Early indicators from the 2025 survey show that around half of all exams officers take on a second role within their centre. This proportion has stayed close to the 50% mark for several years.
The NAEO does not mandate whether exams officers should hold an additional position. Instead, the decision depends on:
- The exams officer’s own preference for professional development or career progression
- The operational needs of the centre
- The scale and workload of the exams officer role
The overriding consideration must always be the impact on the integrity and security of the examination system.
Core responsibilities and risks
When deciding if a dual role is feasible, exams officers and senior leaders must focus on the following areas:
JCQ regulations
- Protecting the integrity and security of the examination system is a primary JCQ requirement
- Insufficient time to meet JCQ and awarding-body regulations can lead to malpractice and sanctions
- Heads of centres sign an annual declaration confirming compliance with all JCQ rules
The requirements of the ‘exam cycle’
Exams officers work to strict deadlines throughout the exam cycle. Key periods include:
- Entry submissions
- Pre-exam series preparations
- Each exam session
- Post-results enquiries
Failing to meet these deadlines can disrupt students’ progression and incur financial penalties for the centre.
Handling confidential exam materials
- Exams officers must receive, log, move, check, and securely store all confidential exam materials
- Awarding bodies’ strict timelines and handling guidelines must be met
- Delays or mishandling amount to maladministration
Exam time
- During exam days, the exams officer’s full attention must be on delivering exams in line with JCQ regulations
- It is common to manage ten or more rooms per session, demanding precise planning and oversight
- A “second pair of eyes” check must take place before the opening of question paper packets. This includes checking the day, date, time, subject, unit or component and tier of entry (if applicable) immediately before a question paper packet is opened. This check must be recorded.
Any additional duties must not compromise these essential tasks.
Budgetary and resourcing considerations
- Assigning a dual role to save costs can backfire if errors, delays or staff ‘burnout’ occur
- Centres must factor in potential costs, such as late entry fees, and the impact of unexpected staff absence
- All roles and responsibilities should be formally documented, with realistic time allocations
Fairness, recognition, and remuneration
- Senior leaders should ensure that dual-role expectations are applied consistently across staff, or staff that are undertaking an additional role are rewarded and recognised accordingly.
- The NAEO proposes renaming the role to ‘Exams Manager’ to reflect its technical complexity and responsibility
- Remuneration must match the combined scope of all duties. Typical exams officer salaries range from £25,000 to £35,000, so any additional role should attract a supplementary allowance.
Wellbeing and workload management
- Regularly monitor workload and stress levels
- Recognise that excessive responsibilities can threaten an exams officer’s wellbeing
- Address any welfare issues immediately to maintain a sustainable working environment