- Paddleboarding
- Reading
- Writing
- Hiking/walking
- Gardening
- Performing Arts
Deborah Stephens
St Stephen,Cornwall
Summary
Results-driven Exams and Data Officer with expertise in managing workflows and maintaining compliant documentation. Enhances operational efficiency and data accuracy aligned with GDPR. Coordinates examination processes and leads a team of invigilators to ensure adherence to national standards. Engages stakeholders to foster collaboration, driving continuous improvement and adapting systems to meet evolving business needs.
Overview
41
41
years of professional experience
Work History
EXAMS AND DATA OFFICER
Penair School
10.2018 - Current
- In my current role as Exams and Data Officer, I provide operational and governance support within a regulated education environment, ensuring that examination processes are delivered safely, accurately, and in line with statutory requirements.
- I manage complex workflows with a high level of autonomy, maintain audit ready documentation, and escalate risks appropriately to protect service integrity.
- Coordinated with internal and external stakeholders, including senior leaders, teaching staff, families, and local authority commissioned services, ensuring accurate, compliant entries, evidence, and results across multiple settings.
- I also liaise directly with awarding bodies and the Joint Council for Qualifications (JCQ) to interpret regulatory updates, resolve queries, and ensure that all processes meet national standards.
- I manage sensitive information in line with GDPR and safeguarding requirements, ensuring data accuracy across digital systems and maintaining secure records.
- I design and refine operational systems, producing clear process documentation and guidance materials to support consistency, reduce organisational risk, and improve service efficiency.
- I recruit, train, schedule, and manage a team of 30 invigilators, as well as an assistant, ensuring that all staff are fully briefed, compliant with JCQ requirements, and deployed effectively.
- This includes workforce rota management, performance oversight, and ensuring that invigilation ratios and room staffing levels meet regulatory standards.
- I lead a structured quality assurance cycle, gathering anonymous feedback, analysing themes, and implementing improvements.
- Produced annual review report for senior leadership, providing statistical analysis, workforce insights, and actionable recommendations.
- I supported policy development by drafting a proposed appendix and liaising with a designated governor to ensure operational processes and governance expectations were accurately reflected.
- I work closely with the SENDCo to facilitate Access Arrangements compliantly during internal and external examination series.
- This includes ensuring arrangements are implemented correctly, monitoring and recording their use during trial exams, and providing accurate evidence to support statutory documentation and decision making.
- I deploy invigilators with the appropriate skills to meet individual needs and ensure that all arrangements are delivered in line with JCQ requirements.
- Managed alternative site examination arrangements for vulnerable or displaced students, conducting risk assessments and ensuring compliance with security, regulatory, and safeguarding requirements.
- I coordinate internal examination series, designing the timetable and then building the data structures required to generate it, alongside rooming, seating, materials preparation, and ensuring that staffing and access arrangements are in place.
- I oversee results day operations, including the secure distribution of results and certificates, processing post results services such as Review of Results and Access to Scripts, and updating candidate records following awarding body decisions.
- I support financial planning by producing accurate examination related costings and forecasts for the Business Manager, enabling informed budget setting.
- I maintain strong boundary discipline, escalate matters requiring senior decision making, and contribute to service improvement through root cause analysis, risk identification, and operational recommendations.
OFFICE MANAGER
Karrek Community Care Agency
03.2017 - 10.2018
- I supported the operational running of a community care agency providing services to vulnerable adults across Cornwall, ensuring administrative, financial and scheduling processes were delivered accurately and in line with organisational policy.
- I acted as a central point of coordination for staff, clients, families and external professionals, managing sensitive information in accordance with GDPR and safeguarding expectations.
- As the organisation was still relatively new, many processes had not been formalised.
- Established systems, documentation and workflows to replace informal practices, ensuring consistency, accuracy and compliance.
- I led the day-to-day operations of the office, ensuring communication channels, staff rotas, client information and financial processes were managed efficiently.
- I maintained up to date records across client files, staff documentation, financial logs and operational systems, supporting organisational readiness for external scrutiny.
- I introduced new systems and processes to strengthen organisational reliability and reduce operational risk.
- This included implementing Sage and building accounting workflows, enabling accurate invoicing, payroll processing and financial tracking.
- Developed templates, documentation and process guides to enhance consistency, transparency and audit readiness across administrative functions.
- I played a key role in identifying operational gaps and recommending improvements.
- The existing rota system created avoidable pressure for both the Registered Manager and staff.
- Proposed a stable rota structure with a named primary carer and planned contingencies to alleviate pressure on management and staff.
- Although the proposed model was not adopted, it reflected a values led approach to fairness, stability and longterm organisational integrity, and was based on proactive, systems level planning.
- I also provided evidence-based advice during the organisation's auto enrolment process, contributing to the selection of an appropriate pension model and ensuring compliance with statutory requirements.
- My professional opinion was frequently sought by the CEO and Registered CQC Manager on operational, financial and organisational decisions.
- I approached this responsibility with a focus on fairness, ethical practice and wellbeing of both staff and clients.
- As the organisation was founded on a Christian ethos, I ensured that operational decisions remained aligned with those stated values, particularly where choices risked drifting from that ethos.
- I presented clear, factual reasoning, maintained strong professional boundaries and escalated concerns appropriately.
- I supported colleagues through clear communication, consistent expectations and a calm, steady presence.
- This included guiding staff through new systems, answering queries and providing clarity, consistency and practical support as new systems were introduced, helping staff feel more confident and supported in their roles.
- I ensured accurate financial and operational record keeping, monitored compliance with internal procedures and contributed to the organisation’s readiness for inspection or external review.
- Tracked staff training records and monitored certificate expiry dates to ensure compliance with training requirements.
STUDY SUPPORT TUTOR/ADULT COURSE COORDINATOR
St Austell College (Sedgemoor Campus and St Austell Sixth Form Campus)
01.2001 - 02.2002
- I first worked as a Study Support Tutor, providing structured academic and organisational support to KS5 learners.
- I provided one to one and small group support to KS5 students undertaking A-levels, GCSEs and vocational programmes.
- This included helping learners prioritise their workload, catch up on missed studies and plan coursework completion for vocational subjects.
- I also supported students to create realistic revision timetables for forthcoming exams and develop strategies to stay organised and avoid falling behind.
- Maintained accurate support logs detailing sessions with learners, providing evidence of support to my manager.
- I collaborated with curriculum tutors and pastoral staff to ensure Key Stage 5 learners received timely support.
- I maintained clear professional boundaries, kept learner discussions confidential and recorded support sessions factually, providing this information to my manager as required.
- I then moved into an Adult Course Coordinator role, organising community based adult taster programmes delivered in external venues.
- I contributed to the planning and organisation of government-funded adult taster programmes designed to support adults returning to education.
- Timetabled sessions based on community venue availability, staffing capacity and programme requirements, facilitating smooth course operations at accessible external locations.
- Prepared course documentation and registers, ensuring up-to-date attendance records to support compliance with funding criteria while coordinating with venues and tutors to confirm session logistics.
- I also acted as a point of contact for adult learners, providing clear information and signposting support services.
- I liaised directly with community venues, their booking secretaries and bank tutors, sharing only the information needed to confirm availability, schedule sessions and ensure courses could run as planned.
- I kept course paperwork and attendance records accurate and appropriate for my manager, and handled information in line with the college's expectations for these short adult programmes.
- Each role had its own responsibilities, but both relied on clear information handling, accurate documentation and the ability to work independently within established processes.
- Together, these roles developed my ability to communicate clearly with different groups, handle information responsibly, maintain accurate documentation and work independently within established processes.
- Worked in two consecutive short-term roles at St Austell College.
QUALITY ASSURER
St Merryn Meat
01.1995 - 01.1997
- I undertook formal compliance checks on the production line, verifying QC checks, checking temperatures, monitoring traceability and inspecting labels and seals for accuracy and robustness.
- I carried out line side quality checks, taking samples and verifying that fat content and product appearance met specification.
- Stopped the line when samples failed specification or packaging integrity did not meet required standards to prevent non-compliant products from reaching customers.
- I escalated non-conformance to the QA manager, who handled corrective actions and liaised with production supervisors.
- I checked packaging integrity, including issues that were not always immediately visible at the point of packing but became apparent further down the line.
- Recorded results on paperwork, rejected non-compliant items, and escalated issues to supervisor to maintain quality standards.
- This role focused on sampling accuracy, specification checks and maintaining hygiene standards on the line.
- Demonstrated strong attention to detail and confidence in decision making to uphold quality standards under time pressure.
- The role required consistent accuracy, strict hygiene compliance, correct PPE use and the ability to work reliably in a cold store environment with repetitive tasks and manual handling.
- Company policy required all staff to learn every station on the line so production could continue efficiently, which meant I understood the full flow of the process and how defects could emerge at different points.
- I worked on the production line packing meat cuts to specification, weighing portions, and maintaining line speed.
HOME HELP
Cornwall Council Social Services
01.1993 - 01.1995
- Assisted with personal care and essential daily living tasks, including washing, dressing, and mobility support, while adapting approach to meet each person's unique needs and preferences.
- Supported vulnerable adults in the community by providing practical assistance and person-centred support, enabling individuals to maintain independence, dignity, and quality of life.
- Working within Cornwall Council Social Services, I followed clear procedures for safeguarding, confidentiality and professional boundaries, and delivered support reliably across multiple households each day.
- Monitored clients' well-being during visits, identifying changes that indicated risk and reporting concerns promptly to supervisors, ensuring adherence to safeguarding protocols.
- I updated in-house care notes after every visit, recording tasks completed, observations and any issues requiring escalation.
- This strengthened my understanding of safeguarding, risk awareness, professional boundaries and accurate record keeping in community-based services.
- I carried out practical household tasks, including cleaning, laundry, meal preparation, and shopping to maintain a safe living environment.
- Most visits were undertaken alone in clients' homes, with two-person support provided only for individuals who were bed bound or required assisted transfers.
- Conducted visits that focused on specific tasks within a limited time frame.
- During this period, the government changes introduced competitive private providers, which significantly reduced the volume of council delivered home help.
- As the service shifted to supporting only the more complex cases, my contracted hours dropped from 37 to 8 hours per week, making the role financially unsustainable for me to continue.
CARE WORKER
The Hollies and Glencoe Residential Homes
01.1991 - 01.1993
- I provided direct care and day-to-day support to adults living in a residential care home, ensuring safe, respectful and person-centred support in line with organisational policies and regulatory expectations.
- Supported residents with personal care tasks including washing, dressing, continence care and mobility assistance, ensuring dignity, privacy and comfort.
- I supported daily living activities such as eating and drinking, mobility, social engagement and maintaining personal routines, communicating calmly and compassionately with residents, including those with dementia or communication difficulties.
- Monitored residents' physical and emotional wellbeing, recognising changes indicating emerging needs or safeguarding concerns, and reported observations to senior staff.
- I adapted my approach to individual needs, preferences and levels of independence, encouraging choice and participation wherever possible.
- Collaborated with colleagues, senior carers, nurses and external professionals, following care plans to ensure consistent, person-centred support.
- I maintained accurate, factual records of care delivery and documented any concerns requiring escalation, ensuring continuity of care and compliance with regulatory expectations.
- This role strengthened my understanding of safeguarding, risk awareness, person centred practice and accurate documentation in regulated care environments.
PERSONAL ASSISTANT
Trebudannon Plant
01.1989 - 01.1991
- Managed day-to-day operations during the owner's absence to maintain service continuity.
- This included scheduling jobs, coordinating machinery hire, liaising with companies hiring equipment, deploying drivers, arranging delivery and collection of machinery, and contacting a fitter when breakdowns or on-site issues occurred.
- Provided administrative, financial and operational support within a plant-hire, agricultural and ground works business, specialising in machinery hire, construction projects and golf course development and maintenance.
- Completed weekly payroll for P.A.Y.E. and SC60 workers, managed all HMRC paperwork, produced VAT accounts for annual audit, issued invoices, processed supplier payments, and maintained detailed profit and loss records for each machine, supporting financial transparency.
- I maintained servicing records by hand as part of individual profit and loss tracking for each machine, ensuring equipment was safe, compliant and available for hire.
- Handled customer enquiries and maintained all business records manually, ensuring seamless operations in a computer-free environment.
- Produced all financial, operational, and compliance documentation by hand, demonstrating strong attention to detail, organisation, and independent judgement.
- This role developed strong operational judgement, financial accuracy and independent decision making at an early stage in my career, forming a foundation for my later work in care, education, governance and compliance focused roles.
OFFICE WORKER
West Country Oils
01.1988 - 01.1989
- Handled incoming calls, processed orders, relayed updates to drivers, organised paperwork, and supported routine administrative tasks to maintain operational flow.
- I managed customer queries throughout the day and ensured accurate information was passed to drivers to support safe and timely deliveries.
- Provided administrative and operational support within fuel distribution business, handling customer enquiries, processing fuel orders, recording delivery details, and maintaining office records in computer system.
- I supported day-to-day coordination between customers, drivers and the office, ensuring accurate information flow in a safety critical environment.
- Served as backup during line manager's absence, ensuring smooth continuation of office functions., maintaining continuity of office operations.
- Although not trained in route planning, I organised delivery loads using the information available and worked collaboratively with drivers who reviewed and refined routes based on their operational knowledge.
- This ensured urgent and late orders were met efficiently, maintained customer satisfaction and strengthened working relationships with the driving team.
- When my manager returned from leave, senior leadership acknowledged that the office ran smoothly in her absence, showcasing my reliability and judgment.
- This early role strengthened my communication, organisation and reliability, and reinforced my belief in collaborative working.
OFFICE JUNIOR
Coodes Solicitors
St Austell
01.1987 - 01.1988
- Provided administrative support in a busy solicitors' practice, assisting fee earners and secretarial staff to maintain efficient daily operations.
- Answered telephone calls, took messages, handled post, photocopied, filed, and organised paperwork to ensure effective communication and documentation.
- Prepared documents under supervision, delivered files between departments, and communicated information accurately to facilitate workflow.
- This early role developed organisational skills, attention to detail and reliability in a professional legal environment, forming a foundation for later administrative and operational roles.
YOUTH TRAINING SCHEME
Restormel Borough Council
01.1986 - 01.1987
- Undertook a Youth Training Scheme placement within Restormel Borough Council, spending three months in the Rates department and three months in Housing Benefit.
- Assisted staff with office duties while gaining insights into local government processes, emphasising accurate record keeping and professional communication.
- Supported routine administrative tasks, ensuring efficient communication and documentation through answering calls, handling post, photocopying, filing, and maintaining organised paperwork.
- This placement provided early exposure to public sector administration and helped develop foundational organisational skills that supported progression into later roles.
Education
Level 4 Diploma in Leadership & Management -
chartered Management Institute
01-2025
B.Ed. (Hons) - Secondary Education (Mathematics)
College of St Mark & St John
01-2007
Open University Modules - Mathematics and statistics
The Open University
01-2001
A'Level - English Literature and Language
St Austell College
01-1999
O’levels and CSE’s - including English and Maths
Poltair School
Skills
- Regulatory compliance
- GDPR compliance
- Risk assessment
- Risk Management
- Audit preparation
- Data management
- Data reporting
- Data cleaning
- Process documentation
- Process evaluation
- Workflow optimization
- Team management
- Team leadership
- Stakeholder coordination
- Client relationship building
- Communication proficiency
- Effective communication
- Communication skills
- Documentation writing
- Report-writing
- Quality assurance
- Budget management
- Training and development
- Decision making
- Problem solving
- Time management
- Strategic planning
- Product knowledge
- Relationship-building
- Documentation writing
- Strategic planning
Custom
- Youth leader and teacher, St Austell Baptist Church
- Audio Visual Operator, St Austell Baptist Church
- Web Page Editor, St Austell Baptist Church
- Street Pastor Coordinator, St Austell Baptist Church
- Sunday school Teacher, St Austell Baptist Church
- Bookings secretary, St Austell Baptist Church
- Trustee, Cornwall One Parent
- School Governor, Roche School
- Parent Board Member, The Clays Sure Start
- Treasurer, Roche Toddler
Interests
Timeline
EXAMS AND DATA OFFICER
Penair School
10.2018 - Current
OFFICE MANAGER
Karrek Community Care Agency
03.2017 - 10.2018
STUDY SUPPORT TUTOR/ADULT COURSE COORDINATOR
St Austell College (Sedgemoor Campus and St Austell Sixth Form Campus)
01.2001 - 02.2002
QUALITY ASSURER
St Merryn Meat
01.1995 - 01.1997
HOME HELP
Cornwall Council Social Services
01.1993 - 01.1995
CARE WORKER
The Hollies and Glencoe Residential Homes
01.1991 - 01.1993
PERSONAL ASSISTANT
Trebudannon Plant
01.1989 - 01.1991
OFFICE WORKER
West Country Oils
01.1988 - 01.1989
OFFICE JUNIOR
Coodes Solicitors
01.1987 - 01.1988
YOUTH TRAINING SCHEME
Restormel Borough Council
01.1986 - 01.1987
Level 4 Diploma in Leadership & Management -
chartered Management Institute
B.Ed. (Hons) - Secondary Education (Mathematics)
College of St Mark & St John
Open University Modules - Mathematics and statistics
The Open University
A'Level - English Literature and Language
St Austell College
O’levels and CSE’s - including English and Maths
Poltair School