Exams Officer

Exams Officer - Learn Devon

Permanent
Part Time 22.2 hours per week

INTERNAL ONLY (Devon County Council Employees Only)

Learn Devon is seeking an Exams Officer to coordinate secure, well-organised examinations and support learners from entry to certification. You’ll combine exams administration experience with strong organisational and digital skills to deliver an accurate, responsive service.

Location: Blended working - you will be responsible for exam delivery in Bideford and Tavistock, so we’re particularly keen to hear from applicants living in the surrounding areas of North and West Devon. However, travel across Devon may be required according to the needs of the role.

Reporting to: Senior Customer Services Officer

Your role

Working with colleagues, awarding organisations and exam session staff, you’ll oversee exams administration in line with Joint Council for Qualifications (JCQ) regulations and awarding body rules. Ensuring consistent and secure handling of examinations to maintain the integrity of the assessment process and venue requirements are met.

You’ll use Excel, Teams, Outlook and online portals to manage data, schedules and communications. Your responsibilities will include:

• Ensuring high levels of accuracy, data integrity and compliance to manage registrations, entries and withdrawals; validating data in Excel and awarding body portals; sharing deadlines; and recording payments and invoices under Devon County Council (DCC) procedures.
• Organising timetables, venues, rooms, seating and resources, and providing learners with clear exam information and rules.
• Recruiting and booking invigilators, readers and scribes, coordinating training and checking records and schedules. You’ll support administrators but have no direct line management responsibilities.
• Working with the SENCO to implement approved access arrangements and reasonable adjustments for eligible learners.
• Ensuring secure handling, storage and dispatch of exam materials and scripts, sufficient session staffing, and appropriate responses to incidents, including supporting Head of Centre investigations and reporting.
• Explaining results, administering post-results services to deadlines, updating the management information system (MIS), and managing certificate receipt, distribution and retention.
• Maintaining inspection-ready records, supporting the Head of Centre with inspections and regulatory visits, sharing rule changes, and improving exam policies, procedures and systems.
• Using Excel to analyse data, report and monitor deadlines, and Word, including mail merge, to prepare clear communications.

What you’ll bring

You’ll bring accurate administration, a customer-focused approach and confidence using digital systems. Essential requirements are:

• Experience administering qualifications through formal assessments with multiple awarding organisations, such as Pearson, Gateway and City & Guilds.
• Understanding of JCQ regulations and examination processes, and the ability to follow strict regulatory and procedural requirements.
• Strong planning, time management and data-checking skills, with an understanding of data protection when working with staff, suppliers and customers.
• Ability to work independently and across a multidisciplinary team, coordinating delivery and improving joint working within Learn Devon procedures and exam board requirements.
• Clear communication by email, SMS, telephone and face to face, with experience delivering high standards of customer care.
• Advanced digital skills, particularly Excel for organising, validating and analysing data, resolving discrepancies and reporting. Confidence using Word, awarding body portals and exam board forums.
• Ability to coordinate bookings, training checks and schedules for invigilators, readers and scribes.
• GCSE English and maths at grade C/4 or above.

Desirable: adult education experience, familiarity with Devon County Council (DCC) systems and processes, and experience of MIS or educational software.

Working with us

Devon County Council and its staff seek to eliminate discrimination, advance equality and foster good relations. You’ll share this commitment and work to DCC Customer Service Standards. You must be able to carry out the duties and travel according to the needs of the role, with reasonable adjustments where necessary in accordance with the Equality Act 2010.

To apply, please explain how your skills and experience meet the essential criteria.

For an informal discussion please contact Kate Granger Kate.J.Granger@devon.gov.uk

How to apply

Please ensure when completing your application form that you provide a supporting statement which demonstrates how you meet the essential and desirable criteria as described in the person specification of the job description. Applications may not be taken forwards if the supporting statement is not adequately completed.

Internal Applicants, please note: If you are an existing DCC employee, please use your iTrent Employee Self Service (ESS) details to log in and apply.

Please click here to see the Job Description

• DCC embraces the positive benefits of a diverse workforce and is committed to providing an environment that is inclusive and safe. We welcome applications from people who share our commitment to stop discrimination, challenge inequality and promote diversity across Devon. More information can be found on our Equality and Diversity webpages.
• For details on the use of AI in applications and Devon County Council’s use of AI in Recruitment please see Use of AI in Our Recruitment Processes - Working for Devon | Devon County Council
• Happy to Talk Flexible Working - The Council offers flexible working arrangements in terms of when and where people work e.g. hybrid working, part-time, condensed hours etc.
• We are committed to safeguarding and promoting the welfare of children and vulnerable adults and expect all staff and volunteers to share this commitment.
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• Personal data we collect from you will be processed in accordance with the Applicant privacy notice.
• For more information about Working for Devon please visit our Working for Devon page.
• We cannot consider visa sponsorship at this time. UK Right to Work is required.For further guidance on right to work in the UK, please visit: Work in the UK - GOV.UK (www.gov.uk).
• This role requires a DBS disclosure.