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Timetabling Coordinator

Faculty of Humanities & Social Sciences

Newcastle University, Newcastle upon Tyne, UK


  • Posted on: 10th Feb 2021
  • Salary: £25,941 - £33,797 per annum
  • REF: 5811
  • Closes: 24th February 2021
  • Contract Type: Fixed-Term/Contract
  • Hours: Full Time

We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

Salary: £25,941 – £33,797 per annum

Closing Date: 24 February 2021

The Role

Take a lead role in the production and maintenance of teaching timetables that deliver the best academic experience for students. Deputise for the Timetable Officer/Manager as appropriate.

The post is full time, fixed term for the duration of 18 months.

For informal enquiries please contact Richard Glenton, Timetabling Officer at Richard.Glenton@ncl.ac.uk

Key Accountabilities

  • Work effectively in a team environment to ensure that teaching timetables produced for students and staff are of a good quality and deliver an excellent academic experience
  • Validate and capture timetable data into the timetable database in an accurate and timely manner, schedule teaching events to ensure the optimum use of resources
  • Proactively lead communications with a designated number of academic units ensuring that faculty/academic unit timetabling needs and priorities are understood; maintain effective liaison and briefing channels with the academic units; provide advice on programme design; manage the expectations of stakeholders in the units and ensure that they understand the scope and remit of the Timetabling Team
  • Provide advice on the timetabling and space impact of options for new modules and regulations
  • Liaise closely with the Faculty Quality and Standards Administrator regarding maintenance of module and regulation data related to timetable production and faculty/school timetabling needs and priorities
  • Deputise for the Timetable Officer/Manager as required, particularly with regard to timetabling and related communication opportunities
  • Proactively support the development of optimum working practices, policies and processes across the University, encouraging the adoption of improved ways of working to ensure maximum efficiency in timetabling exercises and in the utilisation of space
  • Prepare periodic reports about timetabling and space utilisation, particularly related to key performance indicators
  • Support and train new members of the Timetabling Services Team on the Syllabus Plus suite of software and others maintaining key timetabling data in academic units
  • As required, assist with other Timetabling Service Team or Student Progress Service activities

The Person (Essential)

Knowldge, Skills & Experience

  • An in depth knowledge of corporate database systems and business processes, and how they can be deployed to maximum effect
  • Detailed knowledge of the nature of teaching provision in the HE sector and how teaching delivery impacts on the timetable and space utilisation
  • Detailed knowledge of timetabling administration
  • Excellent communication skills, oral and written, and excellent interpersonal skills
  • Good numerical skills demonstrated in the handling of large data sets and key performance indicators
  • Excellent IT skills across all standard office applications and in particular excel
  • Demonstrated skills in the operation of large databases and preferably timetabling databases
  • Substantial vocational experience, some of which must be recent experience of customer facing service delivery of a timetable
  • Experience of supporting change and improvements, particularly in relation to business processes and improving customer service
  • Experience of using complex IT systems related to students and/or timetabling
  • Report writing, interpretation and analysis of data
  • Proven problem solving skills and ability to evaluate different courses of action and a readiness to take speedy and decisive action
  • Recent experience of scheduling teaching activities in a University environment (Desirable)
  • Recent experience of scheduling teaching activities, involving 10,000+ students and 1,000+ teaching activities (Desirable)
  • Recent use of the Syllabus Plus Suite of timetabling software (Desirable)

Attributes & Behaviours

  • Has a positive attitude for doing things better
  • Pays attention to detail
  • Strives to deliver high quality results
  • Works in a planned and structured way
  • Enthusiastic and positive outlook
  • Remains calm when responding to challenging situations


  • HNC or HND (or equivalent qualification)
  • A first degree or equivalent qualification (Desirable)

Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.

Requisition ID: 5811

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