Exam Officer

Role Overview

Manages all examination administration for the Cambridge programme — entries, logistics, invigilation, accommodations, and results. Ensures full compliance with Cambridge International examination regulations and maintains exam integrity and security.

Key Responsibilities

• Administer Cambridge International exam entries and registrations
• Plan and manage exam logistics (venues, timetables, invigilation)
• Ensure exam security, integrity, and regulatory compliance
• Coordinate access arrangements and accommodations with SENCO
• Process and distribute exam results
• Manage internal mock exam administration

Processes

EO01 — Exam Entries & Registration

Frequency: per exam series (typically 2–3 per year) Approval: Head of Academic Tools: Cambridge Direct / SIS / spreadsheet Coordinates with: Head of Academic, Heads of Subject, Finance

1. Circulate entry deadlines and subject codes to Heads of Subject
2. Heads of Subject confirm candidate lists and components
3. Verify entries against student records and resolve discrepancies
4. Submit entries to Cambridge International by deadline
5. Confirm entry acknowledgements and resolve any rejections
6. Coordinate entry fees with Finance
7. Issue candidate statements to students for verification

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EO02 — Exam Timetable & Logistics

Frequency: per exam series Approval: Head of Academic, Coordinators of Cambridge Tools: exam timetable / venue plan Coordinates with: Operations, Head of Academic, Heads of Subject

1. Download official exam timetable from Cambridge International
2. Identify clashes and arrange alternative sessions
3. Book and prepare exam venues (seating plans, signage, clock, equipment)
4. Recruit and train invigilators (staff or external)
5. Brief invigilators on regulations, procedures, and emergency protocols
6. Publish exam timetable to students, parents, and staff
7. Coordinate with Operations on facilities (security, access, catering)

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EO03 — Exam Security & Integrity

Frequency: per exam series Approval: Exam Officer Tools: secure storage / exam log Coordinates with: Head of Academic, Coordinators of Cambridge

1. Receive and verify exam papers in secure storage
2. Maintain log of all papers received, opened, and dispatched
3. Ensure secure storage meets Cambridge International requirements
4. Open papers only on the day and time specified
5. Monitor exam conduct; handle irregularities per regulations
6. Report any malpractice or maladministration to Head of Academic immediately
7. Package and dispatch completed scripts by deadline

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EO04 — Access Arrangements & Accommodations

Frequency: per exam series Approval: Head of Academic Tools: access arrangement forms / Cambridge Direct Coordinates with: SENCO / SEN teacher, Head of Academic

1. Identify students requiring access arrangements (extra time, reader, scribe, etc.)
2. Coordinate with SENCO to gather evidence and complete applications
3. Submit access arrangement requests to Cambridge International by deadline
4. Confirm approvals and communicate to students and parents
5. Arrange separate venues, modified papers, or additional invigilators as needed
6. Brief invigilators on specific accommodations for each candidate

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EO05 — Results Processing & Distribution

Frequency: per results release Approval: Head of Academic, Coordinators of Cambridge Tools: Cambridge Direct / SIS Coordinates with: Head of Academic, Heads of Subject, Student Service

1. Download results from Cambridge Direct on release day
2. Verify data and import into SIS
3. Prepare results slips or certificates for distribution
4. Coordinate results day logistics (venue, timing, support staff)
5. Distribute results to students (and parents if applicable)
6. Support Heads of Subject with results analysis
7. Process enquiries about results (EAR) or appeals within Cambridge deadlines

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EO06 — Internal Mock Exams

Frequency: per mock exam window (typically 1–2 per year) Approval: Head of Academic Tools: mock timetable / venue plan Coordinates with: Heads of Subject, Head of Academic

1. Coordinate mock exam schedule with Head of Academic and Heads of Subject
2. Heads of Subject submit mock papers and marking schemes
3. Arrange venues, seating plans, and invigilation
4. Administer mock exams under exam conditions
5. Return scripts to Heads of Subject for marking
6. Support standard-setting and grade boundary discussions
7. Report logistics issues or process improvements to Head of Academic