Data Manager & Exams Officer ( 37 Hours per week Term Time + 10 days)

SCP26 £23,398 pro rata
12 Mar 2018
23 Mar 2018
Contract Type
Full Time


Information Pack:

Data Manager & Exams Officer

Oasis Academy Immingham

Dear Applicant

Thank you for your enquiry regarding a position of Data Manager & Exams Officer at Oasis Academy Immingham.

I hope you find the information pack helpful. If you feel that that this is a post for which you would like to apply, please complete all sections of the Application Form and the Equal Opportunities monitoring (CVs are not accepted) and return it to Paula Pearce, Principal’s PA, HR, Office Manager, by either of the following ways:


Post: Oasis Academy Immingham

          Pelham Road


          North East Lincolnshire

          DN40 1JU

The closing deadline for applications is no later than 11am Friday 23rd March 2018.

Please ensure you provide the name, address and status of two referees, one of whom should be your current direct Manager.  Candidates should be aware we will seek references on shortlisted candidates and may approach previous employers for information to verify particular experience or qualifications before interview.

Interviews will be held on Wednesday 28th March 2018. If you have not been invited to attend by Tuesday 27th March 2018, you should assume that your application has not been successful.  Unfortunately, we will not be able to provide feedback on your application at this stage.

If you would like to know more about us before you apply please see our website, or if you are not clear about any aspect of the application procedure, do not hesitate to contact us for clarification. Visits to the Academy are welcome by prior arrangement.

I wish you well and thank you once again for your interest in what we think will be a challenging and rewarding post.

Yours sincerely

Mrs Sara McLoughlin



Job Description

POST: Data Manager & Exams Officer

SALARY: SCP 26 £23,398 Pro Rata Term time + 10 days

RESPONSIBLE TO: Raising Standards Lead

RESPONSIBLE FOR: Student Data and School Examinations

LOCATION:  Oasis Academy Immingham


A.            Professional and Personal Characteristics

•             Post holder will have a commitment to the wholehearted belief that all young people, regardless of starting point, need or complexity can make outstanding progress and secure top GCSE outcomes.


•             Post holder will have an optimistic and positive belief that all young people can constantly change and transform into confident, ambitious, honest, happy, hard-working, respectful citizens. More widely, a desire to be part of a team that is leading community transformation. Post holder will be committed to challenging the status quo in order to secure this transformation.


•             Post holder will instil in young people a belief in themselves about what is possible and will consistently act as an aspirational role model in all that they do.


•             Post holder will fully include all children regardless of complexity, need or starting point. Post holder will, additionally, be committed to including all aspects of a child’s social, emotional and cultural development.  Post holder will never isolate, exclude or disconnect a student or group of students.


•             Post holder will be determined, hardworking and relentless in achieving the vision and instilling the values in our school.


  • Post holder will be committed to instilling a sense of responsibility for helping our community and altruistically ‘giving back’ to our immediate, local, national and global communities.



JOB PURPOSE:                    

Data Manager main duties and responsibilities

  • Producing academy council termly Principals Reports to give stakeholders an overview of the schools current progress.
  • Assist the attendance team with data transfers between SIMS and the SoL Tracker.
  • Maintain and monitor the data input cycle ever half term (around 12,000 entries per half term).
  • Liaise with OCL to submit data in the data drop cycle.
  • Assist other Oasis Academies with developing the rigour and accountability of their data systems.
  • Schedule, room, staff and run logistics for OASB mock exam weeks (for Y11 students x2 per year).
  • Schedule, room, staff and run logistics for GCSE exam weeks (May - June).
  • Prepare for and run inspections from the exam boards to maintain exam centre status.
  • Run the exam store (including delivery of exams).
  • Use exams organiser and maintain base data.
  • Produce exams results letters + run results day.
  • Produce half termly reports for all academic students.
  • Sent out electronic reports
  • Update learning records service (LRS)
  • Maintain relationships with exam boards.
  • Create personalised tracking for individual subjects to monitor progress of coursework + assessments.
  • Maintain staffing database on SIMS.
  • Process Secondary school applications.
  • Complete AAO (Access arrangements online/SEN documentation for exams)

Examination Officer main duties and responsibilities

  • The post holder will advise teachers on coursework/controlled assessment rules and regulations.
  • Oversee the administration of coursework programmes, and provide a support service to course leaders in order to achieve a satisfactory assessment of students work.
  • Ensure that all examination paperwork and examination papers  are submitted to deadlines
  • Liaising with Heads of Department and SLT regarding entries
  • Co-ordinate the moderation time table
  • Ensure that packages of course work are sent to moderators
  • Ensure that examination scripts are sent to examiners
  • Liaise with Finance colleagues to ensure that course and examination fees are paid
  • Disseminating information, answering enquiries and dealing with complaints regarding external examinations with staff, students and parents/carers.
  • Co-ordinating the examination timetable by planning and supervising the examination time table in order to ensure that examinations are properly invigilated under the correct conditions.
  • Create an invigilation timetable in conjunction with the member of the Leadership team responsible for the teaching timetable.



  • Where necessary, recruit and train exam invigilators to ensure an effective provision within the Academy.
  • liaise with the SEN coordinator regarding candidates with SEN; applying to awarding bodies for special arrangements for such candidates
  • Take receipt of and store question papers, tapes and other materials and release them for use at the correct time ensuring high levels of data security.
  • Manage and maintain the exam store, ensuring it is fully compliant
  • Managing the daily running of all external examinations ensuring that all the required materials and equipment is available within the examination rooms and arrangement for candidates with access arrangements are in place.
  • Liaise with the Academy Operations Manager for setting up exam table & chairs in appropriate rooms
  • Plan the examination timetable and rooming, ensuring that clashes are properly resolved
  • Provide a centre timetable to include dates, times, venues and number of candidates.
  • Briefing staff on regulations and guidelines, ensuring candidates are aware of their own examination timetables
  • The post holder will be present and available in school on the days when results are notified, and oversee the distribution of results to candidates.
  • Produce analysis of results using the DFEs published statistics for comparisons
  • Overseeing the distribution of certificates.
  • Processing enquiries about results and requests for return of scripts.
  • Working with the SLT to request scripts and remarks where necessary
  • Keep up to date with the requirements of the role. Ensuring attendance at appropriate awarding body and other INSET training meetings, etc. and keeping up to date with the latest procedures and regulations for external examinations.
  • Arranging external examinations for non-curriculum subjects, including community languages.
  • The post holder will monitor the examination budget in order to ensure that funds are spent effectively.


Explanatory Notes

Applications will only be accepted from candidates completing the enclosed Application Form. Please complete ALL Sections of the Application Form which are relevant to you as clearly and fully as possible (Sections A to D). CVs will not be accepted in place of a completed Application Form.

Safeguarding Children & Young People

We are committed to safeguarding and promoting the welfare of children and young people. We expect all staff to share this commitment and to undergo appropriate checks, including enhanced DBS checks

  1. Candidates should be aware that all posts in Oasis Community Learning involve some degree of responsibility for safeguarding children and young people, although the extent of that responsibility will vary depending on the nature of the post. Please see the job description enclosed in this Application Pack for further details.
  2. Accordingly this post is exempt from the Rehabilitation of Offenders Act 1974 and therefore all convictions, cautions and bind-overs, including those regarded as “spent” must be declared.
  3. If you are currently working with children, on either a paid or voluntary basis, your current employer will be asked about disciplinary offences, including those related to children or young people (whether the disciplinary sanction is current or time-expired), and whether you have been the subject of any child protection allegations or concerns and if so the outcome of any investigation or disciplinary proceedings. If you are not currently working with children, but have done in the past, that previous employer will be asked about these issues.
  4. Where neither your current or previous employment has involved working with children, your current employer will be asked about your suitability to work with children, although it may where appropriate be answered not applicable if your duties have not brought you into contact with children or young people.

    Interview Process

    After the closing date, short listing will be conducted by a Panel, who will match your skills/ experience against the criteria in the Person Specification. You will be selected for interview entirely on the contents of your application form, so please read the Job Description and Person Specification carefully before you complete your form.

    All candidates invited to interview must bring the following documents:

  • Documentary evidence of right to work in the UK
  • Documentary evidence of identity that will satisfy DBS requirements such as a current driving licence including a photograph and/or a passport and/or a full birth certificate
  • Documentary proof of current name and address (i.e. utility bill, financial statement etc.)
  • Where appropriate any documentation evidencing a change of name
  • Documents confirming any educational or professional qualifications that are necessary or relevant for the post.

    Please note that originals of the above are necessary. Photocopies or certified copies are not sufficient.

    We will seek references on shortlisted candidates for Academy based positions and may approach previous employers for information to verify particular experience or qualifications before interview. Any relevant issues arising from references will be taken up at interview.

    For Academy based positions, in addition to candidates’ ability to perform the duties of the post, the interview will also explore issues relating to safeguarding and promoting the welfare of children, including:

  • Motivation to work with children and young people
  • Ability to form and maintain appropriate relationships and personal boundaries with children and young people
  • Emotional resilience in working with challenging behaviours
  • Attitudes to use of authority and maintaining discipline.

    Conditional Offer: Pre-Employment Checks

    Any offer to a successful candidate will be conditional upon: -

  • Verification of right to work in the UK
  • Receipt of at least two satisfactory references (if these have not already been received)
  • Verification of identity and qualifications
  • List 99 Check
  • Satisfactory DBS Disclosure
  • Verification of professional status such as GTC registration, QTS Status, NPQH (where required)
  • Satisfactory completion of a Health Assessment
  • Satisfactory completion of the probationary period.
  • Where the successful candidate has worked or been resident overseas in the previous five years, such checks and confirmations as may be required in accordance with statutory guidance

    You should be aware that provision of false information is an offence and could result in your application being rejected or summary dismissal if you have been selected, as well as possible referral to the police and/or other relevant investigating bodies.

Data Manager and Exams Officer

Person Specification 

  Our Purpose Oasis Academies exist to provide a rich and balanced educational environment which caters for the whole person - academically, vocationally, socially, morally, spiritually, physically, emotionally and environmentally. Our task is to serve our students as well as to provide a learning hub for the entire community. In this way we will raise aspirations, unlock potential and work to achieve excellence through encouraging a ‘can do’ culture which nurtures confident and competent people.   Oasis Ethos

Our ethos is an expression of our character - it is a statement of who we are and therefore the lens through which we assess all we do. Our work is motivated and inspired by the life, message and example of Christ, which shapes and guides every aspect of each of our schools. This is foundational to our belief that all people are created and loved by God as equal and unique beings, and to our commitment to model inclusion and compassion throughout all the aspects of the life and culture of each Academy community.


  • A good level of English and Maths
  • Post 16 qualifications

Vision and Values Alignment

  • Commitment to the belief that all young people, regardless of starting point, need or complexity will become employed in a career with prospects
  • Wholehearted belief and commitment  that A*-B grades are achievable by all students with the correct culture, curriculum and intervention
  • Wholehearted belief that ability or intellect is not fixed, but incremental, and can always be improved

Experience, Skills & Knowledge

  • The ability to produce accurate and detailed statistical analysis and reports.
  • Awareness of examination procedures and regulations at KS3 and KS4
  • Experience of working with databases and inputting data accurately
  • Flexible and willing to take on a variety of roles outside of JD
  • Self-Starter and proactive
  • Adaptable and flexible
  • Experience of working with Microsoft Office in particular Excel
  • Willingness to work under pressure and meet quick time deadlines
  • Experience of SIMs packages including Assessment Manager / Reports Manager and a knowledge
  • Experience of preparing examination procedures and regulations at KS3 and KS4
  • Understanding of RAISEonline

Personal Qualities

  • Self-starter and self-motivated to proactively implement areas of the Academy development in line with the strategic development plan
  • Excellent oral and written communication skills
  • Ability to be flexible and willingness to take on innovations and roles
  • Ability to organise workload, prioritise, meet deadlines and follow tasks to successful conclusion
  • Ability to set and meet ambitious, challenging goals and targets
  • Commitment to safeguarding and promoting the welfare of children and young people
  • Willingness to undergo appropriate checks, including enhanced DBS checks
  • Motivation to work with children and young people
  • Ability to diffuse conflict
  • Ability to form and maintain appropriate relationships and personal boundaries with children and young people
  • Able to deal with sensitive information in a confidential manner
  • Adaptable and flexible
  • Desire to play a wider role in school improvement
  • Ability to anticipate problems and solve them creatively

Personal Qualities

  • Excellent personal presentation
  • Optimism and ambition
  • The ability to converse at ease with parents/students and members of the public, and provide advice in accurate spoken English’.