entries are submitted accurately before the Exam Board deadline.
• To work with the IN Coordinator to secure 'access arrangements'
• (additional time, a scribe, etc)for students with documented Individual Needs, prior to external Examinations and where applicable communicate a 'special circumstance' to the Exam Board after an Examination.
• To submit predicted grades in the event of a student not completing an examination for reasons beyond their control (documentation provided).
• To be responsible for the organisation and administration of invigilation for all internal and external examinations in the Secondary School.
• To ensure that all invigilators are approved by the line manager and receive both Child Protection and Invigilator training as stipulated by the Exam Boards.
• To monitor the performance of invigilators to ensure that the highest standards and security is maintained throughout all Examinations.
• To ensure that invigilators are fully briefed on procedures to follow to prevent malpractice and confidently and appropriately address suspected student malpractice during Examinations.
• To ensure that an agreed evacuation plan is in place in the event of an emergency and that invigilators and staff follow protocol.
• To track Examination Papers sent by courier and organise and administer the dispatch of completed papers to the destinations stipulated by the Exam Boards.
• To distribute Examination Results to the Principal and Senior Leadership Team, followed by students and Faculty Leaders on the approved dates, managing communication with parents, as required.
• To liaise with Faculty leaders regarding the appeals process and in the organisation of re-sit entries, communicating effectively with parents and students.
• Scrutinise the Edexcel Examination results.
• To ensure that Examination Results are uploaded into ISAMS to facilitate accurate tracking and the completion of student transcripts.
• To organise the timetable and invigilator arrangements for School Assessment Week in liaison with Faculty and Year Leaders.
• To complete seating plans and provide seating plan information to students in advance of examinations.
• To be responsible for the organisation and administration of I/GCSE student remarks.
• To organise the IELTS or any other external testing, securing invigilators and corresponding with the test administrator.
• To liaise with the Head of Secondary regarding the Indonesian National Exams and assist in the organisation and administration of these examinations.
• To undertake further training as required.

Examinations Communication

• To update Firefly information on all internal and external examinations, including Assessment Weeks, a minimum of 4 weeks prior to the examinations or assessments in question. This information to include: schedules, examination expectations and examination procedures including board and IB requirements as applicable. This information is to be 'recommended' to parents, students, year leaders and tutors of relevant year groups to ensure they are informed.
• To attend Middle Leader meetings on an occasional 'as needed' basis, to discuss examinations and to communicate and request information.
• To address assemblies of students to explain examination procedures and protocol as required.
• To address parent meetings to explain examination procedures and protocol as required.
• To meet with Heads and Assistant Heads of Faculty during the first half term of each academic year, to update board information, check on examination and assessment week requirements for each faculty, to ensure each faculty knows their key board dates and communicates their requirements for the academic year.
• To liaise with the IB DP and CP Coordinators and Individual Needs staff to identify the access arrangement required for internal and external examinations and assessments and to arrange examination spaces and invigilators to meet these needs.
• To provide updates on IGCSE examinations to the Assistant Head CP/IGCSE during regular meetings.
• To meet with the Assistant Head DP regularly regarding IB examination requirements and ensure the registration of students is accurately completed by the first registration deadline.

Examinations Results Analysis, Data Tracking & Awards

• Analysis of all internal and external assessments and progress data (benchmarked against CEM data).
• Analysis of summative data, identifying trends in student performance to inform strategic planning and reporting to a variety of stakeholders.
• Organise the School’s Annual Awards Celebrations.
• To work with the DHoS on the design and implementation of the assessment analysis and tracking systems
• To share the appropriate information with the key stakeholders (e.g. Year leaders and Heads of faculty)

Baseline Testing

• To work with the DHoS on setting up and organising the running of the CEM/GL tests
• To download the CEM/GL results and share with DHoS
• To set up with the DHoS how the CEM/GL data can be used
• To input the IB result data and IGCSE result data in order to ascertain the valued-added measures for the corresponding cohorts
• To organise any other testing required eg PISA and PASS tests
• To provide comparative data to senior management to assist with intervention to raise academic attainment.

General Duties

• To be familiar with, and uphold all, Safeguarding policies and Child Protection and Responsible Use of Data policies and procedures within the school.
• In liaison with the Line Manager, take responsibility for upholding Health and Safety practise within their own working area and be responsible for completing risk assessments/near misses as appropriate.
• Undertake any other reasonable duties as advised by the Principal or the HoS.

Child Protection

• To actively promote the well-being of all students and be familiar with, and uphold all, Safeguarding policies and Child Protection procedures within the school.

Requirements:

• Minimum S1 / Bachelor's Degree in Management, Business Administration, Education or other relevant majors.
• Minimum 2 years of relevant experience.
• Highly organised and possess strong ability to organise examinations or any baseline testing, or any events related to the examinations.
• Strong knowledge and ability to administer external examinations for students based on international curriculum such as IB and IGCSE as well as Indonesian national curriculum.
• Strong ability to administer internal examinations for students using the available database/information management system.
• Familiar with database/information management systems such as iSAMS or any other similar platforms.
• Strong analytical skills using the available examination results.
• Highly able to work in a dynamic environment with tight deadlines.
• Excellent communication and interpersonal skills to be able to interact with multiple and different stakeholders.
• Fluent in speaking and writing in English and Indonesian.
• Good facilitation and customer relations skills
• General understanding of the School's administrative systems, policies and procedures.

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