Senior Administrative Officer: Exams and Assessments at Department of Higher Education and Training

REQUIREMENTS :

• A Grade 12 / Matric / Level 4 Certificate. An appropriate (3) year National Diploma or Degree in Education / Public Administration/Business Management/Office Management. 3-5 years in teaching and learning environment. Computer Literacy. A valid Driver’s Licence. Knowledge of White Paper on PSET Act. Knowledge of the Public TVET sector and its regulatory and legislative framework. Knowledge and understanding of the Higher Education sector. Knowledge and understanding of ITS.
• Knowledge of practice notes, national, provincial policy frameworks relevant to Education, Training and Development. Knowledge of Skills Development Act, Public Service Regulations and Public Service Act, Labour Relations Act. Good Administration. Planning and organizing. Financial management. Report writing. Good Communication. Problem solving. Computer literacy. Analytical. Client oriented. Project management. Team leadership. People management. Client service focus. Integrity. Committed. Proactive. Loyal. Ethics.

Duties :

• Ensure the provision of examination services. Administer exam venues (i.e. seating plan, direction to exam venue, instruction to student and other related duties as per exam manual). Manage concessions for students with disabilities prior examination sitting. Ensure the monitoring of examination processes and procedures. Administer College exam centers for trimester or semester or year examination cycle. Ensure if invigilator and student comply with examination policy and regulations. Ensure the safekeeping and distribution of question papers. Develop the internal Assessment (ICASS/ISAT) Monitoring and Verification tool. Develop College Examination Policy and Terms of References (TOR) for Examination related committee. Ensure the submission of examination data to DHET. Coordinate meetings for before and after exams to discuss irregularity experience and develop strategies. Conduct training of Invigilators, Markers and Data Capturers. Ensure the preparation of logistical arrangements for training (materials, equipment, transport, refreshment and venue). Develop internal marking plan and administer internal marking centers.
• Administer Invigilator agreements, contracts and signing thereof. Coordinate appointment of Chief Invigilators and Examination Officers. Administer and conduct training for Invigilators, Markers and Data Capturers on exam processes and procedures. Establish the function of Irregularity Committee.
• Coordinate activities for the development of learning material. Administer the establishment of both the Examination and Irregularity Committee for both Colleges and Campuses. Provide secretariat service to the Committee and ensure the compilation of reports. Ensure the management and control of issuing of the certificates. Administer the issuing of certificate application form and quality assurance on submitted data. Administer the processing and submission of all Diploma applications, keep record and handle enquiries.
• Ensure the tracking of outstanding certificate applications (Statement of results, Diploma, NCV Certificates). Ensure the distribution of certificates to the students. Ensure proper administration of the examination unit. Administer the communication of exam time tables to the students. Administer the distribution of examination results, year mark etc to the Campus Managers. Report the clashing of exams dates. Manage all human, financial and other resources in the unit. Render management service to the staff. Manage the development and performance of the staff. Manage the performance agreement of the staff. Adhere to Department of Higher Education & Training and College policies and procedures. All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment.