Senior Examinations Officer
University of Cape Town
Total years of experience :22 years, 9 Months
Principle accountabilities:
1. Schedule examination timetable for June and November and oversee timetable for January:
• To publish an acceptable examination timetable for students and examiners for June, November and January, in accordance with UCT policies, and by the stipulated dates.
• Liaise with all faculty timetable reps BEFORE scheduling any exams or publishing the timetable.
• Set timelines for academic departments and ensure they are implemented and adhered to. If deadlines are not met by academic departments, this must be escalated to the line manager of the Examinations Officer and relevant HoD.
• Communicate timelines to departments well in advance of the due dates.
• Update the examinations website stating deadlines and publishing notices relevant to each exam session.
• Print and distribute the timetable to all relevant parties on campus, both hard copy and web
• Filing and accurate record keeping of all timetables and requests received by departments.
• Request nominations for invigilators for examinations.
• Follow-up and report on all invigilator details not captured by communicated deadline and submit to the Examinations Officer’ line manager.
• Communicate clearly by using standard South African English and in an appropriate tone.
2.) Ensure smooth running of the scheduled examination process:
• Liaise with building supervisors, security staff and Properties and Services staff to plan and prepare the logistics of the examinations.
• Ensure that all role players understand their role in each exam session and adhere to it.
• Oversee the printing of question papers.
• Oversee the counting, packing and securing of papers by the Exams Office staff.
• Provide secure storage and delivery of exam papers to a central point for departments.
• Oversee all payments and ensure that it is processed according to the documented payment process.
• Maintain the Examinations office process manual and ensure that Internal Audit is consulted on all changes.
• Maintain the security protocol for the Examinations office and ensure that it is implemented.
3. Line management and training:
• Line manages Examinations office staff to by ensuring productivity in meeting terms of service delivery.
• Develop and implement a structured training program for Examinations office staff.
• Manage and monitor that staff understand and meet all their KPAs as stipulated.
• Manage and monitor that deadlines are implemented and adhered to.
• Provide staff with access to required tools and skills to perform all daily functions.
• Develop a structured training program on all areas of the Examinations assistant portfolio and ensure that it is implemented.
• To plan work flow ensuring delivery, particularly during peak times.
• Monitor staff performance in the scheduling of the supplementary and deferred examinations timetable and the use of the Syllabus Plus exam scheduling system and ensure all scheduling criteria are met.
• Provide training on Syllabus Plus so that the Examinations assistant can produce a supplementary timetable and in and emergency, the June or November timetable.
4. SAP payments and processing of request/s:
• Processing all requests for purchase orders by depts of Deputy Registrar including Student Systems and Support.
• Approving all purchases made on the P-Card for all depts of Deputy Registrar including Student Systems and Support.
5. Supplementary and deferred exam results:
• To capture accurately and keep records of all supplementary and deferred exam results.
• To capture results of all courses captured incorrectly by departments during first and second semester upload of results.
• To print and send the confirmation of results report to all HoDs.
6. Servicing officer for the Exams and Assessment Committee:
• Prepare and circulate agendas, minutes and all supporting documentation both electronically as well as in hard copy form.
• Manage tutors, identify need for tutors, and recruit tutors, coordinate induction and training for tutors.
• To plan, organise and ensure the effective coordination and control of ICG examinations.
• To contribute to a complete quality education service in the education division focusing on examinations and student queries.
• Line management of all staff (Summative and Tutorial)
Principle accountabilities:
• Manage the process of recruitment of examiners, moderators, and additional markers when authorized.
• Ensure compliance with summative assessment policies and processes for flexible learning and assessment solutions.
• Manage remuneration of examiners, moderator and facilitators.
• Responsible for question paper department to meet the requirements of nationally accepted and legislated quality standards.
• Communicate question paper related requirements and practices to internal departments.
• Setting and adhering to deadlines and SLA’s as required within ICG and other institutions.
• Ensure compliance with internal and external assessment, incl. industry and legislative quality standards.
• Research and enquire about course structures and outlines for the purpose of self development and for staying abreast with product development.
• Ensures compliance with quality assurance process in packing and distribution of question papers and stationery as well as at printing facility.
• Liaises with internal and external service providers.
• Manage the administration and maintenance of finance related records, documentation and submission of examiner claims.
• Implement and manage policies associated with qualification certification and communication for the National Learner Record Database (NLRD).
• Ensure ICG’s question papers department meet DOE and UMALUSI security requirements.
• Manage budgets on tutor, examiner, moderator and facilitators payments.
• Responsible for the analysis of assessments sessions and reporting findings.
• Manage and maintain SLA’s (service level agreements) with all internal and external parties.
• Manage the implementation of policy guidelines for the appointment of all examiners and moderators.
• Manages information and documentation required by Examiners and Moderators.
• Report on examiners and moderators performance.
• Responsible for the establishment of a performance culture within the question papers division and amongst external parties.
• Supervise the movement of question papers at all stages of development.
• Responsible to effectively source, contract, train and performance manage all Question paper division staff and question paper development projects.
• Responsible for setting and communicating the exam development timelines, service levels, targets and deadlines in conjunction with the needs of other departments and individuals.
• Responsible for the quality control (pre-editing) of incoming question papers and memos to ensure minimum requirements are met.
• Compiles and maintains database of all examinable subjects.
• Maintains records of correspondence, and reports, from examiners, moderators and relevant internal parties and managers.
• Prepares and submits financial reports.
• Prepares and submits post-analysis reports.
• Venue organizing and logistics for training and meetings.
• Create and maintain databases as well as take and maintain minutes.
• Reporting-report weekly and monthly on achievements, objectives, etc.
• Report monthly on stats, performance, gaps and new appointments and training received.
• Queries-resolve all queries regarding rates and payments, delivery and collection, turnaround times and marking quality.
Tutor Management-on going performance management for all tutors.
• Receive CV’s and check whether criteria is met, also do all interviewing, training and induction of new tutors.
• Manage all contracts for new tutors.