JOB TITLE: Exam Officer
DEPARTMENT: Operation
REPORTS TO: Head of Facility Support Service
Opening date: 06.01.2025
Deadline: 20.01.2025
PURPOSE: To assist the Head of Facility Support Service in accordance with the established principles, policies, and regulations of WIUT and the University of Westminster. To support the preparation of class schedules and necessary examination materials.
CONTEXT: The university has developed a sustainable model for managing examinations. Due to the expansion of the university and the need to address organizational matters associated with examinations, the area of examination progression and awards requires further strengthening. This is essential to ensure clarity of responsibilities, an even distribution of workload, and effective management of the area. The post is responsible for maintaining the sustainability and effectiveness of this area.
PRINCIPAL ACCOUNTABILITIES:
- To be responsible for an area of work as designated by the Head of Facility Support Service;
- To be responsible for the organization of exams, preparation of exams and invigilation timetables, and exam rooms;
- To be responsible for the process of exam script printing in accordance with the university policies and procedures;
- To timely collect all necessary information from the teaching staff for booking classrooms and rooms necessary for organizing exams;
- To reserve in advance all necessary rooms for the exam and inform departments and persons involved in organizing exams;
- To participate in establishing the process for scheduling classes and booking classrooms;
- To develop and implement an effective communication strategy necessary for scheduling classes and booking classrooms;
- To ensure the automatic scheduling of classes and classroom bookings, analyze and make adjustments to the schedule;
- To timely collect all necessary requests from the teaching staff for scheduling classes and booking classrooms;
- To actively maintain contact with the teaching staff to identify priority classes/events, key needs, and requirements of disciplines that are an integral part of the scheduling and classroom booking process;
- To prepare an initial draft of the schedule and classroom bookings for review and verification by the teaching staff;
- To address requests/recommendations/questions received after the publication of the draft schedule and classroom bookings, and maintain contact with the teaching staff to make agreed-upon adjustments;
- To prepare and distribute the final version of the schedule and classroom bookings at least 10 days before the start of each academic year/semester;
- To plan available schedule intervals considering more pronounced student preferences and choices, workload, staff availability, and classroom availability;
- To promptly respond to issues arising during the educational process related to scheduling, minimizing disruptions in the educational process;
- To understand the various requirements of WIUT departments and incorporate them into the scheduling and classroom booking process;
- To inform the teaching staff of changes in the class schedule;
- To maintain and update all files related to scheduling and classroom booking, archive records, and maintain a database as necessary;
- To participate in improving and optimizing the scheduling system and classroom booking process to meet the growing needs of WIUT;
- To train users on the electronic scheduling and classroom booking system; To maintain communication with the IT Department and other departments to address software issues in the interests of the users of this system;
- To analyze the schedule and take into account arising problems in planning subsequent schedules;
- To plan activities and regularly monitor their implementation, making adjustments to the individual activity plan as necessary;
- To participate in resolving issues related to the allocation of educational space, addressing unavailability due to maintenance schedules, major construction, and renovation projects;
- To timely inform the head of the service about emerging issues and problems;
- To ensure trusting and open relationships within the team and facilitate the resolution of interpersonal and professional issues;
- To make sure that all the administrative work is done in accordance with existing policy, regulations and procedures;
- To make sure that all processes and practices are followed with full integrity and all irregularities are reported to the Head of Facility Support Service or the Academic Registrar;
- To undertake personal and professional development appropriate to the post;
- To undertake other duties at a similar level of responsibility and challenge as and when required in consultation with the Head of Student Performance or Academic Registrar.
PERSON SPECIFICATION QUALIFICATIONS.
- Bachelor's degree in Education, Administration, Business or a related field.
- Strong attention to detail and accuracy, with the ability to spot errors and inconsistencies;
- Proven experience in data management or a related field, demonstrating familiarity with complex data systems;
- Excellent abilities in maintaining confidentiality and data protection, with an understanding of privacy laws and regulations;
- Proficiency in English, Uzbek, and Russian languages.
EXPERIENCE
- Evidence of work experience in administrative positions;
- Evidence of team working and contribution as a team member;
- Evidence of dealing with detail and pressure.
SKILLS
- Strong organizational skills with the ability to manage multiple tasks simultaneously, prioritizing effectively.
- Excellent communication skills, enabling liaising with staff, students, and external examination bodies;
- Proficiency in data management software and MS Office Suite, using technology to enhance efficiency;
- Ability to work under pressure and meet tight deadlines, demonstrating resilience and adaptability;
- Good judgement and decision-making abilities, demonstrating wisdom and discernment in complex situations.
PERSONAL ATTRIBUTES
- High levels of integrity and honesty, showing a strong moral compass;
- A commitment to maintaining confidentiality and privacy, respecting the rights of exams and/or assessment takers;
- Patience and a good listener, willing to understand and solve queries from students and customers, showing empathy and understanding;
- A problem-solver with a positive attitude, demonstrating a proactive and optimistic approach to challenges.
Note: This job description does not form part of your contract but is provided for guidance. The precise duties and responsibilities of any job may be expected to change over time. Job Holders should be consulted over any changes to this job description before implementation.
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