Timetabling and Examinations Assistant - Academic ServicesGrade 5
Timetabling and Examinations Assistant - Academic ServicesGrade 5
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£ 29647 - 31460
1 Vacancy
Job Description
Position Details
Academic Services
Location: University of Birmingham Edgbaston Birmingham UK
Full time starting salary is normally in the range 29647 to 31460 with potential progression once in post to 35388
Grade: 5
Full Time Fixed Term contract up to July 2026
Closing date: 18th June 2025
2 positions available
This role is also open as an internal secondment opportunity which would need to be agreed by your current line manager.
Open House Drop In Session:We will be holding an open house drop in session at the Universitys Exchange building in Centenary Square Birmingham between 10am and 5pm on Friday 6th June 2025. If youre interested in working at the University of Birmingham and perhaps have a few questions this is an opportunity to meet colleagues in the Recruitment team. It will be a relaxed and informal event you can drop in at any time.
Our offer to you
People 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 andweare equally proud to be recognised as a leading global 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 todevelopthrough our sector-leading Birmingham Professional programmewhichprovides allprofessionalservices staff with development opportunities and the encouragement to reach their full almost 5000professionalservices jobs in a wide-range of functionsin Edgbaston andin our campus inDubai there are plenty of opportunities foryou to be able to develop yourcareer 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 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 areand how we work.
Supporting our people to achieve a healthy work/life balance is important both to our employees andtothe success of the University and depending on the role we offer avarietyof flexible working arrangements. We therefore welcome discussions on all forms of flexible addition you will receive a generous package of benefits including 40 dayspaid holidaya 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 campus we have a state-of-the-art sports centre with pool shopsplaces to eat and drinkour own art gallery museum and botanical gardens.
Find out more about thebenefits of working for the Universityof Birmingham
Background
Registry is a division within Academic Services at the University of Birmingham with responsibility for key education administration and education support services at a leading global university. The work of the department underpins a students academic journey from registration through to graduation and ensures delivery and support of high quality and excellence in education and research. Registry acts as the definitive record keeper of the student record student information and programme and module details on behalf of the University. Key departmental functions include (but are not limited to) academic and student related regulations and codes of practice;examinations; curriculum management; student conduct complaints and appeals; quality assurance; timetabling; student record systems; student record administration; collaborative partnerships and apprenticeships.
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 Universitys teaching timetable & formal examination timetabling systems.
Role Summary
As 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 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 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 departments 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.
Person Specification
- Educated to A Level standard or equivalent level 3 qualification such asa 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 howthe Universityand 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.
If you are interested in the role we would encourage you to apply even if you feel that you do not meet all of the criteria but can demonstrate transferrable skills.
Informal enquiries to Jo Gooding email:
View our staff values and behaviourshere
We 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 everyoneon our website.
Employment Type
Full-Time
