Timetabling Coordinator

4 weeks ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £28,929 to £29,762 with progression to £32,411 per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

**Closing Date**: 19 June 2023

The Role

You enjoy problem solving and have exceptional planning and organisational skills, being methodical in your approach to tasks. You can communicate effectively and confidently liaise with a wide range of academic and professional services colleagues. You will have first-rate IT skills and recent experience of using complex IT systems related to data management and capture, students and/or timetabling.

Working independently, you can demonstrate the ability to evaluate different courses of action and a readiness to take speedy and decisive action on a large number of queries and issues.
Please note that flexible working may be required at peak times and also annual leave may be limited between June and October.

Key Accountabilities
Lead communications with a designated number of academic units to understand their timetabling needs and priorities; maintain effective liaison and briefing channels, and manage the expectations of stakeholders ensuring they understand the scope and remit of the timetabling team
Responsibility for the coordination of timetable information collection, and data validation and capture into the timetabling database in an accurate and timely manner
Schedule teaching events to ensure the optimum use of resources whilst maintaining a good academic experience
Support schools by making critical post-publication changes to schedules, providing options to solve unexpected changes in student and staff recruitment, and responding to emergencies on campus that impact upon the successful delivery of the academic timetable
Advising educators and professional services staff on the timetabling of new modules and programmes at the design stage, ensure that any impact on space and other programmes are considered
Support the development of optimum working practices, policy and process, encourage the adoption of improved ways of working to ensure efficiency in timetabling exercises and communication of timetable information to students and educators
Maintain detailed scheduling procedure documentation for a designated number of academic units
Prepare and produce reports on timetabling, resource utilisation and key performance indicators
Assist in the training of new timetabling personnel both in the central team and those professional services staff coordinating timetabling in academic units. Deliver workshops and roadshows to educators and PS staff

The Person (Essential)

Knowledge, Skills and Experience
Experience of student or timetabling administration processes within a higher education institution and an understanding of the main activities within the student life-cycle
Excellent communication, planning and organisation skills
Excellent report writing, interpretation and analysis of data, and documenting process and procedures
Experience of supporting change and improvements particularly in relation to business processes and improving customer service
Experience in managing and maintaining information and the use of complex IT systems related to students and/or timetabling administration
Substantial vocational experience, some of which must be recent experience of customer-facing service delivery
Recent knowledge of timetabling and the use of timetabling software is desirable

Attributes and Behaviour
Ability to work under pressure, managing conflicting priorities to meet strict deadlines
Ability to work independently and be proactive in problem solving and issue-resolution. You can evaluate different courses of action and confidently take speedy and decisive action
Ability to work effectively within a team and actively seek to assist team members with pressing or raised workloads
Strong attention to detail and a commitment to data accuracy and integrity
You project enthusiasm and gain trust of colleagues, you have confidence to train others and provide advice, lead workshops and present to an audience
Ability to remain calm when responding to challenging situations

**Qualifications**:
Educated to HNC or HND Level or significant experience in a relevant role
A first degree or significant experience in a similar role would be desirable

Newcastle University is a global University where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

At Newcastle University we hold a silver Athena Swan award in recognition of our good employment practices for the advancement of gender equality. We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.

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