University Examination Officer

Job Description

The Role
What you’ll do
Who you are – Qualifications, Experience, Knowledge and Skills required
How to apply
Benefits
Employment Visa

The Role

To make an informal enquiry, please contact Anna Cole at acm@aber.ac.uk or Laura McSweeney at lam30@aber.ac.uk.

Appointments are normally made within 4 - 8 weeks of the closing date.

The University is seeking to appoint University Examination Officers to work alongside the Assistant Superintendent of Examinations. Successful candidates will be responsible for ensuring the smooth-running of examinations, mainly held in January, May and August of each year, in accordance with established University examination procedures.

University Examination Officers may be responsible for the supervision of areas external to the exam halls and have a range of assigned duties, including assisting in the setting up of the exam venues, as well as acting as a link between exam hall and other University support services as and when necessary. Or will have responsibility for the supervision and running of University examinations which may be in the main examination venues, on line examinations in computer rooms or supervision of individual students sitting examinations in a room on their own. A range of duties are associated with the general conduct of the examinations, and with specific aspects of the examination process.

Co-operative working with other examination staff is at the core of this job role, focussing also on an ability to react quickly, appropriately and sympathetically to situations that may arise in examination venues.
Previous work experience of university examinations and/or an awareness of examination processes would be an advantage, but is not essential. An assured but sympathetic manner is vital in dealing with students under stress.
New appointees must attend an induction session, and may not commence their role until this has been undertaken.
All University Examination Officers are responsible ultimately to the Assistant Registrar (Student Administration), but to the Assistant Superintendent of Examinations in charge of their allocated main examination venue for every morning or afternoon examination session. Examinations Officers should make every effort to be available to attend every exam session allocated to their venue throughout each exam period.
Attendance can be required from 90 minutes in advance of each half-day session, and will end as indicated by the appropriate Assistant Superintendent of Examinations, usually no more than 60 minutes after the end of the longest examination in the venue in question. Work time sheets must be checked and signed each half-day by the Assistant Superintendent of Examinations.

The position can be physically demanding therefore it is essential that the successful applicant has an appropriate level of health and fitness.

What you’ll do

The main duties and responsibilities of an University Examination Supervisor include:

• Ensuring the examination venue, and immediate surroundings, remain fit for purpose ensuring both exam colleagues and students are able to work and concentrate in a comfortable environment;
• Setting up examination desks ahead of each session following a detailed seating plan;
• Being the initial point of contact for all external communications from individuals or departments, either in person or by phone;
• Maintaining adequate supplies of examination resources;
• Assisting with the supervision of student entry to the examination hall, and ensuring students follow exam procedures at all times; General supervision of students entering or leaving the exam hall, under the guidance of the Assistant Superintendent; Responding promptly to queries or requests from students, some of whom will be anxious or unwell and need immediate attention, therefore offering assistance where necessary;
• seeking advice and guidance from both within the exam team, and from other University service departments, when problems arise;
• Being aware of possible cases of Unacceptable Academic Practice, taking action as appropriate and as instructed, including completing relevant documentation;
• Bearing in mind prohibitions for students, such as any exam materials that should or should not be entering or leaving the exam hall;
• Monitoring permitted food and drink and removing items as necessary;
• always being alert to what is happening around them and offering appropriate assistance immediately;
• Preventing and detecting fire, investigating alarm activations, and monitoring and ensuring fire regulations are followed;
• Assisting with student departure from exam halls, and clearing the exam hall thereafter to facilitate the preparation of future sessions;
• To undertake health and safety duties and responsibilities appropriate to the post;
• To be committed to the University’s Equal Opportunities and Diversity Policy, together with an understanding of how it operates within the responsibilities of the post;
• To be committed to your own development and that of your staff through the effective use of the University’s Effective Contribution Scheme;
• Any other duties reasonably requested.

Who you are – Qualifications, Experience, Knowledge and Skills required

Essential

1. Educated to A Level (or equivalent) or have equivalent work experience.
2. Experience of working effectively within a team to achieve shared objectives.
3. An ability to support students who may be under stress and respond to situations efficiently and effectively.
4. An ability to handle documentation in a professional and confidential manner.
5. Good face to face communication skills in order to receive, understand and convey straightforward information, alongside excellent customer service skills.
6. Able to work flexibly to meet business needs.
7. Willingness to attend any induction or training courses to support the role.
8. Oral (spoken) and Written Welsh Level A0.*
An ability to understand the bilingual nature of the University and an awareness of the procedures in place to support working bilingually.

Desirable

9. Previous experience of exam invigilation in a HE setting.
10. Familiarity with examination processes and procedures with the ability to actively enforce examination rules.
11. First Aid Training or willingness to attend training.
12. Familiarity with examination processes and procedures with ability to actively enforce examination rules.
13. An ability to work with students who may be under stress and respond to situations efficiently and effectively.
14. Oral (spoken) and Written Welsh Level B2.*

*More information on Welsh Language Levels can be found at:
https://www.aber.ac.uk/en/hr/policy-and-procedure/welsh-standards/

How to apply

To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.

Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Benefits

• Flexible working policy
• 36.5 – hour week for full-time roles
• Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days
• Commitment to Professional Development
• Enhanced contribution to our workplace pension schemes
• Staff recognition and reward schemes
• Opportunity to learn the Welsh language for free
• Staff relocation bursary
• Maternity, Paternity, Parental and Adoption Leave
• Staff discount for gym facilities, hospitality, and retail on campus. 

Please keep reading

We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.

We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Employment Visa

Under the UK Government’s points-based system scheme, this role does not meet the criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.