POST 25/546 : ADMINISTRATIVE OFFICER: ASSESSMENT AND EXAMINATION:
SALARY : R338 106 per annum (Level 07)
CENTRE : Worcester
REQUIREMENTS : National Senior Certificate, or equivalent and a 3-year, relevant post school
qualification. 3 years’ relevant clerical/administration experience. A valid
driver's license (excluding code A/A1). Knowledge: Provincial and national
education strategies, advanced knowledge of relevant software packages &
sound application of relevant computer programmes, NSC/SC/AET
examinations directives, various exam databases/platforms, relevant
legislation/policies/prescripts and procedures (assessment and examination
policies), basic financial administration. Skills: Drafting of documents
(submissions, letters). Sound organising, planning and time management skills
(workshops, conferences events), Diary management, travel itineraries,
document flow in the office, property record minutes and decisions at meetings,
run and maintain a record management system, communicate effectively
(written and verbally), procure goods and services, work under pressure,
interpretation and application of various exam directives, client service
orientated skills, sound judgement, basic research (information gathering),
analyse documents and situations, ability to access research sources
(information platforms), function as a team member.
DUTIES : Render Assessment and examination administration services to clients within
the Education District: Execute all assessment and examination administrative
process within the prescribed timelines and frameworks. Verify and approve all
processed applications. Handle all investigations regarding registration,
certifications and result related enquiries and execution pot-approval.
Administer the certification process through: Processing and publishing of
results; queries and remarking: a) perform client services, b) execute queries
emanating from the client service, c) deal with all exam related result queries
in an effective and efficient manner, d) issue all results in accordance with
policy and prescripts, e) deal with all telephonic queries, f) record, reprint and
post remark and missing mar results. Certification: a) deal effectively and
efficiently with all certification queries, b) attend workshops and training
sessions relating to certifications, c) guide co-workers / clients on directives, d)
issue circulars and notifications to schools concerning certification, e) provide
and capture results for WCED, f) processing of remark requests, g) create a
database of all certificates, h) receive and distribute certificates. Administer the
registration process, including: processing of re-write requests, processing of
applications for Amended Senior Certificate (ASC); processing of applications
for National Senior Certificate (NSC) repearters / improved qualifications; verify
on-line applications; make personal and subject corrections on the Exams
mainframe; collection and filing of SBA mark sheets; send and receive
schedules and preliminary schedules from schools; receive and process
invigilator applications. Provide support with the following administrative
processes: assessment and promotion appeals; collation of School Based
Assessment (SBA), Practical Assessment Task (PAT), Oral Mark Sheets;
identification registration and auditing of examination and re-write centers; the
District Assessment Irregularities Committee (DAIC) assessment
accommodation for immigrant learners. Develop and maintain processes and
systems that will contribute towards improving efficiency of the Assessment
and Examinations unit. Oversee and provide effective guidance and advice on
the flow of information and documents, to and from the assessment and
examination coordinator. Prepare documentation and verify response
information received from schools, and other internal and external
stakeholders. Obtain inputs, collate and compile reports pertaining to the
assessment and examination unit and advise/sensitise the assessment and
examination coordinator e.g.: (i) progress reports; (ii) monthly reports and (iii)
management reports. Manage and maintain an effective filing system. Assist
with the planning of workshops, large meetings, conferences and events as
and when they occur. Follow up with outstanding
documentation/data/information from relevant stakeholders. Collate
Assessment and Examination data available on WCED systems such as
CEMIS, Eduinfosearch, SAMI, DMIS, etc. Co-ordinate assessment and
examination administrative activities and maintain the relevant administration
systems: Update and maintain the information systems for Assessment and
Examination projects (e.g. APP Projects). Compile memoranda and reports on
validity and relevance of data received from project stakeholders. Track issues
referred to and from the Assessment and Examination Coordinator through
Issue Management System (IMS). Coordinate queries related to
parliamentary/ministerial enquiries referred to the Assessment and
Examination Coordinator. Assist the Assessment and Examination Coordinator
in the analysis of business reports. Assist the Assessment and Examination
Coordinator with the drafting of progress reports. Assist with school audits for
state of readiness. Provide support to the Assessment and Examinations Unit:
Coordinate evidence/supporting documents for the Assessment and
Examination coordinator. Manage and maintain an effective filing system.
Screen documents to determine actions/information/documents required for
meetings. Collet and compile information regarding challenges that needs to
be discussed at meetings. Render secretariat services: Arrange for the
placement of items on the agenda of meetings chaired by the Assessment and
Examination Coordinator, and to ensure circulation of accompanying
memoranda. Obtain the necessary signatures on documents e.g. procurement
advices and attendance records.
ENQUIRIES : Ms Y Ehrenreich Tel No: (023) 348 4600