Timetabling Officer

Job Description

About Us  

The King’s community is dedicated to the service of society. King’s Strategic Vision 2029 sets out our vision for the future, shaped around five priority areas: educate to inspire and improve; research to inform and innovate; serve to shape and transform; a civic university at the heart of London; and an international community that services the world. Our ambitious Education Strategy sets out the actions that we must take to transform how we teach, how and where our students learn and how we support them during their time with us.  

As part of the wider Exams, Assessments and Timetabling team, Timetabling Services are responsible for overseeing the delivery of student timetables and room allocations for all teaching and ensuring the optimisation of space utilisation and provision of a high-quality service to staff and students. 

We are part of the wider Students & Education Directorate, a collection of wide-ranging professional services in place to support King’s students and their education. As a directorate we manage the student lifecycle from application to graduation and beyond, to ensure a coherent and seamless student experience and effective administrative processes, working closely with King’s faculties to do so.  

About the Role

The Timetabling Officer will play a key role in the provision of a full academic timetabling service in support of our students and the Education Strategy. They will support Senior Timetabling Officers in ensuring that the requirements of the College are met through the optimisation of the teaching schedule.    

This is an exciting opportunity for candidates looking to work in a fast-paced administration department, and who wish to utilise their analytical and negotiation skills to provide a first-class timetabling service to staff and students. 

We encourage applications from candidates who have experience from both within and outside of the Higher Education sector where they can demonstrate the skills needed to succeed in this role. 

This post will be offered on an indefinite contract.  

This is a full-time post, but we welcome applications from candidates seeking a flexible work pattern within our normal service operating hours of 9-5.

Key responsibilities

• To operate the College’s timetabling and room booking system (Syllabus Plus / Enterprise) to the level of a skilled user
• To contribute to the development of college wide central timetabling and the delivery of personal timetables, and undertake all aspects of resource scheduling (staff, space, students) resolving conflicts as they arise
• To liaise with central and academic department staff on all aspects of academic resource planning and scheduling
• To work flexibly as part of a team, supporting others in times of high-volume activity when the need arises
• To receive, investigate and resolve low-level issues and address service setbacks, exercising judgement and escalating to line manager where required
• A high level of accuracy is required and in addition you must balance the competing pressures of administrative demands and deadlines

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post 

Skills, knowledge, and experience 

Essential criteria  

1. Relevant work experience and/or education: We think a wide range of different work and educational experiences could support you to be successful in this role. Relevant work experience might include work in delivering student administrative services, or similar. Relevant educational experiences might include higher education in a related discipline, professional qualifications or other training 
2. Ability to balance competing demands and manage customer expectations 
3. Involvement in successful timetabling operations, preferably in an organisation of comparable size and complexity 
4. Experience of undertaking large scale data gathering and information retrieval 
5. Proven experience using a timetabling software package (e.g. Syllabus, Enterprise)
6. Strong negotiating and influencing skills 
7. Good attention to detail even when working under pressure and to deadlines 

Further information

 Please submit a personal statement when applying for this vacancy, clearly setting out how you meet the essential criteria, as this is how we shortlist applications. Learn more about how we recruit, including tips on writing your application and supporting statement on our website:   https://jobs.kcl.ac.uk/gb/en/applying     

Interviews will be held using Microsoft Teams and will consist of competency-based questions linked closely to the essential and desirable criteria mentioned here. 

Although we have made improvements over the last number of years, our team is still under-represented in terms of staff from global majority ethnicities, LGBTQ+ identities, and from people with disabilities. We encourage applications from all backgrounds, communities and industries, and are committed to employing a team that has diverse skills, experiences and abilities.