Timetable and Calendar Coordinator

4 weeks ago

Abingdon, United Kingdom St Helen and St Katharine Full time

Great schools need great structures to work from and the balance and efficiencies of the school timetable and the school calendar are critical to the success of any academic year and the experience of students and staff. To ensure the ongoing delivery of such a structure we have created a new role for an outstanding professional to work closely with senior colleagues to ensure the ongoing development and maintenance of the school timetable (and associated activity eg cover), the school calendar and other associated systems structures. The postholder will need to see the success of the School through its structures and also provide evaluation and analysis of these structures to senior leaders and governors.

This is an exciting opportunity for an individual with outstanding IT skills and experience of school timetabling.

All staff share the responsibility for promoting and safeguarding the welfare of the students, in accordance with the School’s safeguarding policies.

**Closing date: Tuesday 18 April 2023 at 9.00am**

**Interview date: Wednesday 26 April 2023**
- The School is committed to safeguarding and promoting the welfare of children and young people. Applicants must be willing to undergo child protection screening, including checks with past employers and the Disclosure and Barring Service._

**Key responsibilities**

**Timetable Construction and Administration (working with the Director of Studies)**
- To formulate and execute systems to gather and process student options choices
- To produce options blocks and analyse / represent implications of these
- To share and gather relevant information with and from Heads of Department
- To produce and maintain the school’s annual roomed timetable
- To import the timetable into the iSAMS database and make the necessary modifications in order to create a functioning timetable, including meetings
- To work with Heads of Department in the production of teaching group lists as needed
- To import and maintain teaching group data in iSAMS
- To produce and disseminate documentation concerning the timetable e.g. staff, student and room timetables
- To liaise with Abingdon School as required on matters of joint timetabling and teaching group lists for shared classes in the Sixth Form
- To communicate with the nurse, Head of Learning Support and members of the admin team about data relating to Abingdon School students coming to St Helen’s for lessons and St Helen’s students going to Abingdon School
- To produce summary information of staffing figures and allowances for the HR department
- To ensure that the Director of Studies is fully briefed on all issues relating to the timetable so that they can be represented to School Leaders
- To seek to review, improve and enhance relevant systems and procedures so that they work as efficiently as possible
- To provide information as required for relevant policy development and inspection purposes
- To undertake specific timetable-related project work, as directed by School Leaders as part of the strategic development of the school.

**Teaching Staff Cover**
- To organise and maintain the lesson cover rota according to relevant criteria
- To receive and monitor staff requests for cover alerting the relevant members of SMT of any concerns as appropriate
- To organise daily cover on iSAMS
- To produce statistical information on cover as required

**Staff Duties**
- To organise, publish and maintain the rota for staff duties The School Calendar (working with the Director of Students)
- To process all approved calendar requests and input them to iSAMS
- To draw together data from different systems eg sports fixtures to create a single unified calendar
- To alert the Director of Students to any potential clashes, including of facilities, liaising with the Deputy DFO about any facilities lettings
- To provide analysis of calendar scheduling impact on specific year groups and student groupings
- Any other such related activity as directed by the Head. This job description should be seen as enabling and not limiting and will be reviewed on an annual basis as part of the School’s system of Annual Review.

**The person**

**Skills/abilities - Essential**
- You will have outstanding IT skills and a highly developed understanding of IT’s use in timetabling
- Your work will be characterised by high levels of accuracy, and you will love detailed work and careful checking to ensure that all problems are identified and resolved
- You will have the ability to identify, detail and recommend timetabling options and communicate these clearly orally and in writing
- You’ll have a proven track record for logical thinking and seeing several steps down the road of a structural processes and seeing the full implications of decisions
- You will have experience of working successfully both collaboratively and on your own
- You will have a proven track record of project delivery

**Experience, knowledge and qualifications**
- You will hav

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