Assistant Examination Officer

Role Overview

The Examinations Administrator is the person who keeps a university's assessment cycle accurate, secure and on schedule — from the moment a question paper is set until the final graduation list is signed off. Day to day, this means moving between records, logistics and people: safeguarding confidential materials, getting the right booklets to the right venue on time, and keeping departments on track with moderation and results deadlines. The role matters because examination integrity is one of the few things a university cannot compromise on, and it depends on an administrator who is meticulous, discreet and calm when deadlines pile up.

Key Responsibilities

• Receive, catalogue, file and retrieve examination records so scripts, marks and supporting documentation can be traced quickly at any point in the academic year.
• Keep answer booklets, question papers and other confidential examination materials under secure custody and account for them through every stage of handling.
• Dispatch examination materials to venues and receive them back afterwards, recording each movement so that nothing is lost, mixed up or left unaccounted for.
• Work alongside heads of department to ensure papers are moderated and finalised before printing and scheduling deadlines are reached.
• Support the smooth running of examination sessions, including venue arrangements, invigilation coordination and resolving problems that arise during sittings.
• Register and book candidates for internal and external examinations, verifying entry details and eligibility.
• Handle examination-related enquiries from students and staff, and guide candidates through the full process of sitting external examinations, from registration to results.
• Compile examination reports, assist with the processing of results and graduation lists, provide secretariat support to the School Examination Board, and apply academic policies and Quality Management System procedures as required.

Requirements & Qualifications

• A Bachelor's degree from an accredited university plus at least one year of relevant experience in a reputable organisation, or a diploma from a recognised institution plus at least five years of experience in a comparable examinations or academic administration role.
• A teaching or education qualification would be an added advantage.
• Confident, practical use of Microsoft Office applications for record keeping, reporting and correspondence.
• Strong organisational skills, with the ability to manage multiple deadlines, records and stakeholders without losing detail.
• Clear interpersonal and communication skills for dealing with students, academic staff, examiners and external examination bodies.
• Able to work under pressure during peak examination periods and to operate with minimal supervision.
• Demonstrated integrity and professionalism, particularly in handling confidential examination material.