Timetable Co-ordinator

Durham University

Timetable Co-ordinator (
Job Number:
Academic Office
Grade 5:  £25,285 – £28,131 per annum
Fixed Term  Full Time
Contract Duration: Maternity cover from 17th July 2023 till 12th April 2024
Contracted Hours per Week: 35
Working Arrangements: Hybrid working.
Closing Date
: 28-Jun-2023, 6:59:00 PM
Disclosure and Barring Service Requirement: Not Applicable. 

Closing Date: Wednesday 28th June 2023 (11.59pm)

Expected Interview Date: Friday 7th July 2023


The University

At Durham University we are proud of our people.  A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. 
Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.  Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer. 
We would be thrilled if you would consider joining our thriving University.  Further information about the University can be found here


The Role and the Department

Student Registry is part of the Academic Office. The Academic Office provides a professional administrative support service to staff, students and potential students of Durham University.

The Academic Registrar is the head of the department and is responsible to the Pro-Vice Chancellor (Education) for its management.  The following services fall under the remit of the Academic Office:

·       Access and Engagement

·       Curriculum, Learning and Assessment

·       Recruitment and Admissions

·       Student Immigration and Funding

·       Student Registry

All of the services are based at either the Palatine Centre or Mountjoy Centre in Durham City.

Student Registry deliver student focused services and business processes, such as enrolment and registration, timetabling, examinations and assessment outcomes, statutory body data returns and provision of student management information, degree certificates and academic transcripts, student letters and other documentation and degree verification. 

The Timetable Coordinator is responsible for supporting the production and ongoing maintenance of the University Teaching Timetable. This includes the collection and interpretation of departmental teaching requirements, keeping student data up to date within the Syllabus Plus timetabling software and the publication of timetables to students and staff. The Timetable Coordinator is also responsible for developing good working relationships with, and providing training and support to, departmental timetable coordinators. The role will particularly appeal to those who enjoy solving complex problems.


Working at Durham  

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits: 

•    27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year. The University closes between Christmas and New Year.  
•    No matter how you travel to work, we have you covered.  We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
•    Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
•    On site nursery is available and children’s clubs in the summer holidays.
•    Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
•    There is a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities. 
•    The opportunity to take part in staff volunteering activities to make a difference in the local community
•    Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions. 
•    We offer generous pension schemes. 


Durham University is committed to equality, diversity and inclusion

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.  As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  We also live by our values and our Staff Code of Conduct.  At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.  If you have taken time out of your career, and you feel it relevant, let us know about it in your application.  If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.

What you need to demonstrate when you apply/Person Specification  
When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role.  Further information about the role and responsibilities is at the end of this job description.  Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered.    
Your application should cover the following criteria:

Essential Criteria


1.     Five GCSE’s at least Grade C or Level Four (or equivalent) including English Language and Mathematics (or equivalent experience).

2.     Post-16 qualification or equivalent experience.

3.     Experience of working in a busy office environment delivering front line administrative services to a high standard.

4.     Experience of managing time to meet deadlines and working under pressure without compromising on quality.

5.     Experience of providing advice and guidance to a range of customers and colleagues.


1.     Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally.

2.     Advanced IT skills, with the ability to work with complex information in a methodical way.

3.     Excellent attention to detail and an ability to maintain accuracy whilst working under pressure.

4.     Good analytical and problem solving skills.

5.     Committed to continuing professional development.

6.     Ability to participate in networks to share and discuss good practice and exchange information.

7.     Demonstrable ability to proactively work with team members to ensure the delivery of high quality services.

Desirable Criteria

1.     Experience of working in Higher Education.

2.     Working knowledge of timetabling software.


How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above.  Where there are desirable criteria we would also urge you to provide any relevant evidence.  Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.  

Submitting your application 

We prefer to receive applications online.  We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails 
What you are required to submit:
•    A CV

Contact details 
If you would like to have a chat or ask any questions about the role, Antonia Kershaw would be happy to speak to you. Email: [email protected]


Typical Role Requirements  

Service Delivery

·       Show a commitment to equality, diversity and inclusion and the University’s values.

·       Ensure that relevant regulatory and professional standards are being used to deliver the University timetable.

·       Help to develop and implement policies and procedures relating to your service area.

·       Resolve queries and provide information/advice on the timetable, while raising more specialist or complex queries with more experienced team members.

·       Use your experience and problem-solving skills to investigate and resolve issues such as  department change requests, timetable conflicts and allocating students to group activities according to their availablity.

·       Continually review what is required from departments to make sure the best possible service is provided.

·       Ensure that timetable processes and systems effectively support the services being delivered by the team.

·       Monitor and analyse the use of  University resources, such as teaching accommodation and academic staff availability, to ensure efficiency make recommendations based on your findings.

·       Ensure that timetable data is accurate, highlight anomalies and provide reports and analysis of patterns and trends to senior colleagues.

·       Work with department timetable contacts to interpret their degree frameworks and programme regulations in order to extract the information required for timetable compatibility

·       Capture and share information and data on the timetable that needs to be shared with relevant networks and committees.

·       Use digital media [e.g. SharePoint, and Microsoft Teams] to update team members and colleagues in departments.

·       Prepare reports for senior managers.


Planning and Organising

·       Plan and organise own workload to deliver the role.

·       Organise and schedule assigned teaching and induction activities.

·       Monitor timetable processes and activities to ensure team priorities are met.



·       Provide specialist support and advice to staff and students on timetable related issues and processes.

·       Explain and provide instruction to academic department timetable contacts.

·       Make changes to timetable services in discussion with other team members.

·       Identify opportunities and contribute to decisions on how to improve services being delivered by the team.

·       Seek feedback from staff and students [students, staff and anyone else that you come across as part of your role] on their timetable service requirements and recommend improvements to senior colleagues.



·       Use your knowledge and expertise to provide advice and guidance to resolve problems and respond to a wide range of timetable-related queries.

·       Provide instruction and demonstrations to colleagues in departments on timetable processes, data handling and recording].

·       Create good working relationships with other team members and staff in departments and other professional services (e.g. Estates and Facilities).on timetable processes.

·       Liaise with [department timetable contacts to ensure that the timetable is delivered in an efficient and collaborative way.

·       Create good working relationships with staff in departments to deliver the teaching timetable.

·       Build relationships with staff in departments and contribute to internal and external networks to share good practice and exchange information.

·       Liaise with external [contractor and, specialists] to plan the delivery of the teaching and induction timetables.

·       Any other reasonable duties.


Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices – Durham University  which provides information on the collation, storing and use of data.  



Appointment to this post is fixed term to cover the substantive post holder’s maternity leave and is not anticipated to be extended. 



The post is full time, fixed term for a 39 week period and may be offered on an internal secondment basis subject to the agreement of the current line manager. 

If an internal member of staff is appointed to this role on a secondment basis, for pension purposes this will be processed in line with Step-Up arrangements.  For further details please click here . 


When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas

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