CARIBBEAN EXAMINATIONS COUNCIL JOB DESCRIPTION

Transcription

1 CARIBBEAN EXAMINATIONS COUNCIL JOB DESCRIPTION Job Identification Job Title Division Location Reports to Supervises Senior Assistant Registrar, Examinations Administration and Security Division Examinations Administration and Security Division Eastern Zone Office/Headquarters, Barbados The Pro Registrar o 5 Assistant Registrars (ARs) o Senior Secretary Job Summary Responsible for the effective and efficient planning, management and co-ordination of examination administration services aligned to customer and other stakeholder s needs and requirements. Key Duties And Responsibilities 1. Exercises Leadership and Strategic Management in the area of Examinations Administration. 2. Provides leadership and direction in the management of the Security required to protect the Council s examinations 3. Provides Operational Management of Examination Administration. 4. Establishes and maintains external relationships to promote and advance CXC s objectives. 5. Assists in Marketing and New Product Development and Implementation. 6. Any other related duties assigned by any duly authorized person.

2 Required Activities 1. Exercises Leadership and Strategic Management in the area of Examinations Administration 1.1 Assists in defining the strategic direction of the organization 1.2 Provides strategic management and policy guidance in the area of Examination Administration 1.3 Assists the Council and CXC s Committees in making strategic and policy decisions: Researches specific internal and external issues related to the work of the Department and draft Council and Committee papers Prepares agenda, minutes and report of CXC Sub-Committee meetings as required Assists the Registrar in providing SUBSEC/AFC with key information and statistics on which it can base strategies and policy decisions 1.4 Advises the Registrar on policy matters which may arise in connection with the administration of examinations 1.5 Assists the Registrar in ensuring the timely and effective implementation of strategic and operational plans 1.6 Inspires and provides a motivational environment for CXC s staff to perform at optimum levels and to achieve targets set 1.7 Serves as a champion of continuous organizational improvement and communicate new directions to other change agents within CXC 2. Provides leadership and direction in the management of the Security arrangements required to protect the Council s examinations 2.1 Designs policies and procedures for managing and continually monitoring the security of question papers 2.2 Interacts with Ministries of Education to ensure compliance with the policies and procedures 2.3 Informs Registrar and Final Awards Committee on breaches in security and in the administration of examinations and makes appropriate recommendations for prevention of recurrence 2

3 3. Provides Operational Management of Examination Administration 3.1 Responsible for the overall management and quality control of the work performed by the Examination Administration Division, which includes the coordination of contracted examination services 3.2 Chairs the interdivisional coordinating body for the management of examination marking exercises 3.3 Responsible for the overall planning, coordination and scheduling of activities to achieve timely completion of the functions of the Division 3.4 Ensures sound coordination between the Examination Administration processes and the required support services 3.5 Prepares annual Budget Plan and monitors and controls the agreed budget for the Division 3.6 Continuously reviews and improves processes and procedures (including security procedures) within agreed policy guidelines and budgets, in conjunction with other Divisional Heads 3.7 Updates regulations, procedures manuals and forms as required 3.8 Sets operational targets in terms of financial and performance measurement standards for examination administration 3.9 Clearly defines the responsibility of the Examinations Administration Division with measurable performance targets set, documented, implemented and monitored 3.10 Advises the Registrar on a timely basis in respect of Divisional programmes and requirements with a view to ensuring the organization is provided with appropriate resources 3.11 Attends to human resource management matters within the Division in relation to selection and deployment of temporary staff, training and development of staff and staff performance assessment 3.12 Responsible for the recruitment of Chief and Assistant Chief Examiners in consultation with EDPD, Ministries/Departments of Education and CXC Resource persons; and in accordance with Council recruitment policies 3.13 Responsible for recruitment of temporary staff where and when necessary (e.g. for work in the Marking Centres Overseas) 3.14 Develops action plan for succession management for critical staff positions and implements accordingly 3.15 Arranges and conducts staff meetings of the Division 3

4 4. Establishes and maintains external relationships to promote and advance CXC s objectives Assists the Registrar in the following activities: 4.1 Assists the Registrar in communicating strategic and policy decisions concerning examination administration, as confirmed by Council and other Committees, to Ministries/Departments of Education and schools 4.2 Establishes and maintains relationships with the key stakeholders of CXC (Ministries of Education, Educational Institutions), understands their requirements and takes these into consideration in the process of developing CXC s strategic and operational objectives and ensures all customers are justly treated 4.3 Participates in strategic alliances with organizations similar to CXC to be able to exchange knowledge and resources when needed 4.4 Articulates the organization s official policy and position to the Media when required 4.5 Ensures the proper planning, coordination and implementation of all script and related marking activities 4.6 Represents CXC at official functions as required 5. Assists in Marketing and New Product Development and Implementation 5.1 Provides input to Market Research performed by CXC 5.2 Provides feedback on the concept and design for new examinations as developed by the New Product Development Unit and Measurement and Evaluation Division 5.3. Prepares implementation plans and procedures manuals for processing new examinations 5.4. Analyses and provides feedback on the implementation of new examinations to relevant Divisions and Units Organizational Relationships 1. Interacts frequently with the Registrar, Pro-Registrar, Admissions Officer (AR), the Processing Officer (AR), and the Examinations Officer (AR)-WZO 2. Attends, services and reports at all meetings of the Council, SEC, AFC, SUBSEC and FAC 4

5 External Contacts 1. Chief/Assistant Chief Examiners and other resource persons 2. Local Registrars 3. Educational Institutions 4. International Examining bodies 5. Teachers 6. Suppliers of goods and services Qualifications and Skill Requirements 1. A first degree from a recognized University 2. Post-graduate degree in Operations or Logistics Management 3. Professional certification in Project Management, Operations Management or related discipline 4. Qualifications and/or senior experience in security management would be an asset 5. A minimum of seven (7) years managerial experience 6. Excellent organizational, managerial, planning, problem-solving and leadership skills 7. Must be detail-oriented with highly developed interpersonal and communication skills 8. The ability to work under pressure and to meet tight deadlines 9. Proficiency in the use of relevant computer applications 10. Knowledge of and familiarity with the Education system in the CARICOM region and experience with the administration of public examinations would be assets. STAFF MEMBER SIGNATURE DATE SUPERVISOR: SIGNATURE DATE 5