Job Description of the Examination Secretary
Responsible to: Head of STSS
KEY PURPOSES
1. To ensure that all examination
board requirements are met.
2. To ensure that the process of
exam entry and operation are
completed smoothly.
3. To ensure effective
communication across all
parties.
4. To ensure that all results are
analysed.
SUPPORTING ACTIONS
 To order examination papers/stationery and be responsible for
their secure storage from the time they arrive until they leave
the centre.
 Check all completed paperwork (On Site Form & Engage
Portal)
 Brief students on examination procedures and conduct, and
produce guidelines for staff and students.
 Check all rooms used, are appropriately laid out and suitable for
conducting exams
 To work with the team member to arrange exam
accommodation, create exam and invigilation timetables,
resolve any clashes that arise and make appropriate provisions
for students.
 Deal with special considerations related to the smooth running
of the examination system, including, student issues i.e.
dispensation due to illness/injury, learning support and school
emergencies i.e. fire bells.
 Ensure that all curriculum documentation distributed by the
school is accurate and relevant.
 To disseminate information about exams to staff, students and
their parents, and to respond to any complaints and queries that
may arise.
 Use suitable templates and formats to analyse the results.
 Highlight key areas of success and inform the Principal.
 Where appropriate share the analysis with staff, parents and
students, through written communication or by other means i.e.
a celebratory assembly.
SUCCESS MEASURES
 All material is stored in a secure manner as laid
down in the exam board regulations.
 Students are aware of all procedures and
conduct.
 All rooms meet the regulations in terms of
space, light, heat, displays and silence.
 Entries are completed by the examination board
deadlines and are correct.
 Timetables are published in advance.
 Invigilation is fair for all and follows the exam
regulations.
 Emergencies are dealt with appropriately.
 Curriculum documentation is accurate and
available
 Parents, students and staff are kept up to date.
 Complaints/queries are dealt with promptly and
shared with the Principal as appropriate.
 The exam officer is present on the day and there
is a sense of support and calm.
 Results analysis is disseminated promptly and
used to guide the academic planning for the
next year.
 Student success is celebrated.
5. To ensure effective
organisation of all
internal/trial examinations, so
as to provide adequate
preparation for students for
external exams.
 Collate all subject requirements and ensure that all examination  Internal/trial examinations run smoothly.
papers are prepared prior to the internal/trial examination  Exam papers are of high quality when prepared
session. by the teachers themselves and of a suitable
 Construct a suitable timetable for students and for the teachers level.
(invigilation).  All teachers are aware of their responsibilities.
 Ensure that all rooms required, are available and that there is no  Student behaviour is good.
negative effect on the other areas of the school community.  Improvements are made where appropriate.
 Ensure that all staff are briefed prior to the internal exams and
that they have clear understanding re their conduct and the
conduct of the students during the exam sessions.
 Carry out an evaluation after the examinations, so that
improvements can be made with regards to the organisation.

Many of these duties may require involvement with the school outside the ‘normal’ working day. This is at the discretion of the Principal and/or the Director of
Schools.

Signature of the Examination Secretary……………………………………………………………………………..Date………………………………………….

Signature of the Head Of School……………………………………………………………………………………Date………………………………………….