Timetabling & Administration Assistant

Timetabling & Administration Assistant
Department: Student Services
Line Manager: Timetabling Coordinator
Post No: 1294
Grade: 4

Job Purpose

To work as an integral member of the student timetabling team, assisting with the daily activities and duties associated with a high quality timetabling and room booking service. To contribute to wider aspects of general administration within Student Services during busy periods for other teams.

Main Duties and Responsibilities:

· To deal with room bookings and relevant enquiries for all meeting rooms and bookable space within the University, from first point of contact to confirmation via our online systems
· To assist with all timetabling activity within the University. This will include daily interaction with our timetabling systems (Syllabus +) as well as the main student records database
· Responsibility for taking a lead role in one area of timetabling – to be determined with your line manager
· Responsible for maintaining our room catalogue, making sure that information regarding room capacity, furniture and facilities is up to date and accurate
· To deliver excellent customer service within your area of expertise and as part of the wider Service team as required
· To produce timetable information and printed timetables for students as and when required
· To undertake general administrative duties as part of the wider student administration team when workload in Timetabling team permits
· To liaise with staff in other departments when necessary
· Minute and note taking duties at relevant meetings
· To be a proactive member of Student Services team, working with others across the team at peak times across the year, such as registration, graduation and examination periods
· To undertake any other duties required which are within the scope and grade of the post.

PERSON SPECIFICATION

Qualifications/Experience:

Essential:

· Educated to A level or equivalent
· Recent and relevant administrative experience
Desirable:
· Timetabling experience, ideally in an educational setting
· Experience of administration in an education setting
· Evidence of professional development
Skills & Knowledge
Essential:
· Excellent interpersonal and communication skills
· Excellent organisational skills
· Strong IT skills using MS Office suite, in particular Word, Excel
· Excellent attention to detail
· Proactive engagement with personal and professional development within the role

Desirable:

· An understanding of the Higher Education sector
· Experience of relational databases
· Experience of MS Access and data reporting

Personal Qualities:

Essential:

· Ability to contribute effectively to successful team working
· Ability to work independently
· Ability to work to deadlines and to be proactive
· Ability to maintain effective working relationships with people at all levels
· Adaptable, flexible approach to work

Special Conditions:

· Some out of hours working will be occasionally required, including some evenings and specific weekends during the academic year (for example, Graduation and Registration).
· Opportunities for taking annual leave during the months of August and September will be limited, and leave at other times will need to be assessed across the team so that service provision is not impacted.

August 2017