Assessment Officer at IIE MSA and IIE Varsity College

Duties and Responsibilities:

Managing and Tracking Assessment Printing

• Responsible for the steps in the assessment process from point of the Assessment Tracking System (APTS) capturing to receiving crates from Colourtech.
• Responsible for ensuring that correct orders are placed and fulfilled as per the Assessment Printing Tracking System (APTS).
• Responsible for ensuring that actual student numbers are updated in the Assessment Printing Tracking System (APTS).
• Ensure that the student numbers, venue and Invigilator details have been inserted into the Assessment Tracking Printing System (APTS) as per the batching timeline to allow for prepacked assessments being delivered in the Colourtech batches.
• Responsible for checking the crates contents when they arrive from Colourtech to ensure that all the assessments have been packed and grouped as requested on the Assessment Printing Tracking System (APTS).
• Informing national office that the centre has completed the Assessment Printing Tracking (APTS) inserts and batch checks and of any discrepancies in the batch and crate checking process.
• Ensure that the crates and locks are returned to Colourtech timeously after the batch has been checked.

 Invigilator Recruitment and Management

• Assists with Invigilator training.
• Co-ordinates the booking of Invigilators.
• Assist with Invigilating when required.
• Responsible of reconciling the Invigilator reports pre and post assessment.
• Logging assessments in and out with Invigilators.

 Pre-Assessment Logistics- Initial and Replacement Assessment

• Manages all aspects of preparation for upcoming assessments.
• Informs students when Programme Assessment Schedule is uploaded and available.
• Ensures the assessments and memos are stored securely in the campus academic safe at all times.
• Responsible for the preparation of all assessment document.
• Pre-assessment logistics need to accommodate concession applications.
• Liaising with the IT department regarding IT assessment set up and preloads which may be required for practical assessments.
• Manages all assessments being written on campus.
• Reconcile scripts at the end of each assessment and hands over to the Results Centre for the marking, results capture and moderation process.
• Ensure all assessments documentation above is up to date at all times and complaint with all assessment and audit processes.
• Reconciliation of the Invigilator's report that summarises all the necessary and that is batched with scripts for delivery to the lecturer for marking. Any discrepancies must be noted on the Invigilator report and investigated.
• Management of all aspects of different location approvals.
• Management of Online Centre student assessments and scripts.

 Non-Exam Condition Assessment Processing

• Responsible for the set up of student groups and deadlines on SafeAssign and Turnitin as per the Programme Assessment Schedules (PAS).
• Responsible for the collection of assessments from the assessment submission point on campus.
• Reconciliation of assignment submission, signing sheet and identifying assignments not submitted through the online plagiarism detection software & handing over the Results Centre.
• The Assessment Centre is responsible for collecting, collating, grouping and handover to the Results Centre.
• Manage late assignments in accordance with the Assessments Strategy and Policy.

Exam Condition Assessment Escalations

• The Assessment Centre facilitates the resolution of any escalations that may occur during the writing of an exam that relate to the exam paper in particular.
• Raising queries with Programme Operations Manager (POM) when assessments are running. The Assessment Centre receives communication in respect of Central Academic Team (CAT) decision and responsible for communicating in turn to all students at the various venues in which the assessments are being conducted. If escalations cannot to remedied on site during the assessment this could result in a post assessment remedy by way of a rewrite or a mark adjustment.
• Communicating query resolution to respective location and alternate venue Invigilators.
• Manages the escorting of students to the bathroom during assessments.
• Deals with any issues/ queries that invigilators may raise during assessments.

Team Support and General               

• Responsible for ensuring all students notes are captured in the System for Academic Management.
• An incident report must be completed for any action which results in non compliance in the Assessment Centre for approval on the way forward. (For Action Now (FAN) Report).
• The Assessment Centre is a secure centre and access in and out of the centre must be logged.
• Assisting the campus specific projects/events (Graduation, Open Day etc.).
• Focus group sessions to reflect on the systems of the centre.

Competencies required:

• Excellent communication and interpersonal skills.
• Understanding of and passion for customer service.
• Assertiveness and dynamism.
• Proficient on MS Excel and MS Word.
• High level of accuracy required in both typing and data capturing.
• Excellent organizational and administration skills.
• Best suited to a systematic person with eye for detail

Minimum Qualification required:

• Minimum of a Higher Certificate (NQF Level 5). National Diploma or above advantageous

Minimum Work Experience required:

• Minimum of 2 years work experience in administration. Experience within a tertiary environment preferable.

Closing Date 02 June 2023