01 Aug 2022
After attending the Morrish Solicitors presentation at the NAEO summer conference in July, Lynne Smith, exams officer at an independent centre in Bedfordshire, highlights some areas which exams officers should consider if they are thinking of taking an exams officer post at another centre.
Who doesn’t scour the vacancies section every now and again to see if that dream job is out there? However unlikely that may be, for a variety of reasons, it is common for exams officers to move to another centre to perform a similar role. This proves that, although we may all experience frustrations from time to time, many of us thoroughly enjoy our job as we have found a role which fits in with our skills and temperament.
Preparing for the interview
It may seem obvious, but do not underestimate the importance of conducting some research on the centre where you are applying for a role ahead of your interview. For example: Does the centre have a sixth form? Which qualifications are offered to candidates? What is the size of the cohort at key stages 4 and 5? How does this compare to centres where you have previously worked?
It is critical that you use the interview as an opportunity to ask questions. It is not to your benefit, or that of the centre, to start a role where you soon identify issues which prevent you from performing to the best of your ability.
Do not be afraid to ask questions about the contract. For example, you may need greater flexibility in the number of hours you are required to work, additional benefits, or even a higher salary. You should most definitely confirm how time off in lieu will be managed as it is very likely that you will be working additional hours beyond the contracted 09:00 to 17:00 during an exam series.
Negotiating your contract
When attending the presentation delivered by Morrish, it became apparent that the opportunity to negotiate a contract which meets your needs – rather than a contract which addresses the requirements of the centre – is when you are offered a role at another centre. It is at the point of being offered the post that a centre is indicating that your skills and experience are what they require, and therefore, you should expect to discuss the terms of the contract which you are being offered.
It is important that you understand that in nearly all cases, centres which have a vacancy for an exams officer will prefer to appoint someone who is experienced in the role, so they can ‘hit the ground running’ upon their appointment. This also applies to those applicants who may have only previously served as an exams officers for a year (or even less), as you will be more aware of processes, procedures, and regulations than someone who has no experience of the role.
Working hours
The importance of confirming your working hours when offered a role is essential.
Many centres are increasingly offering ‘annualised hours’ contracts, where reduced hours are offered in the quieter months, which means that you accumulate less ‘time off in lieu’ (TOIL) during the busier periods (for example, during exam entry periods, planning for and delivering an exam series etc.) and you feel less taken advantage of.
If such an arrangement is not available, it is imperative that you enquire about how additional worked hours will be managed. You must confirm from the outset how time in lieu/overtime will be managed. If you are offered time off in lieu, how will this be managed? When will you be able to take time off, or will you be paid for the extra hours you have worked? Will you have a choice of time off or additional money as ‘compensation’? You should also confirm if there is a limit to the extra hours which you can work, and what happens if you exceed any such limit, as exams officers will be aware that it is not uncommon for many colleagues to work a 50+ hour week during an exam series.
The contract
It may seem an obvious statement to make but ensure that you read your contract carefully before agreeing to the terms and conditions and signing on the ‘dotted line’.
Ensure that you are familiar with what is expected of you and do not be afraid to ask for things to be changed if they do not meet your expectations and understanding. This is your last chance to correct any misunderstandings
You should also confirm the meaning of generic statements such as, ‘You will also undertake any other duties as directed by your line manager’ and ensure that you are aware of the impact that this may have on your exams officer role, particularly during busy periods.
If you are asked to undertake a role which includes additional responsibility beyond the exams officer role alone, make sure the boundaries are clear and attempt to devise a plan which clearly highlights what you can do and when for both roles.
That is not to say that it is impossible to undertake more than one role. In my previous position, I was involved in several areas within my centre, however, the important factor was that all of the additional roles either fitted in around the requirements of the exams officer role or could be completed ‘flexibly’ around my core exams-based role. This meant that I was not overworked or felt that I was being pressurised to complete other tasks, even though at times there may have been pinch points. I did, however, stress to my senior leadership team that if any other duties had been added to my workload, then I would have found the situation very difficult.
In my current position, exams keep me busy for the majority of my contracted hours, and therefore, I offer my help in other areas within my centre when there are quiet times associated with exams, and it must state that this additional support is very much appreciated by my senior leadership team, resulting in a significant amount of goodwill.
If you do have the ‘any other duties’ clause inserted within your contract, ensure that you make your line manager or senior leadership team aware of the times when you cannot be taken away from your exams officer role. This should be done in good time so alternative plans can be put in place.
Conclusion
Do not forget that when you move to another centre, it is the ideal time to address any issues which may have made you leave your current role. You should also be aware that regardless of how long you have served as an exams officer, you have a range of skills and experience which you can offer to any exams centre. In addition to this, your knowledge of the JCQ and awarding body rules and regulations will be priceless for your new centre as examinations and assessments cannot be managed, administered, or conducted without an effective and efficient exams officer in post. Never underestimate your significance within your centre, which also means that you should be aware of your value and worth and why you have the right to ensure that your contract is fit for purpose for your needs.