Data & Exams Officer

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  • Serlby Park Academy
    Visit Serlby Park Academy
  • Required for March 2022
    Application Closes: 28/01/2022 12:00
    Interview Date: To be confirmed
    Job Length: Permanent
  • Weeks of work: 40
    Days of work: 5
    Hours of work: 37
  • Post: Data & Exams Officer
    Salary (FTE): F 14 - £23,080.00 to F 19 - £25,481.00 Salary subject to pro-rata
    Responsible to: Principal
About Delta Academies Trust

Purpose of the job:

Serlby Park Academy are looking to appoint a Data & Exams Officer to join our academy in March 2022.  In this role you will co-ordinate all aspects of information and data management, including preparation of timetables and maintenance of student and staff records in order to ensure the availability of accurate and meaningful data. To take responsibility for the day-to-day management of all school examination procedures. To ensure appropriate cover for lessons is arranged on a daily basis.

The minimum actual pro rata’d salary per annum for this job starts at £20,180.72. 

The academy is a 3-16 all through school situated in a small village with a real community feel. We feel passionate about providing our young people with the best experiences, the best outcomes and the best opportunities. We place our learners’ individual needs at the heart of what we do and pride ourselves in our adaptability and willingness to engage fully with our students, their parents and the communities they live in.

You will be joining an ambitious, committed and hardworking team who are relentless in their drive to make a genuine difference to and lasting impact on our young people, staff, families and the wider community. We value kindness and seek to create an academy where staff feel supported and students feel safe. 

If you feel you would be the right fit for this role then we would very much like to hear from you.

We are very proud of our academy and visits would be warmly welcomed by appointment. Please contact the academy on 01302 742535 if you would like to arrange a visit.


Responsibilities and accountabilities

  • To develop data management and storage systems, in order to ensure data is up to date, accurate and accessible. To play a key role in the development of efficient and reliable data gathering systems and procedures. To provide appropriate staff training and guidance in the use of the academy’s data management system. To assist with data analysis, using SIMS modules as appropriate. To develop and manage the academy’s reporting system, to design report layout. To assist staff whilst using the software and resolve any issues with the software publishers.
  • To use product knowledge and expertise to contribute to the development of the whole academy timetable. To work with the Vice Principal to co-ordinate the provisions of accurate timetables for students and staff at the start of each academic year, to publicise these in school and to be the key person to resolve problems and amend timetables throughout the year, taking into account staff and student turnover and group changes.  To take general responsibility for the smooth administration of the academy timetabling system.
  • To be responsible for the completion and submission of complex forms, returns etc., including those to outside agencies e.g. DfE and to investigate and resolve related queries, to ensure that data is correct.
  • To be responsible for monitoring information within ‘Assessment Manager’, producing reports when required. To liaise with departments and provide information and to design and produce class and student reports.  To produce, collate and arrange distribution of reports.
  • To establish and maintain records and to design mark sheets for data input and to produce termly reports, liaising with SLT. To ensure data is transferred as appropriate. To produce mark summary sheets to appropriate staff and to provide analysis of data when required.
  • To undertake year-end routines relating to leavers and admissions.
  • To secure cover for day to day and long term absence, ensuring that cover teachers have the necessary checks against both List 99 and information held by the DBS as well as the skills and experience to minimise the disruption to the learning process. To implement and produce cover reports and statistics for monitoring purpose when required.
  • To arrange appropriate accommodation for internal and external examinations and staff invigilation for internal examinations as Examination Officer. To be responsible for all aspects of school examinations.
  • Preparing for, planning, coordinating and conducting internal and external examinations on the academy site, including re-sits and those for external candidates.
  • Timetable and organise invigilation for internal examinations liaising with teachers on length of papers and numbers of students sitting the examination, appoint, train and deploy internal and external invigilators where required to meet the national requirements.
  • Liaise with teachers to produce predicted grades for students, co-ordinate with teachers to submit coursework to external examination boards and receive and store securely all examination papers checking all papers when required.
  • Arrange and supervise internal examinations and optional tests/controlled assessments.
  • Effective use of finances maintaining and managing the examinations budget ensuring late fees are not applied in the entry of examinations.
  • Liaise with site manager about rooms and layout requirements.
  • Supervise examinations and results so that the definite and suspected breaches of examination regulations are reported to the Principal for follow up. Brief students on conduct during examinations ensuring rules and regulations are adhered to.
  • Be responsible for the collection and posting of examination scripts to the external examination boards ensuring accurate records are kept of their postage and deadlines are met.
  • Collation of associated statements, mal practice and reports for examination boards and decisions are communicated to relevant staff and students.
  • To organise and be present on results day to ensure the handing out of examination results is dealt with efficiently and sympathetically dealing with any queries and complaints from students and parents.
  • Make arrangements for the remarking of examination papers where appropriate (EARS).
  • Verifying accuracy of DfE statistics results, data and certificates before communicating them to internal and external agencies, the Academy Advisory Body (AAB) and local press.
  • Produce and distribute examination policies and booklets giving relevant dates and timetable for all internal examinations.
  • Liaise with SEN co-ordinator to ascertain special requirements for pupils ensuring such pupils are not disadvantaged during the examination process and submit applications for special consideration for disadvantaged students.
  • To provide up to date course information and publications to suit the course leaders needs and gaining approval from the appropriate examination boards.
  • To ensure strict confidentiality in all areas of work.
  • To work and process personal and sensitive information in accordance with Data Protection Act 2018 including the General Data Protection Regulations (GDPR) 2018.
  • To ensure work is conducted in a way that protects the safety and security of information (e.g. strong passwords, reporting breaches, securing paper records, securely disposing of records).
  • To understand and comply with the statutory guidance regarding safeguarding of children, ensuring the safeguarding and promotion of children’s welfare at all times, reporting any concerns to the Designated Safeguarding Officer immediately.
  • To comply with the Trust and academy’s policies and procedures at all times.


To undertake other reasonable duties (with competence and experience) as requested, in accordance with the changing needs of the organisation.


Personal Contacts

Internal                Staff including the leadership team, students and AAB members

External                Parents/Carers, external agencies (supply and examination boards)


Decision Making

Make decisions in connection with principal accountabilities listed within current academy policies and procedures. Makes frequent decisions and exercises initiative and interpretation of set rules and policies with only limited supervision direction required. Exercises discretion in respect of data management and organising cover and examinations.


This job description may be subject to change, following consultation between the post holder and the Academy.

The Trust is committed to safeguarding the welfare of its students and the successful applicant will be subject to an enhanced Disclosure and Barring Service certificate and checks of the relevant barred list / prohibition lists.

Experience and Knowledge

Key: A = Application, I = Interview And Assessment, R = Reference, C = Certificate


  • Grade C or above in both English and Maths, or equivalent (A/I/C)
  • Recognised and relevant vocational qualification (NVQ level 3) and/or equivalent practical work experience (A/I)
  • Willing to take part in the staff development plan by participating in arrangements for further training and development (A/I)
  • Working in a school environment (A/I)
  • Issues affecting students and young people and how to offer supportive assistance (A/I)
  • Understanding of relevant policies and procedures (A/I)
  • Excellent relationships with members of staff and students (A/I)
  • High levels of accuracy (A/I)
  • Ability to provide a wide range of complicated or sensitive information to a range of audiences (A/I)
  • Ability to face different situations requiring the identification and selection of a solution using evaluative judgement over a range of different activities and within tight deadlines (A/I)
  • Flexibility with regards to working hours during examination periods (A/I)
  • Ability to respect and maintain confidentiality (A/I)
  • Good organisational and personal management skills (A/I)
  • Ability to work independently or within a team (A/I)
  • Expertise in SIMS and Exams Software and working knowledge of standard computer packages (word processing, email and spreadsheet) (A/I)
  • Satisfactory Enhanced DBS (C)


  • Basic knowledge of first aid (A/I)