Timetabling and Examinations Assistant – Academic Services – 54515 – Grade 4

Job title:

Timetabling and Examinations Assistant – Academic Services – 54515 – Grade 4

Company

University of Birmingham

Job description

Job Description:Position DetailsAcademic ServicesLocation: University of Birmingham, Edgbaston, Birmingham UKFull time starting salary is normally in the range £25,866 to £27,518, with potential progression once in post to £30,820Grade: 4Full Time, PermanentClosing date: 3rd November 2024Please note if you are interested in the role, we would encourage you to apply even if you feel that you do not meet all of the criteria but can demonstrate transferrable skills.‘Open House’ Drop In Session: We will be holding an ‘open house’ drop in session at the University’s Exchange building, in Centenary Square, Birmingham, between 10am and 5pm on Tuesday 24th October 2024. If you’re interested in working at the University of Birmingham and perhaps have a few questions, this is an opportunity to meet colleagues in the Recruitment team. It will be a relaxed and informal event – you can drop in at any time.Our offer to youPeople 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.Find out more about theBackgroundRegistry is a division within Academic Services at the University of Birmingham, with responsibility for key education administration and education support services at a leading global university. The work of the department underpins a student’s academic journey from registration through to graduation and ensures delivery and support of high quality and excellence in education and research. Registry acts as the definitive record keeper of the student record, student information and programme and module details on behalf of the University. Key departmental functions include (but are not limited to) academic and student related regulations and codes of practice; examinations; curriculum management; student conduct, complaints and appeals; quality assurance; timetabling; student record systems; student record administration; collaborative partnerships and apprenticeships.As part of a subdivision within Registry the Timetabling & Examinations team are responsible for the planning and collating of information and allocating students to both the University’s teaching timetable & formal examination timetabling systems.Role summaryThe role is located in the Timetabling & Examinations subdivision of Registry. The team are responsible for the planning and collating of information and allocating students to both the University’s teaching timetable & formal examination timetabling systems.Working as part of a team supporting the scheduling teams, the post holder will resolve complex administrative procedures on timetabling and examination database systems but would be expected to acknowledge when it would be appropriate to refer issues to more senior staff.Main dutiesSupporting with the production and distribution of teaching timetables for Colleges/Departments on the Edgbaston and Selly Oak Campuses, as directed by the Timetabling & Examinations Officer.With a focus on first time resolution, the post holder will be expected to use their own initiative operating without reference to others to prioritise workload and manage and complete incoming tasks on a daily basis as part of a team, recognising when to refer issues to more senior staff.This includes:

• Appropriately triaging incoming work on a daily basis, allocating tasks to relevant teams for completion across a variety of platforms including email, change control database, IT Service Desk & Verint.
• Completing assigned tasks within the advertised SLA’s including:

• Ad-hoc bookings
• Cancellation of activities
• Change of staff members
• Change of rooms for activities
• Student group changes
• Editing weeks on existing activities.
• Processing invigilator requests
• Overseas examination processing
• Supporting the preparation of the required examination material for each venue during the three examination periods. Under direction, 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 Team Leader 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 and distributing examination papers and auxiliary material required for the University’s examinations as submitted by Schools. It will be necessary to check all papers on submission to ensure they comply with the University’s agreed paper format refer issues to more senior staff where further guidance is required.
• Supporting with the arrangement of 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 in line with the University’s procedures.
• Being present to support with the running of the three Examinations periods during January, Main Summer (May-June) and the Supplementary Periods (August) for the building up and the Examination periods.
• Following guidance available on Canvas to create requisitions, raise invoices and receipt goods through the Core system database when instructed.
• Developing an in-depth knowledge of the administrative processes underpinning teaching timetable and examination events. This will include identifying where there might be gaps across Colleges/ Departments, and undertaking cover for colleagues as required within the T&E team e.g. to cover holiday leave and support during busy periods etc.
• Continuing to expand awareness of University developments regarding timetabling and examination related matters to understand greater the context of the Timetabling & Examinations office and how it interrelates with the wider University. Undertaking other duties as required by the Timetabling & Examinations Team Leader, Timetabling & Examinations Manager or Assistant Director of the Timetabling & Examinations sub-division.
• Supporting equality and valuing diversity, including: (a) challenging bias prejudice and intolerance if appropriate or bringing it to the attention of a manager; (b) moderating own behaviour to avoid unfair discriminatory impact or bias on others.

Required Knowledge, Skills, Qualifications, ExperienceEssential

• Educated to GCSE 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.
• Confident user of IT systems, in particular use of spreadsheets and database packages.
• Keen eye for detail.
• Able to demonstrate excellent verbal and written communication skills and attention to detail.
• Have and be able to demonstrate excellent interpersonal skills.
• 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.
• Have an understanding of what equality and diversity is and why it is important, including an ability to learn about relevant policies and procedures relating to equality and diversity.
• Have an ability to identify equality and diversity issues and either address these or bring them to the attention of a manager.

Desirable

• Previous experience of working within a Higher Education Institution.
• Familiarity with timetabling software.

Problem solving and decision making

• without reference to others

• Day to day resolution and triaging of tasks that come into the Timetabling & Examinations subdivision.
• Following process and procedure to complete tasks that have a clear solution or using judgment drawn from previous practice or precedent.
• Allocate rooms to Guild affiliated activity in the timetabling database

Informal enquiries to Ben Phillips – or Mala Mistry –View our staff values and behavioursWe believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy. You can find out more about our work to create a fairer university for everyone .

Expected salary

£25866 – 27518 per year

Location

United Kingdom

Job date

Thu, 17 Oct 2024 04:59:56 GMT

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