Timetabling and Examinations Assistant - Academic Services - 7675 - Band 500

Position Details

Academic Services

University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £23,699 to £25,458. With potential progression once in post to £29,471 a year

Band 500

Full time

Permanent

Closing Date: 17th June 2021

Our support to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Job Summary

The postholder will be responsible for the planning, collating of information and implementation of allocating students to both the University's teaching formal examination and timetable systems. They will also function as part of a team for such day-to-day tasks as responding to queries relating to room availability, updating the web and answering the Timetabling helpline.

Main Duties

Managing the production and distribution of teaching timetables for Colleges/Departments on the Edgbaston and Selly Oak Campuses 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.

Recruiting and training, in conjunction with other members of the Timetabling and Examinations team, invigilation staff used in central alternative examination venues. This will require knowledge and understanding of national legislation such as the Disability Discrimination Act and the Race Relations Amendment Act and University policy in particular that relating to Religion or Belief and Disability.

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:

• Logging all calls received and either resolving at the time or passing to IT Services as required.
• 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.

Person Specification

Essential

• Educated to A level and have significant office experience or be able to demonstrate substantial relevant experience such that the tasks outlined in the job description can be carried out effectively.
• 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 work independently, accurately and to deadlines within in a team environment.
• Ability to prioritise and negotiate and use own judgement in decision taking.
• The ability to interpret, analyse and present information and formulate clear proposals on the basis of the analysis.

Desirable

• 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.

Problem Solving and Decision Making

i) without reference to others

• Day to day communication with staff in Colleges and Corporate Services regarding timetable scheduling, room booking and examination issues.
• Scheduling and allocate rooms to the University teaching timetable during the main summer allocation period.
• Answering queries concerning problems arising in teaching rooms.
• Answering general queries regarding examinations and specific queries concerning alternative examination arrangements and examination venue bookings and preparation.
• Troubleshooting problems that arise during the running of examinations e.g. late arrival/non-attendance of Senior Invigilators, queries on examination papers, late arrival of students, student illness etc.

(ii) after consulting others

• Responding to any complex or unusual queries received by the Department.
• Raising matters of policy with the Timetabling & Examinations Development and Data Officer and suggest changes to processes or procedures in response to complaints / feedback from users or other staff across the University.
• Troubleshooting serious problems arising during the running of examinations e.g. problems occurring at examination centres overseas etc.

iii) or that would be referred to someone else

• Major changes to policy or procedures relating to Timetabling and Examinations.
• Major issue with the Timetabling or Examination Software that cannot be resolved immediately.
• Major difficulties arising in examination venues that require urgent attention but cannot be resolved by the Timetabling and Examinations Development and Data Officer e.g. fire alarm - refer to the Timetabling and Examinations Development and Data Officer or their line manager.
• Major changes to policy or procedures - refer to the Timetabling and Examinations Development and Data Officer.

Informal enquiries to Benjamin Philips - b.j.phillips@bham.ac.uk

Valuing excellence, sustaining investment

We value diversity at The University of Birmingham and welcome applications from all sections of the community '