Timetabling and Examinations Assistant – Academic Services – 7658 – Grade 5

Job title:

Timetabling and Examinations Assistant – Academic Services – 7658 – Grade 5

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 £28,397 to £30,210, with potential progression once in post to £33,938Grade: 5Full Time, PermanentClosing date: 7th July 2024Our 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 at the heart of Academic activity at the University, supporting and facilitating students and staff to work effectively by sharing knowledge and providing valuable expertise. The administration of teaching, learning, and assessment events enables academic endeavour while striving to improve the student experience.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 SummaryAs a senior administrator within a team/department you will provide support for a broad range of administrative duties, some of which may be complex. You may also be responsible for managing other staff or for supporting colleagues and sharing knowledge. You will be able to use your wide range of skills, both technical and administrative, and have the opportunity to lead on specific tasks within a team. In order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University.Senior Administrators may work in any area of the University; with large groupings in HR, Finance, and School/College Hubs.The post holder will take responsibility for their own work supporting the set up and creation of the taught timetable and centrally managed examinations for Colleges across the University. The role requires a keen eye for detail and confidence in manipulating/scrutinising data in order to problem solve, using own initiative to resolve issues pragmatically. As a subject matter expert, the post holder will ensure they work collaboratively and professionally with all stakeholders, providing an excellent service to students and colleagues. The post holder will be working as part of a team completing tasks in addition to the creation and distribution of the academic timetable and examination timetable and running of the examination period such as supporting on institutional and divisional projects.Main Duties

• You will be able to deal with complex systems and procedures and will be expected to offer advice on these, including deciding on the response to more complex queries.

• Systems include but not limited to: Timetabling & Examinations Scheduling engine, Student records systems, IT Service now products, Access, Excel and SharePoint databases.
• You will be expected to exercise your judgment on the answer to queries or on the direction of work within parameters set by your manager. On a day to day basis you will be expected to resolve more complex queries without necessarily referring to your manager.
• If you have a supervisory role, you will line manage your staff taking responsibility for co-ordinating and prioritising the work of others. You will be expected to act as a role model and coach members of the team, providing specialist advice and training to colleagues on area of activity.
• Maintain high profile working relationships with key stakeholders on your own initiative, fielding enquiries and ensuring that appropriate information is collected from and disseminated to stakeholders as appropriate in order to manage the production and distribution of the teaching and examination timetables.
• Contribute to large institutional wide and smaller departmental projects where required, using specialist knowledge and experience to represent the views of the Timetabling & Examinations division, confidently advising, and implementing solutions.
• You will be expected to use a variety of complex University systems and processes to research, analyse and interpret complex data, producing bespoke reports as required. This may include identifying and resolving issues with the data.
• Support the management, development and implementation of operational processes and systems.
• Process more complex data (which may be financial, HR, student-related or other), monitoring accuracy, chasing up missing information, and resolving any issues as appropriate.
• You may be required to be responsible for one or more of the following:

• monitoring budgets including processing payments, authorising expenditure, raising concerns where finances are not in line with the budget,
• procuring goods and services through the University system,
• updating and writing contents for the department’s communications eg intranet pages,
• dealing with health and safety and facilities issues,
• HR-related tasks such as managing staff absence, induction, or dealing with leavers,
• dealing with arrangements for international visitors,
• monitoring internal procedures/compliance and ensuring these are followed and disseminated as appropriate.
• Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
• You may be involved in organising events including booking a venue, sending invitations, arranging refreshments, liaising with speakers, manage bookings, co-ordination of colleagues, advertising, collating feedback and reporting back.
• As required, provide a professional secretarial service to relevant committees and meetings.

Required Knowledge, Skills, Qualifications, Experience

• Educated to A Level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant work experience evidencing the skills and ability to undertake the role.
• Minimum of grade C/4 in Mathematics and English at GCSE or equivalent.
• Has a detailed understanding of Timetabling and/or Examinations and procedures at a Higher Educations Institution with experience of complex scheduling software.
• Highly proficient IT skills, in particular the ability to handle complex electronic diaries and emails, the wider MS Office suite of programmes including excel and power point, and some experience of using an enterprise resource planning package. The post holder should also be confident and able to quickly learn new IT skills and software packages as required.
• Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others’ workloads) to manage time effectively, progress tasks concurrently and work to deadlines.
• Excellent communication skills, including the ability to write for different audiences, and to required deadlines.
• Excellent interpersonal skills. The post holder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
• A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
• A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
• Ability to work effectively in a large, complex organisation, and to develop a good understanding of how

and higher education institutions work. * Ability to understand policy and procedures and how to apply these.

• Understands the importance of equality and diversity in the workplace.
• Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures.

Informal enquiries to Warren Hitchmough, email: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

£28397 – 30210 per year

Location

United Kingdom

Job date

Sat, 22 Jun 2024 06:50:59 GMT

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