Associate Resourcing Administrator

Diversity and Inclusion Statement

At AQA, we are committed to fostering a workplace that celebrates diversity and promotes equity and inclusion. We believe that a diverse team brings richer perspectives and drives better outcomes. Our ED&I strategy ensures that everyone—regardless of religion, ethnicity, gender identity or expression, age, disability, sexual orientation, or background—is valued, respected, and empowered to thrive. We actively promote inclusive language, avoid stereotypes, and strive for representation across all dimensions of diversity. We welcome applications from individuals of all backgrounds and lived experiences.

Application Process

To apply, please submit your CV and cover letter by 23.59 Monday 31 August

Interviews will take place in our Guildford office on w/c 7th September

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Recruitment Agencies

We have a preferred supplier list (PSL) in place.

Unsolicited CVs will be treated as a gift. We will not be subject to or liable under your terms and conditions for agency fees.

Full Job Description

Summary

The Associate Management Administrator plays a critical role in ensuring we have the right resource in place to deliver our exam series activity. Reporting to an Associate Delivery Lead, and working in a team focused on a small group of subjects, the Administrator is the front line in understanding required demand, issuing contracts to our associate colleagues, processing their response, and ensuring they are effectively on-boarded onto our systems ready to begin training and standardisation. They also support payment calculations and process claims, working closely with our finance team. For many of our associates, the Administrator is their first point of contact, and they provide an important role in answering queries and supporting examiners through our contracting and on-boarding processes.

Each year AQA works with a community of around 39,000 Associates to design, produce, mark and award high-stakes qualifications for more than 1 million young people both in the UK and overseas. The majority of these examiners are qualified teachers and academics; responsible for marking student exam scripts to set mark schemes, enabling us to deliver results including GCSEs and A-Levels. Some use their expertise in curriculum design, assessment writing, and pedagogy to design and develop our specifications, our assessments, our CPD offering, and supporting our customer.

Our Associate Management team are responsible for the resourcing, contracting, on-boarding, and relationship management with this vital community. Working alongside internal departments such as Assessment Design, Assessment Production, Marking, Preparation, Moderations and Post-Results, our team ensures that requirements are captured, demand is forecasted, resource is made available, and that our Associates have a positive experience working with AQA. Our team comprises of around 30 core colleagues, (which increases at times of peak activity) and is part of a wider department of around 50 including colleagues focused on Contracting & Fees, Associate Training, Process Development, and Associate Experience.

Activities:

• Invite sufficient and suitably skilled examiners ensuring all scripts are allocated to schedule with no examiner shortages on the examination date based upon the agreed quotas
• Act upon requests from colleagues to provide additional examiners as and when required.
• Invite new associates to work with us from the Recruitment holding pool by transferring them from one system to another and issuing contracts
• Encourage high levels of response to invitations, ensuring we are following up by email, by SMS, and by telephone as required
• Contribute to and deliver component-level contingency plans in areas where resourcing levels do not meet requirements, using MI to inform decisions and activities
• Work with other teams such as Marking on plans for in-flight incentives to complete marking, ensuring that the need for quality and retention of associates is well balanced
• Manage the team email inboxes and answer incoming phone calls from associates and other internal teams, ensuring a high level of customer satisfaction and that all queries or issues are dealt with appropriately
• For visiting, moderated, and non-examined components, ensure that appropriate allocations are made that are compliant with regulatory and procedural guidance, meeting set deadlines
• Issue and report on results of the annual Expression of Interest survey, analysing the data to understand indicative resource levels for the upcoming year
• Proof check the wording of contracts for the allocated subject portfolio, ensuring that the dates reflect the published Key Activity Schedule, that the correct fees are listed, and that all other details are correct
• Manage the rollover of panels in the system from the previous series, and work directly with Lead Examiners on the hierarchy of examiners for individual components, meeting set deadlines
• Maintain the databases and records for generating management information to enable managers to assess performance of the department’s activities
• Process requests to mark alternative components, to withdraw from marking, or rescinded contracts in a timely manner, looking to understand the reasons why and adding this to the system for analysis
• Issue contract variations as required, ensuring that all details are correct and understood
• Process data relating to quality of marking so that accurate records are maintained in our database
• Process payment of examiners’ fees and expenses in accordance with AQA policies, ensuring that all payment data passed to Finance is accurate and complete
• Support new team members with training and induction, ensuring that policies are well documented, shared and consistently applied to our work
• Ensure that risks are identified, documented, and mitigated against
• Ensure that regulatory requirements are met, and AQA Quality Management processes are consistently followed
• Other duties as required commensurate with the role

To be successful in this role, you will need to know:

• Experience in a customer-facing role; able to identify and address the needs of our customers and build positive relationships with them
• Experience of working with systems, data, and spreadsheets – able to analyse a number of data sources and understand what’s needed from you
• The ability to prioritise tasks and to juggle multiple demands on your time
• Resilience and tenacity; the ability to keep going through a long project lifecycle with some obstacles and setbacks
• Curiosity, and a desire to make things work better, go quicker, be simpler – an interest in Continuous Improvement and the effectiveness of our processes
• Experience of working in a team to deliver a successful outcome – taking ownership for your part of delivery, and offering and receiving support as needed.