The Role
Loretto School is one of Britain’s leading independent boarding and day schools located on the outskirts of Edinburgh. We are looking for an Assistant Registrar with experience of delivering exceptional customer care to join our team.
Responsibilities
- Arrange and set up exam hall and associated rooms in Pinkie for all internal and external exams held there.
- Oversee invigilation for all external and internal examinations.
- Recruit, brief and deploy external invigilators for external exams
- Ensure the receipt, and storage of exam papers and stationery, according to JCQ, CIE and QS regulations, and distributing them in the appropriate exam room and to the correct place t the right time.
- Obtaining from Heads of Department their list of candidates for each exam within their departmental responsibility.
- Ensure the safe packing and dispatch of all completed exam scripts timeously.
- Allocate Candidate numbers.
- Enter all candidates on the school’s MIS for external exams. Maintain correct records of all amendments to the entries and submission of name changes.
- Complete timetable of exams and distribute
- Establish how best the examinations can be distributed across the rooms available and arranging invigilators and support appropriately.
- Liaise with Head of Support for Learning and make required exam access arrangements for external and internal examination candidates (typically one set of younger year exams, Mocks and Final exams in November, January and June series)
- Ensure exams ‘Access Arrangements’ are in place for all external and internal examinations.
- Prepare a detailed seating plan and exam room information posters, (‘projector slides’), for all external examination sessions.
- Update ‘Exams’ policies and keep abreast of annual changes in regulations, particularly for JCQ.
- Attend appropriate training such as webinars from exam boards, SEON meetings and The Exams Office courses/conferences.
- Administer any Qualifications Scotland processes
- Ensure each exam room has the correct posters, logs and equipment and these are retained appropriately
- Get to know pupils so that they can be recognised on entry to the exam hall
- Take on the BTEC Quality Nominee (QN) role and liaise with HoDs as appropriate
- Create and review Forms for submission of entries, results, Reviews of Marking etc and liaise with Heads of Year for their distribution
- Collate, store and distribute exam certificates and liaise with others regarding Apostilling and supply of ‘Record of Attendance’ certificates.
- Provide each candidate with a detailed timetable for their external examinations and with the various compulsory JCQ notices about exam behaviour and use of social media.
- Prepare Charge Sheets for Accounts Branch setting out the exam fees to be charged to parents.
- Liaise with Exam Boards on all issues relating to the conduct of exams and relating to exams.
- Prepare records of External examination results for reference as required.
- Issue Statements of Provisional results to all examination candidates.
- Accept and process all Review of Results (RoR) requests including re-call of scripts and review of marking.
- Maintain a record of all RoR requests and prepare Charge Sheets of the appropriate charges for individual parents for Accounts department.
- Attend to all correspondence relating to exams, from exam boards, parents, pupils past and present and from any other source that does not require professional teacher input.
- Complete and submit Special Consideration forms.
Skills
- Excellent written and verbal communication skills.
- Excellent organisational skills.
- Experience working with the Microsoft Office set of applications, including Outlook, Excel, Word and PowerPoint.
- Ability to learn and use different types of software and applications.
Knowledge
- Experience working in a busy office environment.
- To have a proactive and positive attitude and be able to maintain a positive supportive environment in the pressure of an exam room.
- Ability to be thorough and pay excellent attention to detail.
- The ability to work well within a team and independently.
- Ability to adapt well and quickly to new and varied tasks.
- Experience working in an administrative role within a school is desirable but not essential.
Additional Information
- To undertake additional duties as required throughout the school, commensurate with the job level.
- All staff are expected to contribute to the wider life of a full boarding school with occasional evening social events and other activities.
- The post-holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom he/she is responsible, or with whom he/she comes into contact, will be to adhere to, and ensure compliance with, the School’s Child Protection Policy always. If, while carrying out the duties of the post, the post-holder becomes aware of any actual or potential risks to the safety or welfare of children in the school he/she must report any concerns to the School’s Deputy Head (Pastoral).
To comply with all legislative requirements and school policies including, but not limited to, Child Protection, Health & Safety and confidentiality.
Knowledge, Skills and Experience
Essential Desirable
Education, Qualifications & Training
- A good general standard of education with qualifications in English and Maths
- Knowledge of the examination system.
Knowledge & Experience
- Experience working in a busy environment
- Experience of working with the Microsoft Office set of applications, including Outlook, Excel, Word and PowerPoint
- Proactive and positive attitude
- Excellent demonstrative attention to detail
- The ability to problem-solve Dimensions
- Experience of working in an administrative role within a school setting
- Experience with a Management Information System (MIS)
Key Working Relationships
The post holder would be expected to maintain positive relationships across the Loretto community, partners and stakeholders. Key working relationship include:
1. Loretto Staff, across all Academic and Support Departments.
2. External Partners and Stakeholders.
3. The Senior Leadership Team and Senior Management Team.
4. Parents and Guardians.
This job description includes general statements of the duties associated with this role, but these are not necessarily all-inclusive; additional duties may be assigned and requirements may vary from time to time. This job description is non-contractual.
