CCBRT is seeking an Examination Officer to support examination administration and academic records management at CCBRT Medical Training College. The position will support the expansion of services and strengthening of the existing team.

Responsibilities or duties

1 . Examination Administration

• Prepare and implement examination timetables.
• Coordinate preparation of examination venues and seating arrangements.
• Prepare attendance registers, examination packs, and invigilation materials.
• Deploy and coordinate invigilators.
• Monitor examination sessions to ensure adherence to college examination regulations.
• Resolve operational issues arising during examinations.

2 . Examination Logistics and Security

• Prepare, package, distribute, and collect examination papers and related materials.
• Maintain secure custody and confidentiality of examination materials before, during, and after examinations.
• Record the movement and accountability of examination papers.
• Report examination irregularities or security concerns to the Examinations Officer.
• Ensure examination materials are stored securely.

3. Results Processing

• Receive examination mark sheets from academic departments.
• Verify the completeness and accuracy of submitted marks.
• Capture examination results into the student information management system.
• Compile and verify examination results.
• Prepare results for review and approval.

4. Student Academic Records

• Maintain accurate electronic and physical student academic records.
• Update student examination histories and progression records.
• File and archive examination documents in accordance with institutional procedures.
• Prepare transcripts, statements of results, and other academic documents.
• Ensure confidentiality and proper management of student records.

5. Supplementary and Special Examinations

• Administer supplementary, deferred, and special examinations.
• Prepare examination schedules and materials for supplementary assessments.
• Update student records following supplementary examinations.
• Communicate examination arrangements to eligible students.

6. Graduation and Certification Support

• Verify student academic records for graduation.
• Prepare graduation lists and certification documents.
• Produce transcripts and academic statements.
• Maintain accurate graduate records and archives.

7. Data Management and Reporting

• Maintain examination databases and filing systems.
• Generate routine examination statistics and reports.
• Compile examination performance data.
• Ensure accuracy of examination information entered into institutional databases.

8. Student Support Services

• Respond to routine student enquiries regarding examinations and academic records.
• Guide students on examination procedures and regulations.
• Process requests for result verification and academic document issuance.
• Provide administrative support during examination registration and clearance processes.

9. Quality Assurance and Regulatory Compliance

• Ensure examination procedures comply with college policies and regulatory requirements.
• Assist during academic audits, accreditation visits, and inspections.
• Maintain examination records required for quality assurance and compliance.
• Support implementation of improvements in examination processes.

10. Continuous Improvement

• Identify opportunities to improve examination administration processes.
• Support implementation of digital examination and records management systems.
• Participate in staff development and training activities.
• Perform any other duties assigned by the Examinations Officer or Deputy Principal - Academic.

Qualifications or requirements

Academic and Professional Requirements

• Bachelor's degree in Education, Educational Administration, Information Management, Records Management, Business Administration, Public Administration, Statistics, Computer Science, or another relevant field.
• Training in examination administration, academic records management, or higher education administration is an added advantage.

Experience needed

Experience

• Minimum of 2 years of experience in academic administration, examinations, registry, records management, or a related field.
• Experience working in a higher learning institution, technical college, or health training institution is an added advantage.
• Experience using student information management systems or examination management software is desirable.

• Prepare and implement examination timetables.
• Coordinate preparation of examination venues and seating arrangements.
• Prepare attendance registers, examination packs, and invigilation materials.
• Deploy and coordinate invigilators.
• Monitor examination sessions to ensure adherence to college examination regulations.
• Resolve operational issues arising during examinations.
• Prepare, package, distribute, and collect examination papers and related materials.
• Maintain secure custody and confidentiality of examination materials before, during, and after examinations.
• Record the movement and accountability of examination papers.
• Report examination irregularities or security concerns to the Examinations Officer.
• Ensure examination materials are stored securely.
• Receive examination mark sheets from academic departments.
• Verify the completeness and accuracy of submitted marks.
• Capture examination results into the student information management system.
• Compile and verify examination results.
• Prepare results for review and approval.
• Maintain accurate electronic and physical student academic records.
• Update student examination histories and progression records.
• File and archive examination documents in accordance with institutional procedures.
• Prepare transcripts, statements of results, and other academic documents.
• Ensure confidentiality and proper management of student records.
• Administer supplementary, deferred, and special examinations.
• Prepare examination schedules and materials for supplementary assessments.
• Update student records following supplementary examinations.
• Communicate examination arrangements to eligible students.
• Verify student academic records for graduation.
• Prepare graduation lists and certification documents.
• Produce transcripts and academic statements.
• Maintain accurate graduate records and archives.
• Maintain examination databases and filing systems.
• Generate routine examination statistics and reports.
• Compile examination performance data.
• Ensure accuracy of examination information entered into institutional databases.
• Respond to routine student enquiries regarding examinations and academic records.
• Guide students on examination procedures and regulations.
• Process requests for result verification and academic document issuance.
• Provide administrative support during examination registration and clearance processes.
• Ensure examination procedures comply with college policies and regulatory requirements.
• Assist during academic audits, accreditation visits, and inspections.
• Maintain examination records required for quality assurance and compliance.
• Support implementation of improvements in examination processes.
• Identify opportunities to improve examination administration processes.
• Support implementation of digital examination and records management systems.
• Participate in staff development and training activities.
• Perform any other duties assigned by the Examinations Officer or Deputy Principal - Academic.

• Examination administration
• Academic records management
• Student information management systems
• Examination management software
• Data management
• Reporting
• Communication
• Problem-solving
• Attention to detail
• Confidentiality

• Bachelor's degree in Education, Educational Administration, Information Management, Records Management, Business Administration, Public Administration, Statistics, Computer Science, or another relevant field.
• Training in examination administration, academic records management, or higher education administration is an added advantage.