Exams Officer & Administrator

Contractual Hours: 9.00AM-5.30PM Monday- Friday  (some weekend working will be required)


About BIMM Institute


BIMM, The British and Irish Modern Music Institute, has colleges in eight cities where music matters most –London, Berlin, Dublin, Brighton, Manchester, Bristol, Hamburg and Birmingham – and is proud to be the largest and leading provider of contemporary music education in Europe.


Our eight BIMM colleges have over 50 years’ experience between them in helping students launch successful careers in the music industry.


We offer a broad range of Higher and Further Education music courses – including BA Honours Degrees, nationally accredited Diplomas and Postgraduate Teaching Certificates. Our professional highly vocational and real-world courses include studies in guitar, bass, drums, vocals, song writing, music production, music business, music journalism and event management.

Person specification

We are seeking to appoint a highly experienced, dynamic professional with a strong background in managing all aspects of the administration of examinations. Reporting to the Head of Education the successful applicant will work closely with our curriculum teams and the administrative team within the Department of Education and be responsible for the co-ordination and delivery of all BIMM examinations, in accordance with the regulations of Sussex University, our validating partner for HE, and RSL, the awarding organisation for our FE provision.  

Essential criteria for applicant

• Computer literate with a good knowledge of Microsoft Office, especially Excel
• Good Interpersonal skills with the ability to communicate at all levels, especially on the telephone
• High level of accuracy in data inputting and ability to concentrate in a busy office environment
• Be able to work quickly and accurately under pressure
• Be able to multitask and manage workload
• Experience of planning, scheduling and diary management
• Minute-taking skills
• Experience of organising and co-ordinating board meetings and co-ordinating the work of a team of markers. 

Desirable criteria for applicant

• Experience of managing and administering HE and/or FE Examinations
• Knowledge of and experience of working with exam board procedures
• Understanding and experience of working with moderating procedures 
• Awareness of issues in Further / Higher Education and Quality Assurance requirements 
• Educated to degree level

Key accountabilities

1. Assessments and Examinations
a) Ensuring that BIMM operates an effective examinations management system in line with the requirements of the University of Sussex, RSL, our FE partner colleges and any other awarding organisations that BIMM chooses to work or partner with.
b) Working closely with the curriculum team to ensure that all examinations and assessments are set, delivered and marked in a timely fashion in accordance with external regulations.
c) Ensuring that all examination data collection, processing and provision adheres to the requirements of examining bodies.
d) Ensure all examination data is collected, accurately recorded and filed efficiently.
e) Provide accurate reporting on examinations results.
f) Managing, booking and supporting all assessors in the delivery of exams and assessments.
g) Timetabling all examinations including booking resources and external venues where relevant and creating assessment timetables for all staff and students.
h) Supporting the BIMM Gig Audition process in relation to assessment.
i) Administration of BIMM VLE in regard to assessment and examinations.
j) Administering the feedback of results for all students.
k) Working closely with the Education team to ensure IV and EV requirements are completed in line with awarding body regulations.
l) Taken an active role in planning, organising, preparing and running the Exam Boards.
m) Recruiting and training invigilators for all BIMM written examinations.

2. Support for Students
a) Ensure all examination schedules are communicated with all students via a variety of methods to maximise engagement.
b) Work with members of the Student Services team to assist in the delivery of pastoral tutorials with relation to exams.
c) Monitor student attendance with relation to exams.
d) Attending and contributing to BIMM team meetings.
e) Working with the Head of Student Services to ensure all students that require exam access arrangements have them in place and support available where necessary.

3. General Duties
a) Assisting with enrolment/induction and other key College processes at busy times.
b) Updating and assisting with the enrolment of all students onto Unit-e student data management system.
c) Attend BIMM Open Days and Applicant Assessment Days as and when required.
d) Taking minutes at BIMM meetings and supporting other College related administrative duties as and when required.


NB:  This is not a complete statement of all duties and responsibilities of this post.  The post holder may be required to carry out other duties in keeping with the nature of the post as directed by, and agreed with their Line Manager.