Departmental Examinations Administrator

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We are currently recruiting for an experienced Departmental Examinations Administrator, based within the Education Office, in the Department of Mathematics. This is an exciting opportunity to join a professional, hard-working team, who support students in all aspects of the student life cycle.

This is a busy, varied, and fast-paced role, with the Department having approximately 250 examinations per year over a variety of examination periods. You must have strong organisational and communication skills and be able to demonstrate extensive administration experience in the area of large scale examinations. You will be instrumental in ensuring the related administrative functions are timely, efficient, effective, and robust. Additionally, you will be the main Departmental point of contact for examinations.

The role also includes an opportunity to supervise casual workers as examination support/invigilators, and to support the Education Office Manager in identifying, planning, and implementing opportunities for continuous improvement within the areas of the role.

The key duties for this role include:

• Ensuring that College Examination Procedures are strictly followed, working to university protocols to ensure this is always upheld.
• Assisting with the recruitment, training, and scheduling work of invigilators.
• Assisting in the scheduling and rooming of Departmental examinations.
• Coordinating all the day-to-day running of the Departmental examinations.
• Organising the requirements for students with Additional Examination Arrangements.
• With the Department Database Officer, collating and preparing marks and results for examination boards by performing data entry.
• Assisting in the organisation and running of the External Examiners day.
• Advise staff and students on exam regulations.

Other Key Duties:

• Using technology, processes, and systems to support the examinations processes, Identifying areas of operational improvements.
• Contributing to the enhancement of the student experience.
• Providing excellent customer service to our internal and external stakeholders, in a professional manner.

•  It is essential for you to have examinations experience in Higher Education, or have equivalent knowledge, in the administration areas of large scale examinations.


• You must possess excellent organisational skills, with a high level of accuracy, be methodical in your approach and have good attention to detail.


• The ability to work well under pressure is a must-have, as well as a proven track record of achieving set targets and deadlines.


• You must be able to handle highly confidential information with tact and discretion, working under GDPR regulations.


• Excellent customer service skills are also essential, as is having experience of working in a responsive customer service facing environment.


• You should be able to use your own initiative working without supervision, whilst working in a wider team environment.


• We are looking for applicants with excellent MS Office skills, particularly in Excel, Power BI Apps, Banner (or SITS), Outlook, and Word.

The post is full time, open-ended and you will be based in South Kensington Campus. There may be occasion when evening/weekend working is required.

It is intended that the successful candidate will start at the bottom of the advertised pay scale.

Please apply via our on-line recruitment system and please note: CVs WILL NOT FORM PART OF THE SELECTION PROCESS.

Anticipated interview date: In-Person and on week commencing 18 March 2024.

For an informal discussion about the role please contact Helen Haines on [email protected]

Hybrid working may be considered for this role.  Staff working in roles that are suitable for hybrid working will normally be expected to work 60% of their time onsite. The opportunity for hybrid working will be discussed at interview.

More information is available on the following web page: Work Location Categories (from 30 September 2023) | Administration and support services | Imperial College London