We are excited to announce an excellent career opportunity for the position of Examination Clerk at our esteemed institution. We are committed to maintaining the highest standards of integrity and efficiency in our examination processes. To achieve this, we seek a dedicated, detail-oriented individual who is passionate about maintaining order and accuracy in examination records.
This position plays a crucial role in ensuring the smooth administration of examinations while maintaining the security and confidentiality of examination materials. If you possess the skills to manage records effectively, ensure compliance with examination regulations, and support the examination officer in all related activities, then we would love to hear from you.
Job Objective
The primary objective of the Examination Clerk is to support the Examination Officer in managing examination records, ensuring the integrity of examination processes, and assisting in the administration and invigilation of examinations. The Examination Clerk is responsible for maintaining accurate records, safeguarding examination documents, and ensuring the smooth conduct of examination activities.
Duties and Responsibilities
- Scanning and Digital Storage
- Scan examination attendance registers, invigilation forms, score sheets, transcripts, and other examination records for digital storage.
- Ensure all scanned documents are accurately labeled and stored systematically for easy retrieval.
- Filing and Record Management
- File examination records in an orderly manner to maintain a comprehensive and easily accessible archive.
- Ensure the safe custody of examination records and booklets, maintaining confidentiality and security at all times.
- Retrieval and Dispatch of Records
- Retrieve requested examination records promptly and accurately as required by authorized personnel.
- Dispatch examination booklets to examination venues, ensuring secure handling and accountability.
- Verification and Authenticity Checks
- Verify the authenticity of candidates in the examination venue by cross-checking identification documents and attendance registers.
- Maintain accurate records of candidate attendance and ensure compliance with examination regulations.
- Administrative and Invigilation Support
- Provide support to ensure smooth administration and invigilation of examinations, including preparation and distribution of invigilation forms.
- Assist invigilators in maintaining examination venue decorum and compliance with examination regulations.
- Inspection and Compliance Checks
- Inspect examination venues for compliance with examination regulations, ensuring appropriate seating arrangements, and maintaining a conducive examination environment.
- Report any irregularities or non-compliance issues to the Examination Officer for prompt action.
- Student Guidance and Support
- Issue examination application forms to students and guide them on how to record their details in the Examinations Entry Register.
- Inform students about examination fees and other details related to the payment of such examinations.
- Graduation and Certification Support
- Support the consolidation list of qualified candidates for graduation and ensure prompt communication with them.
- Undertake verification of names by graduates to ensure accurate record-keeping in graduation certificates and transcripts.
- Additional Responsibilities
- Perform any other duties as assigned by the supervisors or as captured in the detailed job description.
- Collaborate with other administrative staff to support the institution’s goals and maintain a cohesive work environment.
Qualification and Experience
- A Diploma in record-keeping or any similar field.
- At least 2 years of experience in record-keeping.
- Willingness to work under pressure and with minimal supervision.
Desired Skills
- Strong attention to detail and accuracy in record-keeping.
- Excellent organizational and time management skills.
- Good communication and interpersonal skills.
- Ability to work efficiently under pressure and meet deadlines.
- Proficiency in using digital storage systems and office software.
Why Join Us?
We are dedicated to providing a supportive and dynamic work environment that encourages personal growth and professional development. As an Examination Clerk, you will play a pivotal role in ensuring the integrity and efficiency of our examination processes. You will work closely with a team of committed professionals who value collaboration, accountability, and excellence.
If you are passionate about maintaining order and accuracy in examination records and are eager to contribute to the educational success of our students, we invite you to be part of our team.
Application Process
To apply for the position of Examination Clerk, please submit your detailed resume and a cover letter outlining your relevant experience to the following email: [Insert Email Here].
Deadline for Application: March 4th, 2025.
We look forward to receiving your application and wish you the best of luck in the recruitment process.
Note: Only shortlisted candidates will be contacted for an interview.
Take the next step in your career journey and join our team to make a meaningful impact on the examination process. We are excited to welcome dedicated professionals who share our vision of educational excellence.
