Job Description SPC Timetable Co-ordinator School/Directorate Section Job Title Academic Registry Student and Programmes Centre Timetable Co-ordinator Vacancy No Reports To Grade Assistant Registrar Timetables O&A4 Principal Accountabilities Reporting to the Assistant Registrar Timetables, the principal responsibilities will be the developing, producing and supporting of the academic timetable for taught undergraduate and postgraduate programmes and students, and assessments, and to support the Programme Leaders in the management and organisation of undergraduate and postgraduate programmes across Glyndwr University. Key Tasks 1. To provide academic administrative support for Associate/Heads of Schools, Programme Leaders and Module Leaders in carrying out the responsibilities of their roles in relation to timetabling. 2. To liaise with designated Members of Academic Staff on timetabling requirements for their programme(s) 3. To work to an agreed timetable protocol/policy and advise on future adjustments. 4. To develop and maintain a knowledge and understanding of the University portfolio of UG and PGT programmes and to work closely with Programme Leaders to ensure effective programme timetable management and organisation. 5. To work to deadlines as agreed with Assistant Registrar Timetabling and the Deputy Academic Registrar Students and Programmes 6. To support the Assistant Registrar Timetables in the setting up and implementation of a new timetable software system (CELCAT), including the attendance monitoring system. 7. Support the Assistant Registrar Timetables in maintaining accurate timetabling data by liaising with: ASSG to ensure all new programmes are included on the timetable Estates Department regarding the availability of rooms, changes to use, facilities etc
IT Services regarding timetabling software, data provided for electronic registers and publication of timetabling information via the University s VLE AV Technicians regarding IT equipment/facilities in teaching space 8. Manage one-off room bookings, working closely with Conference Services regarding external events. 9. Work with the Assistant Registrar Timetables and the Deputy Academic Registrar Students and Programmes to ensure timetable information is available on the internet and develop systems to improve information provided to staff and students 10. To provide a first point of contact on timetabling or room queries for UG and PGT students and University staff at the office counter, by telephone by email and online. 11. Support the wider SPC functions as timetabling workload permits Special Features 1. To be willing to work flexibly when required, including possible travel to partners in the UK and overseas. 2. Contribute to other Academic Registry and University functions, such as Award Ceremonies, Open Days, induction and enrolment and examinations. 3. Be an active member of the Academic Registry team 4. Deputising for Academic Registry Colleagues, as appropriate and required. 5. Participating in University reviews and projects as required. 6. Any other appropriate responsibilities at the request of the Deputy/Academic Registrars. Miscellaneous 1. Act in a professional manner at all times, maintain confidentiality of information and work flexibly. 2. Be committed to ensuring staff and students have a positive and professional experience when engaging with the academic registry, through the delivery of excellent customer service that focuses on a holistic and united approach to the processes that support the student experience. 3. Contribute to the embedding of best practice in the registry functions and liaise with the Deputy Academic Registrars to encourage and support best practice, sharing of knowledge and enhancement. 4. Be proactive and positive in approach to the above duties, working independently and with initiative as required and be willing to identify and follow through the opportunities for enhancing the work of the Academic Registry.
5. Maintain an appropriate awareness of, and work effectively within, the policies and procedures of the University e.g. PDR, Continuing Professional Development, Data Protection, Risk Management, the Health, Safety and Environment Policy and UKVI requirements by working safely and following the codes of practice derived to protect all staff and students. 6. Attend staff training as required and be prepared to undertake a programme of relevant continuous personal development Review This is a description of the job at the time of issue. It is the University s practice periodically to review and update job descriptions to ensure that they accurately reflect the current nature of the job and requirements of the University and to incorporate reasonable changes where required, in consultation with the job holder. Last reviewed June 2017
Person Specification In order to be shortlisted you must demonstrate that you meet all the essential criteria and as many of the desirable criteria as possible. Where we have a large number of applications that meet all of the essential criteria, we will then use the desirable criteria to produce the shortlist. Selection Criteria Attributes Item Relevant Criteria Identification Method Rank 1 Skills & Abilities 1.1 Good written skills including the ability to produce reports and minutes to a professional standard 1.2 Excellent oral communication and interpersonal skills with the ability to establish relationships at all levels within the University 1.3 Good problem solving skills, and a creative approach to problem solving 1.4 Excellent IT skills including knowledge of MS Office, including Access and Excel 1.5 Well organised and effective in executing tasks with a keen attention to detail. 1.6 Able to be flexible and willing to take on new challenges with a positive attitude to work, 1.7 Able to operate effectively using own initiative as well as part of a team, and to be a good team player 1.8 Proactive approach to prioritising personal work-load 1.9 A clear thinker with the ability to translate procedures into operational practice 2.1 An understanding of the importance of ensuring adherence to approved processes 2 General & Specialist Knowledge 2.2 A commitment to observe the University s policies at all times 2.3 An understanding of policy and procedures in the HE sector 3 Education & Training 3.1 Foundation degree or equivalent or have significant and relevant experience of working in higher education administration, and a demonstrable record of Continuing Professional Development A, I, C E
3.2 ECDL qualification or equivalent A, I, C D 4.1 Experience of working in Higher Education administration, especially in relation to timetabling or programme management 4 Relevant Experience 4.2 Appropriate experience of working in an administrative environment where paying attention to detail, being methodical and accuracy and meeting deadlines was a critical success factor 4.3 Experience of timetabling or scheduling software systems, preferably in a HE or education setting 5.1 Able to work flexibly, and to work additional hours as required at peak times of year. 5 Special Requirements 5.2 Able to travel to partner sites if required, in the UK and overseas 5.3 Ability to communicate in Welsh A D I E 5.4 A commitment to further CPD I E Date of Revision June 2017 A Application Form I Interview Key Identification Method T C P Test Copy of Certificates Presentation G Group Assessment Rank E D Essential Desirable