Normal hours per week: 1.0 FTE (Some flexibility will be required in order to ensure that key time scales and deadlines are met).

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1 Job escription Post/Job Title: eputy Space Planning Manager Ref: S74 / Location including building: Faculty/Support Service: Group/Section: Studland House, Lansdowne Campus states Group Space Management Normal hours per week: 1.0 FT (Some flexibility will be required in order to ensure that key time scales and deadlines are met). Grade: 5 Accountable to: Supervises Space Planning Manager Space Planning Co-ordinator Primary lead to train, standardise and monitor Faculty Timetablers (x4) Job Purpose Working within the states Group and with close links to Faculty and Professional Services staff, the postholder will work under the direction of Space Planning Manager supporting the development and management of the key resources function carried out by the Space Management team. The key focus of the role will be to operationally support the timetabling and scheduling function of the University and contribute to space management and planning within the states Group. Support for key strategic objectives in space planning and continued enhancement of all areas of core teaching spaces across the University are also important objectives. The postholder must be committed to developing an effective and efficient Space Management function that meets both states and University wide needs, through the challenges of a changing environment. Main Responsibilities Timetabling Working closely with the Space Planning Manager and Space Planning Co-ordinator, undertake scheduling of timetabled core teaching in central and specialist space (shared or dedicated) seeking the optimum balance between space utilisation and student experience. Understand, monitor and report on contingency for new entrant and returning students. To manage any conflicts that may develop between individual Faculties, Professional Services and other key users space requirements and the available space. To evaluate timetable data and make recommendations for creative timetabling solutions that will maintain high utilisation levels and fulfil key stakeholder requirements according to University policy, and advise and support Faculty Timetablers through changes. To establish and maintain standard scheduling processes, and access to Faculty data for the BU Timetabling and Scheduling process, to enable more effective cover by in-house expertise if there are staff resource issues. Working closely with key stakeholders and working according to University Policy, supported the Space Planning Co-ordinator identify exceptional critical bookings that require pre-scheduling

2 confirmation. Working with the Space Planning Co-ordinator ensure that advanced bookings are recorded as needed on CMIS Facility and other relevant systems. To be responsible for ensuring close liaison with Professional Services to maintain the integrated live link between the Timetabling System, the Student Record System, and other relevant systems. To evaluate data and make recommendations to enhance the University timetabling and scheduling process. To ensure accurate data is entered and maintained by all contributors to the University timetabling system, establishing and maintaining a monitoring programme. nsure that any data changes do not conflict with requirements of integrated systems. Working with the Space Planning Manager seek to improve and enhance the mobile device accessible timetable function. Undertake review and testing of enhancements with key stakeholders and relevant IT Services teams. To co-ordinate the University Timetabling Forum, chairing and regular meetings to monitor the annual scheduling process and provide support and training for Faculty Timetablers. Work with the Space Planning Manager to provide feedback to Faculty Timetablers regarding student feedback (e.g. NSS and SimOn data). Space Management Working closely with key internal and external stakeholders, seek to test and resolve competing priorities for University space with recommendations for room use in accordance with Space Prioritisation Policy and other University policies. Provide supporting information demonstrating potential impacts of alternative options as required to enable decision making for complex or unresolved issues. To ensure relevant Key Indicators are achieved, measured and reported on. These would include (but not be limited to) Key Indicators from the BU Timetabling and Scheduling Policy, and space utilisation. To produce, analyse and interpret statistical data relating to timetabling and teaching space utilisation. ffectively evaluate a variety of stakeholder needs and aspirations competing for a limited space envelope. Prepare data analysis and reports as required across the full range of the University state on key indicators (including utilisation) that are easily understandable, clear and concise. To establish and maintain a regular reporting structure for export, analysis of and summary reports of management information relating to Timetabling and Scheduling Key Indicators. Undertake background research and benchmarking activities to make recommendations on best practice and highlight areas of concern. Use qualitative and quantitative data analysis methods to identify trends and make recommendations. Work with the Space Planning Manager and Space Planning Co-ordinator to produce accurate annual base data for in-depth analysis of space planning issues and challenges. This analysis may include establishing and reporting on the impact of: central or dedicated space changes, changes in course delivery or location of teaching, impact of student number changes, potential impacts of staff behaviour change, and validation of proposed development or refurbishment options. Collect and synthesise data, draft reports and make recommendations to the Space Planning Manager and other Senior states Managers. Working closely with the Space Planning Co-ordinator, manage a regular programme to carry out maintenance audits of central and specialist (shared or dedicated) space, to inform space planning and budgeting and reactive/planned maintenance works required to enhance the overall quality of University teaching spaces. Working closely with the states evelopment team undertake what-if planning to support planned Faculty or Professional Services moves and soft landing activity for new build or refurbishment projects.

3 states Services support Be responsible for line management of the Space Planning Co-ordinator. Contribute to relevant projects within the states Group functions, either as a stakeholder or project co-ordinator. Occasional provision of cover to states Service esk functions to maintain service. Any associated duties as required by the Space Planning Manager. People Management: Maintain a personal development programme, measuring your performance against Key Performance Indicators and objectives, as agreed with the Space Planning Manager and in line with team objectives. evelop and maintain excellent working relationships with all Faculty Timetablers, timetabling system users and IT colleagues and work collaboratively to develop and provide integrated and seamless delivery of services to the University. Organisation Chart states Space Management Space Planning Manager Faculty Operations Managers eputy Space Planning Manager Faculty Timetablers Space Planning Co-ordinator Senior states Service esk Co-ordinator states Service esk Coordinator imensions Line Management of x2 posts and training and support for x4 Faculty Timetablers. Chairing of Timetabling Forum meetings c. 17k students across 2 main campuses c, 1500 staff engaged in teaching activities c. 200 teaching rooms and c..225 programmes scheduled. c. 20k events auto-scheduled per annum Contacts Internal: states Senior Managers; states staff, IT Services teams, Faculty Timetablers, BU vents Team, Academic and administrative staff at all levels across all Faculty and Professional Services. Centre for xcellent in Learning. xternal: Software suppliers and technical support teams; xternal users of University space; Peers and Timetablers at other HIs.

4 Challenges To ensure optimal utilisation of the University teaching estate without compromising student experience. To support strategic aims within an operational environment. To respond to rapidly changing priorities of key stakeholders proactively and effectively evaluate a variety of stakeholder needs and aspirations competing for a limited space envelope, and to seek and identify the best solution(s). To want to understand and respond to the numerous stakeholders that have an interest in BU teaching spaces. Seek creative enhancements to outputs, process and procedures. Additional Information NB: The post holder must at all times carry out their responsibilities with due regard to the University s ignity, iversity and quality Policy Statement. The purpose of the job description is to indicate the general level of responsibility and location of the position. The duties may vary from time to time without changing their general character or level of responsibility. All employees have an obligation to be aware of and comply with the Universities Sustainability Policy, Carbon Management Plan and associated documents, and to ensure that whilst at work that they demonstrate the adoption of sustainable habits or practices and carry out their day-to-day activities in an environmentally responsible manner. July 2017

5 Person Specification Post / Job Title: eputy Space Planning Manager Post No: S74 / Faculty / Service: states & IT Services ate: July 2017 SLCTION CRITRIA ssential / esirable Knowledge (including experience & qualifications) ducated to degree level or equivalent or with a relevant qualification in a related field (e.g. operational planning, data management, statistical analysis) vidence of resolving complex operational space planning issues Knowledge and experience of Timetabling/scheduling or resource management software and its potential for ensuring maximised and efficient use of resources and its capacity for influencing and informing the planning process for future growth xperience of using CMIS software vidence of the design, development and maintenance of management information and sources such as databases and spreadsheets. vidence of using qualitative and quantitative data analysis methods to identify trends and make recommendations xperience of collecting and synthesising qualitative and/or quantitative data for reporting on organisational level projects at executive level xperience of working in an academic environment Skills Ability to communicate complex information in a clear and concise manner to staff at all levels throughout the University Ability to support user groups and manage and monitor progress through an agreed annual process xcellent communication and negotiation skills to build rapport with key stakeholders xcellent IT Skills supporting analysis and reporting of, large quantities of complex data Ability to resolve problems creatively and diplomatically in order to resolve conflicts to the benefit of all parties Strong organisational and time management skills in order to handle large quantities of complex data within tight timescale. Ability to collect, synthesise and analyse data from a variety of sources Proven line management skills Report writing skills IT Skills demonstrating expertise in understanding and developing data systems and associated business processes Attributes Ability to develop effective working relationships with staff at all levels Ability to prioritise work in response to conflicting demands Ability to give and receive instruction and to implement change Proven ability to work independently or as part of a team Self motivated and proactive in offering solutions to problems Confident and professional approach in working with staff across the University Ability to remain calm under pressure