Timetabling & Examinations Assistant

Job Title: Timetabling & Examinations Assistant
Contract Type: Temporary
Location: Birmingham
Salary: £12.14 per hour
Start Date: 2019-03-18 00:00:00
Reference: 041225846
Contact Name: Claire Beedon
Contact Email:
Job Published: March 14, 2019 16:34

Job Description

We are recruiting for a temporary Timetabling and Examinations assistant to work within a well established University based in Birmingham

Main Duties
Managing the production and distribution of teaching timetables for Colleges/Departments as directed by the Timetabling & Examinations Development and Data Officer. The postholder will need to develop a detailed understanding of the complex timetabling software and the procedures relevant to the timetabling, scheduling and allocation of space for those Colleges/Departments for which the postholder has particular responsibility. The postholder will be expected to use their own initiative and balance the needs of these Colleges with those of the wider University. The postholder will be expected to build relationships with key College contacts and the Timetabling and Examinations Team. This will involve: 

• Advising Colleges of any relevant deadlines and providing expert advice and training as required
• Supporting the dissemination to Colleges of their current teaching requirements as held on the Timetabling System
• Assisting the Colleges to ensure that the system is updated to reflect the timetable requirements for the academic year
• Supporting the process of teaching space allocation, to ensure optimal allocation of rooms in keeping with the University’s objective of making the most efficient and effective use of its space
• Notifying Colleges of the outcome of the scheduling process
• Following confirmation of the teaching timetable, ensuring all other requests for centrally-managed space are considered

Developing an in-depth knowledge of the production of the teaching timetables and examination events for all Colleges/ Departments in order to undertake the relevant responsibilities of colleagues as required e.g. to cover holiday leave etc. This will include working independently, being proactive and being able to respond to enquiries from all Colleges without the need to consult further.

Preparing and managing all central venues used to accommodate students with alternative examination requirements, including ensuring that each venue has the necessary question paper (enlarged where appropriate), personalised attendance slip and script envelope for every student expected to attend. This will involve working with the Timetabling & Examinations Development and Data Officer responsible for question papers and auxiliary material to ensure that each venue has the necessary material required for each examination scheduled.

Submitting (by advertised deadlines), tracking, printing, distribution, scanning and archiving of (approximately 1500) examination papers required for the University’s main summer examinations. Responsible for the submission (by advertised deadlines), tracking and distribution of (approximately 900) examination papers required for the University’s supplementary examinations. It will be necessary to check all papers on submission to ensure they comply with the University’s agreed paper format and to collate information on ancillary requirements. The postholder will be expected to develop an understanding of the varying departmental examination requirements.

Arranging overseas examinations. This will require processing application forms, checking the eligibility of applicants and seeking approval from Colleges as appropriate, and liaising with the British Council and other overseas educational institutions (approximately 200 sittings in 35 venues in 25 different countries).
Providing reports using the timetabling and examinations software or other reporting tools (such as Excel or Access) and other management information as required by the Manager, or allocated Colleges. This will require the interpretation of the requests for information to determine the parameters of the reports.
Develop an awareness of University developments regarding timetabling and examination related matters including national legislation such as the Disability Discrimination Act and ensure that such developments are appropriately considered and applied where necessary. Attend user-group meetings and training courses as appropriate.

Providing cover for the Timetabling Helpline. This will include:
• Contacting Software suppliers to resolve faults as required
• Notifying the Timetabling & Examinations Development and Data Officer of any calls / system failures that need to be escalated

Undertake other duties as required by the Timetabling & Examinations Development and Data Officer, Timetabling & Examinations Manager or Assistant Director of the Timetabling & Examinations sub-division.

Required Knoweledge, Skills, Experience
• Demonstrable previous experience within a customer-driven environment and the ability to provide a professional service.
• Experienced and confident user of IT systems, in particular use of spreadsheets and database packages.
• Keen eye for detail and data quality.
• Ability to interpret, analyse and present information and formulate clear proposals on the basis of the analysis.
• Able to demonstrate excellent verbal and written communication skills and attention to detail.
• Have and be able to demonstrate excellent interpersonal skills including developing relationships with key contacts within the wider organisation.
• Have and be able to demonstrate a firm but diplomatic attitude, with the ability to recognise sensitivities in responding to enquiries from staff and students in view of possible conflicting demands.
• Ability to prioritise and negotiate and use own judgement in decision taking.

• Previous experience of working within a Higher Education Institution.
• Previous experience of working with dedicated timetabling software (for example Syllabus+, Scientia).
• Familiarity with timetabling software.