Job Description
Main purpose of the job
The Examinations
Officer’s main purpose is to guarantee
integrity, efficiency, and fairness in the examination and assessment system as
per the University policies. The Examinations Officer will oversee, coordinate,
and ensure the smooth, fair, and secure administration of examinations and
assessment processes. Acts as the link between academic departments, students,
and examination bodies.
Key Responsibilities
Management of Examinations
Responsible for the implementation and oversight of all examination administrative functions:
- Prepare examination timetables for students and
staff, and process examination calendars
- Publish agreed timetables and issue circulars to
staff on examination timelines
- Brief candidates on examinations in accordance
with University rules and regulations
- Procure examination materials in good time
- Receive moderated examination drafts and marking
guides
- Organize examination papers and stationery
before and after examinations
- Manage the distribution of exam papers and
materials to invigilators
- Supervise and oversee the conduct of
examinations, ensuring compliance with University rules and regulations
- Manage all online examination processes
- Handle the invigilation team and deal with any
problems that may arise during and after examinations
- Ensure completed exam papers are secure in the
exam store or database
- Serve as the first point of contact for the
Examinations office
Assessment and Results Management
- Manage the examination entry process and
coordinate marking, moderation, and submission of results
- Verify results in the system and ensure all
marks are accurate and on time as per internal and external examiners
- Liaise with examination boards and relevant
staff in relation to internal and external assessments
- Make approved amendments to examination results
- Manage arrangements for timely issue of
examination results to candidates
- Address student enquiries on examinations and
escalate to relevant stakeholders for resolution
Certificates and transcripts
- Process and Certificates and transcripts of
graduates
- Issue certificates and transcripts to graduated
students
- Maintain safe custody and records of all issued
certificates and transcripts
- Maintain electronic copies of all issued
certificates and statements of results
- Coordinate the processing of transcripts/result
slips of students
Record Keeping and Data Management
- Maintain and update information held on
University database systems relating to assessment and examinations
- Set up and maintain archive files and historical
data relating to assessment and examination results
- Maintain records of students’ academic
progression
- Maintain and manage student records,
particularly in the student management system
Student Services
- Facilitate student admission and registration
processes
- Coordinate all matters pertaining to graduation
of students
- Coordinate the preparation of students’ academic
performance statistics to assist in decision-making regarding student
performance
Advisory and Support
- Advise the Head of Department on all matters
relating to examinations in the department
- Take minutes in the Examination disciplinary
committee
- Any other relevant duties as may be assigned by
the supervisor
Qualifications
Education & Professional
Qualification
- A relevant Bachelor’s degree from a recognized
University.
Experience
- At least six (3) years’ experience in academic
administrative work in a university/college.
- Having worked in an examination office and aware
of examination processes
- Proficient in computer applications packages and
examination management systems and databases
Skills, Attitudes & Competencies
- High degree of sensitivity and confidentiality
- Exemplary judgement and ability to work flexibly
in a range of operations/strategic settings
- Quick thinker who thrives on maintaining high
standards of operational effectiveness even during times of extreme high
pressure
- Ability to re-prioritise and multi-task
- Strong interpersonal
- Team player
- Problem-solving skills
How to Apply
