Exams Officer & Awarding Organisation Coordinator

at  Pathway Group

The Exams Officer & Awarding Organisation Coordinator will manage and coordinate all exam-related activities and processes. This includes handling qualifications and certifications across various Awarding Organisations, organising End-Point Assessments (EPA), leading External Quality Assurance (EQA) visits, and managing learner data. The role is critical to ensuring that all exam processes are conducted smoothly, and that qualifications are registered, approved, and certified in a timely and accurate manner.

QUALIFICATIONS AND SKILLS:

• Experience:
• Proven experience in exam coordination, awarding organisation processes, or a related field.
• Experience with Pellcomp (PICS) software and other learner management systems is preferred.
• Skills:
• Strong organisational and multitasking abilities.
• Excellent communication skills, both verbal and written.
• Attention to detail and a high level of accuracy.
• Ability to work independently and as part of a team.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

• Qualification Registrations & Approvals:
• Manage new Awarding Organisation requests, new qualification approval requests, and new site approvals for multiple Awarding Organisations.
• Claims Processing:
• Monitor new claim submissions for a wide range of qualifications with various Awarding Organisations, ensuring EQA visits are acted upon in a timely manner.
• End-Point Assessments (EPA):
• Organise EPA bookings, upload all relevant mandatory documents and learner certificates via relevant EPA platforms.
• External Quality Assurance (EQA) Visits:
• Lead on EQA visits with multiple Awarding Organisations. Coordinate with centres, relevant Quality Team Members, EQAs, Tutors, and IQAs to ensure all required documents and resources are provided prior to visits.
• Exam Coordination & Management:
• Oversee all exam-related activities, including functional skills, railway engineering, beauty/hairdressing, and road passenger qualifications.
• Responsible for managing the effective and efficient administration of external examinations in accordance with the Joint Council for Qualifications (JCQ) regulations (on behalf of the JCQ member awarding organisations) and/or awarding organisation rules for exams administration in a consistent and secure fashion, thereby helping to maintain the integrity of the assessment process.
• Lead on the management of processes and controls to ensure information is accurately recorded and communicated to all relevant stakeholders. Through taking an ethical approach and working proactively to avoid malpractice among learners and staff, supports the head of centre in taking all reasonable steps to prevent the occurrence of any malpractice/maladministration before, during the course of and after examinations have taken place.
• Responsibilities include onboarding new centres, invigilating and coordinating invigilation, site bookings, training, exam bookings, results tracking, feedback, and producing IQA reports for entry-level exams and SLCs.
• Communication & Enquiries:
• Handle incoming phone calls, team chats/calls, and emails related to learner enquiries, sales, associates, vendors, and centres.
• Complaints Management:
• Serve as the Complaints Officer, managing and resolving complaints in accordance with company policies.
• Surveys & Feedback:
• Lead the dissemination of learner surveys and feedback collection to ensure continuous improvement of services.
• Data Management:
• Utilise Pellcomp (PICS) software for all data entry functions related to learner data and synchronize with OneFile/SkillsForward. Produce Adhoc reports for follow-up actions and reporting.