Timetable Coordinator

Durham, United Kingdom
£22,417- £25,941 per annum
Friday, 30 April 2021
End of advertisement period
Friday, 21 May 2021
Contract Type
Full Time

Academic Office

Grade 5: - £22,417- £25,941 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 21-May-2021, 6:59:00 AM 

Job Family: Business Process and People Services

OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.    

OUR VALUES: We are inspiring, challenging, innovative, responsible and enabling.

Durham University

Durham University is one of the world's top universities with strengths across the Arts and Humanities, Business, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people's lives. 

The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.

Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.

It is expected that all staff within the University:

  • Contribute to our learning culture by engaging in mentoring, training and coaching.
  • Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
  • Have due regard to Health and Safety requirements appropriate to grade and role.

Family key attributes

Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.

Overall family purpose

  • Deliver direct and indirect services to stakeholders.
  • Provide advice and answer queries as part of an enquiry-desk/help-desk function.
  • Respond to and manage requests for information and resources.
  • Deliver services to meet regulatory requirements and procedures. 
  • Plan and deliver a joined-up approach to University business and people services.
  • Align business processes and services to meet operational and strategic policy objectives.  
  • Deliver business processes to ensure effective management, governance and the economic viability of the University. 
  • Encourage, collaborate and participate in the development of productive cross-institution relationships and working.
  • Provide excellent professional services that meet strategic and operational goals and business needs.
  • Carry out monitoring, analysis, development and planning to design new services and service updates for continuous improvement whilst meeting changes in regulations.
  • Engage with specialist professionals, consultants, and suppliers to exchange knowledge and facilitate partnership working.
  • Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
  • Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
  • Engage and encourage participation with external professionals, schools, alumni and donors.

Link to key strategic plan

  • An economically sustainable approach to delivering Professional Services across the University;
  • A joined-up approach to University professional services, regardless of location or line management;
  • A culture and practice of continuous improvement; 
  • Design services that meet business need;
  • A stakeholder-focused orientation, offering satisfying careers to all staff;
  • Support and facilitate programmes that offer intellectual challenge, cohesiveness and a strong sense of progression;
  • Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.

The Department and role purpose    

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.

Core responsibilities:

  • Act as more knowledgeable team member without responsibility for team members.
  • Plan and organise own workload with or without involvement with project work streams.
  • Resolve queries and requests for information and advice on the timetable and escalate more specialist and complex queries or issues to more experienced team members.
  • Respond to stakeholder needs to deliver and shape an excellent student and staff experience.
  • Apply theory and practice, from academic and professional development and previous knowledge within the Timetable Team.
  • Contribute to collaborative decision making within the Timetable Team to deliver an excellent staff and student experience in accordance with policy and procedures. 
  • Work collaboratively with staff in departments to deliver the teaching timetable.
  • Provide guidance and advice to resolve problems and queries for staff and students across the University.
  • Collaborate with team members to implement improvements to the timetable process.
  • Organise and schedule teaching activities.
  • Identify priorities and monitor processes and activities to ensure success.
  • Provide more in-depth independent research and analysis activities within the role.
  • Analyse work activities to ensure the effective and efficient use of teaching resources.
  • Provide demonstrations and instruction to academic department timetable coordinators.
  • Support the capture of timetable process requirements from departments and work with Timetable Team colleagues to translate these into recommendations for future service provision.
  • Liaise with contacts and participate in networks and communities internally and possibly externally, contributing to effective collaborative working.
  • Advise others and make recommendations into timetable processes and procedures for consideration by senior management to improve services.

Role responsibilities:

  • Deliver support services to ensure the effective and efficient running of timetable processes and systems.
  • Monitor and evaluate timetable service delivery to ensure compliance with regulatory and professional procedures and standards.
  • Collaborate with colleagues across professional and administrative areas to ensure seamless timetable service provision.
  • Provide training to colleagues in departments on timetable data handling and recording.
  • Monitor data accuracy checks to identify anomalies and ensure the integrity of data and information.
  • Update data and information on timetable systems for recording, storing, communicating and informing timetable service users and team members.
  • Work with internal and external partners to deliver cross-functional services and activities.
  • Analyse timetable data and statistics and provide reports for higher level decision makers.
  • Accurately record timetable information and data and disseminate within internal networks including committees.
  • Contribute to the development and implementation of timetable policy and procedures. 
  • Prepare written reports for consideration by management where required.
  • Any other reasonable duties.

Specific role requirements:

The main timetable scheduling period is normally between January and April and workloads will be at their highest during these months. Workloads are also high in the run up to the start of the academic year. Duties may include occasional weekend and evening work during these periods, although advance notice will normally be given.

Recruiting to this post

In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification above 

In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.  

Please note that some criteria will only be considered at interview stage.

How to apply 

We prefer to receive applications online. 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 https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.

What you are required to submit

  1. A CV; 
  2. A covering letter which details your experience, strengths and potential in the requirements set out above;
  3. Examples of how you satisfy the Essential Criteria in the person specification. Please use a Word document to provide detailed evidence of how you meet the criteria and upload the document with your CV and Cover Letter.  Please do not use tables or boxed formats as they are not compatible with the system  

Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.

Contact details 

For further information please contact; Melanie King, Email: melanie.king@durham.ac.uk

At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work.  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.

We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system.  Please check your spam/junk folder periodically to ensure you receive all emails

Person specification - skills, knowledge, qualifications and experience required

Essential Criteria

  1. Excellent oral and written communication skills and the ability to develop effective working relationships, both internally and externally.
  2. Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience). 
  3. Post-16 qualification or equivalent experience
  4. Advanced IT skills, including the use of Microsoft Excel and Access and the ability to work with complex information in a methodical way.
  5. Excellent attention to detail and an ability to maintain accuracy whilst working under pressure
  6. Good analytical and problem solving skills
  7. Time management skills with the ability to work to deadlines to deliver under pressure
  8. Experience of working in Higher Education
  9. Evidence of personal development to maintain skills.
  10. Relevant administrative experience in a busy office environment.
  11. Demonstrable ability to proactively work with team members to ensure the delivery of high quality services.
  12. Experience of working on the front line with service delivery
  13. Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
  14. Ability to effectively network and exchange advice and information for development purposes.  

Desirable Criteria

Working knowledge of timetabling software

Realising Your Potential Approach

The Realising Your Potential Approach clarifies the behaviours expected to be demonstrated by all staff across Professional Services in the University regardless of their role. Along with the core responsibilities, role responsibilities and the person specification, the Realising Your Potential Approach behavioural indicators are used to inform the recruitment and selection process. Further information on the Realising Your Potential Approach is available here.

DBS Requirement: Not Applicable.