Timetabling Officer - Leeds

Main Responsibilities

• To support the creation, maintenance and management of data to support the timetabling system.

• To develop a comprehensive understanding of the complex timetabling system and processes, along with the policies and practices which impact on timetabling.

• To ensure information and data is accurate and supports the integrity of information.

• Create registers for teaching sessions as requested by Programme Managers. To work with Programme Administrators to ensure that registers are accurate and are released in a timely manner.

• Assist with the timetabling of agreed curriculum areas to fit resourcing requirements and resolve scheduling queries.

• Regular liaison with curriculum managers and staff to ensure that timetables are accurate and up to date, processing changes as requested.

• To resolve rooming and scheduling issues.

• To assist with audits of timetabled provision ensuring compliance with Management and Information Systems policies and procedures. • To handle enquiries from external customers, assist in the preparation for meetings and act as host as required. To maintain online records relating to external hire.

• Build positive relationships with other professional services teams and academic staff and to coordinate and liaise regularly with key stakeholders in designated departments.

• Resolve timetabling conflicts arising from students' course choices and individual timetable preferences.

• Use initiative and judgement to solve day-to-day problems with flexibility and timeliness. Act as initial point of contact for enquiries from staff and students.

• Manage expectations of staff and students by providing appropriate and realistic timetable solutions based on detailed requirement gathering.

• Understand the crucial role of timetabling in the overall student experience

Requirements

• Minimum level of education equivalent to Level 3. Graduate preferred.

• Confidence with data handling.

• Successful experience of working in an administrative or data capacity in a customer-focused office environment.

• Experience of working within a higher education or further education setting.

• Experience of high-volume administrative work and information management.

• Well-developed IT skills and experience of using Microsoft Office applications including and advanced level of proficiency with Microsoft Excel.

• Comprehensive experience of extracting and manipulating data whilst maintaining data integrity.

• Proactive approach to problem solving, including a curiosity to investigate issues and find solutions.

• Effective written and oral communication skills.

• Ability to perform numerical calculations accurately and confidently.

• Ability to provide courteous and high standard of customer service and maintain calm under pressure.

•Willingness to deliver and support training in timetabling to colleagues.

• High level of personal integrity and confidentiality and a strong attention to detail.

• Ability to work effectively as a team member.

• Ability to work flexibly to meet changing needs.

• Commitment to own learning and development.

• Commitment to equality of opportunity.

• Good record of attendance and punctuality.

Other Information

The Timetabling Officer will also be expected to demonstrate their commitment:

• To GBS values and regulations, including equal opportunities policy.

• The GBS's Social, Economic and Environmental responsibilities and minimise environmental impact in the performance of the role and actively contribute to the delivery of GBS's Environmental Policy.

• To their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus.

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