JOB INFORMATION: EXAMINATIONS ADMINISTRATOR

Transcription

1 JOB INFORMATION: EXAMINATIONS ADMINISTRATOR The National Council for the Training of Journalists delivers the premier training scheme for journalists in the UK. Established in 1951, it is dedicated to providing a world-class education and training system that develops current and future journalists for the demands of a fast-changing multimedia industry. The NCTJ brand is the longestablished and respected benchmark of excellence for journalists. The NCTJ s range of products and services include: course accreditation; qualifications; awards; distance learning; careers information; training and continuing professional development; information and research; and communications and events. While its traditional focus has been in the regional newspaper sector, it is increasingly playing a role in the wider media reflecting the convergence of journalism skills. The NCTJ now stands on the verge of major developments in training content, delivery, accreditation and assessment, in a fast-changing industry facing challenging new conditions. In the year the examinations department organised over 15,000 examinations, predominantly for the preliminary Diploma in Journalism qualification. More than 1,800 students and trainees were registered for preliminary training and qualifications. Over 300 journalists trained for the National Qualification in Journalism, the qualification for senior professional newspaper journalists, sports journalists, press photographers and photo journalists, and sub-editors. There are 40 colleges, universities and independent providers approved by the NCTJ to offer accredited journalism training courses leading to NCTJ qualifications. The organisation provides a range of services for its centres and plays an influential role in all areas of journalism education and training. NCTJ audio downloads, videos and publications, such as Law for Journalists, are highly respected in the journalism field. The NCTJ is the contact point for those looking for a career in journalism and provides advice to thousands of aspiring and current journalists. The NCTJ is an independent registered charity. The organisation won a National Training Award and is an Investor in People at gold level. It has 12 employees based at self-contained offices in Newport, near Saffron Walden in Essex, as well as more than 250 freelance examiners, trainers and industry volunteers. The organisation s structure includes trustees of the charity, a board of directors, qualifications and examination boards, editors focus groups, course leaders forums and a Student Council. The organisation s 1m funding comes from media companies, sponsors and from income generated from its products and services. The NCTJ also administers the Journalism Diversity Fund which awards bursaries to those who cannot afford to train as journalists. A talented administrator is needed to work within our dedicated exams team. 1

2 Key business priorities We aim to be recognised inside and outside the media industry as the body for developing qualified multimedia journalists. Our objectives are to: Accredit high quality education and training providers and recognise courses of excellence Offer outstanding professional qualifications which guarantee the high standards of journalism needed in the workplace Foster continuing professional development for journalists throughout their careers Provide services and products that are demonstrably helpful and relevant to our stakeholders To grow and develop the NCTJ we aim to: Be fair, accessible and transparent Show strong sustainable growth and diversity Have effective leadership, management and governance Ensure best use of resources Be high profile, respected and influential Uphold high quality and relevant standards Be open, receptive and responsive to change EXAMS ADMINISTRATOR JOB DESCRIPTION RESPONSIBILITIES: 1. Student registrations Request and import batch entry spreadsheets from centres at the start of NCTJ courses. Keep an accurate record of student intake numbers. Acknowledge and process NQJ registrations when received. Ensure appropriate payments are processed and invoices raised. 2. Student login area Ensure students on accredited courses have access to the student logon area. Restrict access to students at approved exam centres and those on non-accredited courses as appropriate. 3. Exam applications and enrolments Request predicted examination dates from centres for the year ahead. Receive process and acknowledge Diploma exam (except shorthand), NQJ and foundation certificate applications, registrations and enrolments. Ensure enrolment forms sent to eligible NQJ candidates in advance of the next exam. Update candidate details on the database as required. Create exam sessions and raise invoices. Update any relevant spreadsheets or report information as necessary ensuring all data is accurate. 2

3 4. Exam administration Prepare and despatch Diploma (except shorthand) exam papers and administration documentation. Prepare and dispatch foundation certificate assessment material. Issue candidate feedback forms to a sample of centres hosting NCTJ exams throughout the year and collate feedback for discussion with the heads of examinations. Process e-portfolio and e-logbook access requirements and ensure appropriate payments are processed and invoices raised. Keep an accurate record of e-portfolio sales and invoice information each year. Assist with the processing of diploma exam scripts that need to be sent for marking / moderation. Assist with the administration of all NCTJ exams (inc. Shorthand) during busy periods. Organise national examinations for the designated dates during the year, taking full responsibility for sourcing centres, arranging helpers, assigning candidates to appropriate centres and creating/issuing candidate reporting instructions. Provide additional assistance to team members as required. Ensure that exams are controlled and administered in line with appropriate policies and procedures and Ofqual conditions of recognition are adhered to and related documentation completed. Identify and record possible risks relating to exams and exam team procedures on the NCTJ risk register. 5. Results and certificates Assist with accurately inputting exam results onto the database and issuing results to centres by the scheduled deadline. Assist with the production of course certificates and results letters. Ensure Diploma certificate numbers are recorded on the certificate monitoring spreadsheet and that all certificate details are double-checked for accuracy before they are sent to centres. 6. Exam reports Process exam report applications for Diploma exams (except shorthand), NQJ and foundation certificate assessments. Ensure these reports are formatted and then proof read by the exams controller (or another appropriate staff member) when received prior to dispatch. 7. E-portfolio Resolve with centres/students any issues regarding e-portfolio access. Work with the exams controller, head of examinations and the e-portfolio development company to rectify any issues arising with e-portfolio. 8. Orders Receive orders placed via the shop section of the NCTJ website. Process exam team related orders (exc. Shorthand) i.e. sample exam papers, replacement certificates, portfolio binders etc. Ensure appropriate payments are processed and invoices raised. Distribute other orders received to appropriate staff members to action i.e. Distance learning and Shorthand. 3

4 General Communicate effectively and professionally with candidates, centres and editors. Keep accurate records relating to NCTJ examinations and assessments. Undertake general administration relating to this role and the wider exams team, including filing, arranging meetings, producing statistics etc. Be prepared to cover other exam team duties, roles and/or responsibilities during times of sickness, annual leave etc. Ensure that the office voic system is switched off on arrival in the office each day. Deal with general enquiries as they arise. Deal with and record any general complaints received, bringing serious issues and complaints to attention of the head of examinations. Ensure effective budgeting and cost control of NCTJ examinations. Work with exams team to update and improve policies and procedures where necessary. Undertake projects to develop, streamline and modernise the delivery of examinations Assist with the organisation and invigilation of NCTJ exams when required. The NCTJ operates a multi-skilled environment where it is necessary for all staff to be flexible, and if required, to help out in other departments at times of pressure. All staff are required to pick-up incoming telephone calls and are responsible for franking their own outgoing post. March

5 Person Specification Qualifications and Experience Sound administration and organisational experience Administration and/or shorthand qualifications Able to demonstrate experience of multi-tasking Effective working quickly under pressure and in managing heavy personal workloads Desirable Skills First-class administration and organisation skills Excellent use of English and writing skills Able to plan, prioritise and meet daily deadlines Able to work on own initiative Able to work effectively with team members Confident, professional telephone manner Typing and data-entry skills, computer literate and confident in use of word, spreadsheets, database and Personal attributes Team player and self-starter Customer focused and results-driven Good interpersonal skills - open, approachable, facilitative and persuasive Flexible and adaptable Integrity and confidentiality Accurate, efficient, consistent, hard-working and conscientious Friendly with a sense of humour 5