19 Oct
York Steiner School
York
Job description
Permanent, part time position (0.6 FTE - working 3 days a week in school) term time only plus 3 weeks
Closing Date for this vacancy : Midnight, Sunday, 3rd November 2024
Interview Dates : Week Commencing, 4th November 2024
Start Date : As soon as possible
Following the success of opening an Upper School for students aged 14 - 16, York Steiner School has an exciting new role available for an Upper School Administrator and Exams Coordinator.
This role would ideally suit a teacher looking for a new and challenging administrative position or an experienced school administrator with significant knowledge of public examinations at GCSE level.
This role also involves administration relating to the Crossfield Integrated Education Diploma which students at the school are currently studying.
The successful postholder will be joining the school at a very exciting time as the Upper School continues to develop with support from dedicated teaching and non teaching staff.
This role provides a great opportunity to build strong working relationships with staff, trustees, students and parents as the first point of contact for enquiries relating to Upper School.
Key Accountabilities
Examinations
- Be responsible for the computerised submission of all public examination entries for GCSE exams (to the relevant examination board) and Crossfield Institute, ensuring that a manual record of all submissions is maintained as a backup.
- Work closely with the Operations Manager to create and ensure a secure examination storage facility within the school.
Ensure this storage facility meets the requirements of the Joint Council for Qualifications (JCQ).
- Assist the Headteacher and Operations Manager in ensuring a successful on-site inspection for the purposes of sitting public examinations.
- Liaise with Upper School staff in relation to student examination entries.
- Collate the public and mock examination timetable and publish this via ParentPay for parents and staff. Create individual timetables for students sitting public examinations and take responsibility to resolve clashes and make appropriate provisions for affected students.
- Process all examination papers as they are received into School, ensuring that security procedures concerning examination materials are strictly adhered to at all times.
- Be responsible for the organisation of accommodation for all public and school examinations in liaison with the Senior Management Group (SMG) and Educational Management Group (EMG)
to ensure that regulations concerning the layout of the accommodation and signage are strictly adhered to at all times.
- Be responsible for the internal administrative arrangements for public and School examinations, including preparation of candidate cards, seating plans and examination trays and collation and management of the invigilation timetable.
- Liaise with the SENDCo concerning the accommodations and support for students with Special Educational Needs (SEN). To support the SENDCo in the application of arrangements for examination accommodations for students with SEN.
- Brief students on examination procedures and conduct and produce guidelines for staff, invigilators and students.
- Liaise with Upper School staff in relation to Crossfields Institute qualifications and support them to input module results.
- Be responsible for the computerised download of all examination results and import results files into the relevant school files.
- Be responsible for the issue of results to students in the form of computerised summaries and official examination certificates.
- Be responsible for dealing with post result enquiries, including requests to decline grades, access to scripts, transfer of previous awards and requests for remark of scripts.
- Disseminate information regarding public and mock examinations to staff, students and their parents and deal with any examination enquiries which arise.
- Work closely with the HR / Admin Manager regarding the recruitment of examination invigilators. Assist the Headteacher with interviewing and appointing Examination Invigilators,
offering appropriate induction training to them so they are fully conversant with their roles.
Monitor the conduct of examination invigilators to ensure that the strict standards required in an examination are maintained.
- Be able to work flexible hours during the examination periods to accommodate both the start and finish times of public examinations.
- Work closely with the Finance Manager to manage the examinations budget, ensuring that all requests for payment are reconciled to the respective examination entry records.
- Provide relevant statistics and dates on examination entries and examination results to SMG and EMG, Local Advisory Board, Local Education Authority and Department for Education, as required.
- Be responsible for the ordering of examination stationery.
- Liaise with examination boards, moderators and other outside agencies as required.
- Be responsible for record keeping, maintenance and storage of files - manual and computerised record systems.
- Disseminate information and answer queries regarding examinations with staff, students and parents / carers.
Other Upper School Administration
- Coordinate parents’ evenings and send out invitations to these.
- Coordinate preparation of student reports and send these out to parents.
- Send out necessary information to parents (assessment data, calendar of events, induction pack etc.)
- Coordinate administration for class 9 and 10 trips
- Be the first point of contact for parents of Upper School students.
- Coordinate work experience of Upper School students, in coordination with careers teacher.
- Work collaboratively to ensure Upper School is inspection-ready prior to external inspections.
Additional Responsibilities
- Build good working relationships with the Headteacher, Upper School staff, SENDCo, Finance Manager, HR / Admin Manager and Operations Manager.
- Communicate effectively with the Headteacher, SENDCo, teachers, non-teaching staff, students / children and parents
- Participate and attend staff training days / sessions and school open days.
- Comply with all school policies and procedures, especially safeguarding, health & safety and IT policy.
Statutory Requirements
- Ensure electronic record keeping meets both statutory and School requirements e.g. School management systems, Safeguarding systems
- Follow the school’s behaviour policy when interacting with children
- Report any safeguarding concerns in accordance with the School safeguarding policy
Person Specification
CRITERIA
ESSENTIAL
DESIRABLE
Qualifications, Training and Experience
Degree level qualification
Teacher Qualification (PGCE / QTS)
Qualification in administration
GCSE or equivalent in English Language
An understanding of Steiner Waldorf Education and the Ethos of York Steiner School
At least 5 years’ experience working in a secondary school as either a teacher or administrator
IT skills including Microsoft Office and G suite
Direct experience of coordinating GCSEs (or other public examinations), including submission of examination entries for GCSE exams and liaising with examinations board.
Experience of setting up an examinations centre would be an advantage
Experience of successfully preparing for Ofsted inspections would be an advantage.
Experience of applying for special arrangements to accommodate students with SEN taking examinations
Skills and Competencies
Excellent organisational skills, proven ability to work efficiently and autonomously
Strong communication skills; precise, accurate, clear written and spoken English.
Strong interpersonal skills; demonstrated ability to maintain effective working relationships with collaborators of different backgrounds.
Strong analytical and problem-solving skills, as well as ability to establish priorities and to plan, coordinate and monitor own work plan.
Ability to respect deadlines and deliver outputs according to the standards required.
Flexibility and commitment; demonstrated ability to work in a team
Personal Qualities
Friendly, empathetic manner and ability to work under pressure
Ability to work cooperatively as part of a team and on your own
Excellent interpersonal skills with adults and children
A positive attitude to work, being responsible, self-motivated, proactive and flexible
An analytical and methodical approach to working practices with exceptional attention to detail, accuracy and a pride in your work
Resilience and a sense of humour in times of pressure
Calm and unflustered manner
We encourage interested parties to come on an informal tour pre-interview. If this is something you would like to arrange please get in touch with Sarah Heaton.
Annual Leave : 28 days pro rata (inclusive of bank holidays) in the first year, 31 days pro rata in the second year before rising to 33 days pro rata after 3 years.
There will be a 6 month probationary period.
Position : Part time : 22.5 hours (0.6 FTE) - working 3 days (days of the week to be discussed at interview)
We implement safeguarding protocols in all aspects of our working practices and we are committed to safeguarding and promoting the welfare of children and young people.
All successful applicants will be required to undertake an enhanced DBS check and this will include social media checks.
York Steiner School is an equal opportunities employer and is committed to ensuring that every job applicant or employee receives equal treatment irrespective of sex, marital status, age, race, nationality, disability, sexuality or religious belief.
Application process and timescales
Application forms can be downloaded from https : / / www.yorksteinerschool.org / job-opportunities /
To find out more about York Steiner School visit our website https : / / www.yorksteinerschool.org /
All completed application forms to be e mailed : to Sarah Heaton, HR / Admin Manager at [email protected]
▶️ Upper School Administrator and Exams Coordinator
🖊️ York Steiner School
📍 York