Timetable and Systems Officer
Commencing: 06 January 2025 (negotiable)
The Timetable and Systems Officer (TSO) is directly responsible for the timetabling provision for all academic departments at GESS. They will work in continuous collaboration with Directors, Deputies, the Head of the Cross-Curricular Activities (CCA), and other managers to ensure the delivery of efficient and effective timetables. The TSO will organise the collation of data with each allocated school/department during the key planning and data collection cycles to ensure they have the most up-to-date data on teaching spaces, capacity, locations, and availability. Additionally, the TSO will support the school’s cover planning requirements by coordinating teacher and staff cover, ensuring minimal disruption to teaching and learning when absences occur.
The position is full-time and campus-based.
Main responsibilities
· Responsible for the timetabling and cover provision for allocated departments.
· Work in continuous collaboration with departments to ensure the delivery of efficient and effective timetables.
· Allocate available rooms and resources appropriately and efficiently to ensure the best allocation of space, level of service and advice is provided.
· Ensure that all requested information is clearly and timely communicated to the community through appropriate mechanisms.
· Achieve a high level of timetable software proficiency to undertake advanced timetabling tasks and allocation of staff duties.
· In liaison with the line manager, establish personal priorities and organise own work and activities, frequently under pressure, to achieve agreed objectives within strict internal deadlines.
· Take individual responsibility for own area of work and be able to work on own initiative as required.
· Maintain an awareness of key activities within the student lifecycle Assist all Directors in gathering and reporting schoolwide timetable and rooming data for internal use.
· Liaise with third-party vendors on new technology and software opportunities to further enhance or develop timetabling and covers capabilities.
· Organise timetable data for input and export for seamless intergration into various systems.
Teamwork
· Work as part of the timetabling team, taking a proactive role in working with staff to achieve and deliver a good timetabling and covers service.
· In close collaboration with allocated schools/departments, plan the timetabling requirements and timescales to build the timetable each semester, through active participation in timetabling planning meetings.
· Provide leadership and support to allocated departments and student services in respect of timetabling matters, this includes: acting as the key contact for timetabling matters, providing guidelines on timetabling procedures and reporting on data progress and issues.
· Report regularly on progress and issues in respect of timetabling and cover activities allocated schools/departments and within the timetabling team.
· Audit and analyse the availability of teaching spaces (rooming) to meet requirements determined through the data collection process.
· Establish a productive and supportive relationship with colleagues within the team and across the school community.
· Communicate information to colleagues appropriately and escalate issues to the Academic Director as appropriate.
· Be an effective team member and participate in relevant meetings, workshops, training events, etc.
Internal and external communication
· Use effective communication skills, both oral and written and deal efficiently, effectively and tactfully with staff at all levels.
· Dealing promptly with all timetabling related queries, via MS Teams, email and/or face-to-face.
Additional responsibilities
· Undertake additional timetabling responsibilities as determined by the line manager.
Knowledge and Experience
· Diploma, Degree or equivalent experience.
· Experience in project management or logistics, with the ability to balance multiple priorities and meet tight deadlines.
· Data analysis skills to optimise timetables and ensure efficient use of resources like rooms and teacher workloads.
Technical and Soft Skills
· Proficiency in timetabling software and strong IT literacy in data management tools.
· Attention to detail with excellent organisational skills to manage complex scheduling and avoid conflicts.
· Problem-solving and adaptability, able to handle last-minute changes, staffing issues, and unexpected scheduling challenges.
· Strong communication and collaboration skills for liaising with teachers, administrators, and heads of departments.
