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Timetabling Officer

Zoek Pin Greenford, Greater London, England

25000.0000 - 28000.0000

Permanent (Full time)

Posted 23 days ago


Toprovideawiderangeofadministrativesupporthelpingtocreateandmaintainthe timetabling system, which is currently based on Event Map, a cloud-based system.


  • 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.

Essential Skills and Experience

  • 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.




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.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned.

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