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Senior Exams & Awards Assistant

Requisition ID:  8223

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Part Time
Posted Date:  20-May-2021


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


Salary: £21,814 - £23,067 per annum, pro rata

Closing Date:  18 June 2021


The Role


The Student Progress Service is looking to recruit an enthusiastic and motivated Senior Examinations and Awards Assistant to provide support for the successful delivery of the University’s examinations, electronic documents service and graduation events.  Further information about the Exams & Awards Team can be found at: https://www.ncl.ac.uk/student-progress/exam-congregations/


You will have exceptional planning and organisational skills and be able to communicate effectively, both verbally and in writing. You will be able to work on your own initiative and produce work to a high level of accuracy when under pressure and when working towards strict deadlines. 


This role is part time for 30 hours per week (this can be spread over either 4 or 5 days).  At certain times of the year there will be an opportunity to work additional hours (eg. during the main exam periods in January and May/June as well as the 1-2 weeks preceding these periods).    


Informal enquiries can be made to Kate Walton, Examinations & Awards Officer at kate.walton@newcastle.ac.uk 


Key Accountabilities


You will work as one of three Senior Examination & Awards Assistants who have joint responsibility for:


  • Administration of examination papers including the management of the Exam Paper Portal; the coordination of the printing, secure storage and logging processes; the overseeing of quality checks; and the preparation of examination venue packages 
  • Planning and successful delivery of examinations for students who have been granted alternative examination arrangements in light of a disability or medical/mental health condition, including the effective implementation of all agreed arrangements 
  • Management and coordination of approx. 200 members of staff hired on a casual basis to work as Examination Invigilators including responsibility for the recruitment process, allocation of invigilation duties, maintenace of accurate personnel files and general oversight of all invigilation duties 
  • Planning and successful delivery of all online/PC examinations including close liaison with colleagues in LTDS and NUIT 
  • Administration of off-campus examinations including liaison with overseas examination hosts to ensure the correct arrangements are in place and the University’s standards are maintained 
  • Appropriate preparation of examination venues including liaison with a number of University services (e.g. Estates, NUIT, Library etc.) to ensure the  effective planning and utilisation of available resources 
  • Planning and successful delivery of the high volume of ad-hoc examinations that take place throughout the year 
  • Coordination and uploading of information for HEAR documents provided by Schools and other services, the issuing of electronic documents via the Digitary CORE portal and the day to day responses to the verification requests received from third parties 
  • Administration of all finance-related activity in regards to examinations including the calculation of accurate payments for all invigilation duties undertaken; and the stock management of the stationery, materials and equipment required for examinations 
  • Delivery of the examinations enquiry service including the provision of advice and guidance to both students and staff on matters relating to examinations policy and procedure, and to ensure that queries are dealt with appropriately in a timely manner


The 3 Senior Examination & Awards Assistants work closely with the Senior Examinations & Awards Manager and the Examinations & Awards Officer to:


  • Assist with the planning, delivery and updating of the University examination timetables (including the associated reports) and the updating of the Examinations & Awards web pages as required 
  • Assist with the implementation of University procedures for managing student casework in relation to examination assessment irregularities and any disciplinary offences that occur in examination venues 
  • Assist in the reviewing of the processes and functions of the Examinations and Awards Team in order to provide a continuously improving service to students, graduates, and other University departments 
  • Provide support to the congregation and award verification functions as required and assist with other Student Progress Service events/activities (as required) including congregations and registration


The Person (Essential)

 Knowledge, Skills and Experience


  • Experience of student administration processes within a higher education institution and an understanding of the main activities within the student life-cycle
  • Excellent planning and organisational skills
  • Ability to communicate clearly, both orally and in writing, with students and staff at a wide range of levels
  • Excellent IT skills, including an up-to-date and good working knowledge of Microsoft Office
  • Experience of reviewing and improving own working practices to meet objectives and/or to enhance a service
  • Knowledge of examination procedures and/or database reporting tools (Desirable)


Attributes and Behaviour


  • Ability to work under pressure, manage conflicting priorities and meet strict deadlines
  • Ability to work independently and to adopt an active approach to problem solving
  • Ability to work effectively within a team and to relate well to others in order to gain their cooperation
  • Strong attention to detail with a commitment to data accuracy and integrity
  • Confidence to advise students and staff on matters of regulation and procedure
  • An organisational understanding of what customer/stakeholder requirements are and a commitment to delivering an effective and efficient service




  • Educated to ‘A’ Level / NVQ Level 3 (or equivalent) or significant experience in a relevant role. (A first degree or significant experience in a similar role would be Desirable)




Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 8223