JOB DESCRIPTION

POST:Registry Advisor –Scheduling

POST REF:

DEPARTMENT:Registry

GRADE:4

REPORTING TO:Registry Manager - Scheduling

SUPERVISORY RESPONSIBILITY: N/A

JOB PURPOSE:

To assume operational responsibility for the provision of an efficient, student- and staff-centred, scheduling service for designated subject or programme areas

DUTIES AND RESPONSIBILITIES:

  • To take a lead on the timetable production process for designated subject areas, coordinating with academic colleagues to ensure the creation of a timetable that promotes the student experience and optimises space utilisation.
  • Ensure appropriate support is provided for the provision of an optimised timetable that meets student and staff needs through proactively engaging academic leaders and administrative colleagues, and ensuring they are supported to meet the necessary deadlines and ensuring their compliance with validation requirements and adherence to University scheduling policy.
  • To advise academic staff formulating proposals for new and revised modules and programmes, ensuring conformity with university norms, practices and policy, and identifying and resolving issues necessary to course scheduling.
  • Provide advice on successful course scheduling and delivery patterns, and feedback on academic timetabling to influence future changes to programmes, maintaining a close relationship with colleagues within Registry and Schools.
  • Co-ordinate the recruitment, training and support for student ambassadors for space utilisation surveys.
  • To provide operational advice on the scheduling process and policy, resolving complex enquiries.
  • Contribute to the development and review of scheduling policy, and guide its consistent operation.
  • Assist and collaborate with the Scheduling team manager in the production, revision and publication of the academic timetable.
  • Maintain an up to date working knowledge of the scheduling system and its processes and work with the Registry team to ensure the system is maintained and developed.
  • Provide appropriate training and technical support to users of the scheduling software across the University.
  • Co-ordinate the framework and procedures for room bookings with those for timetabling.
  • To assist Scheduling manager in the collation of data, preparation of reports and policies, including statistical surveys, including monitoring of room utilisation.
  • Provide a customer focused service resolving complex enquiries and problem solving requiring interpreting and applying regulations tailored to specific programme
  • Proactively support School colleagues in understanding scheduling requirements and serve as the key point of contact for advice in relation to changes.
  • Support in the updating of policies and procedures and their publication, proactively informing School colleagues regarding changes in quality processes.
  • Serve as the secretary to committees and contribute to other project groups.
  • Provide cover in periods of leave and support peak activity across registry.
  • To efficiently operate related systems, developing and maintaining technical skills and ensuring records are up to date and accurate. Advise and train others, as appropriate.

plus

  • Any other duties as may reasonably be required.
  • Ensure that the highest standards of professional performance are maintained
  • Promote equal opportunities in the work of the department to include a commitment to the International Strategy of the University
  • Ensure compliance with relevant legislation and statutory codes of practice, as advised
  • Participate in the arrangements for performance review
  • Ensure that professional skills are regularly updated through participation in training and development activities
  • Ensure all University policies are implemented within the remit of this post

HEALTH & SAFETY

Under the Health & Safety at Work Act 1974, whilst at work, members of staff must take reasonable care for their own health and safety and that of any other person who may be affected by their acts or omissions.

PERSON SPECIFICATION

POST TITLE:Registry Adviser - Scheduling

DEPARTMENT:Student Systems and Records, Registry

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively.

REQUIREMENTS
The post holder must be able to demonstrate: / ESSENTIAL (E)
DESIRABLE (D) / MEASURED BY:
A Application form
S Shortlist
I Interview
T/P Test/Presentation
EDUCATION/TRAINING (Academic, vocational/professional and other training)
Education to degree level or other equivalent experience / E / A, S
KNOWLEDGE & EXPERIENCE (e.g. report writing, office experience, Microsoft office)
Advanced IT skills and experience of using MS Office applicationsparticularlyExcelor Access,orequivalent
Confidence and successful experience in using custom software applications, particularly involving the manipulation of complex information
Data handling skills, with the ability to collate, verify, analyse and report on complex data
Experience of delivering a good customer service to stakeholders and providing advice and guidance to others
Experienceof usinginitiativeand workingas a memberof ateam
Experienceof supportingandtrainingotherstaff withstandardsystemsandprocedures
Experience in developing systems and delivering process improvement
Experience of working in timetabling andusing timetabling software(preferably Scientia Syllabus Plus)
Experienceof theSITSstudent recordssystem(orotherstudent database)
Recent knowledge of the HE environment or awareness of academic delivery structures.
AnunderstandingoftheDataProtectionAct / E
E
E
E
E
E
D
D
D
D
D / A, S, I
A, S, I
A, S, T
A, S, I
A, S, I
A, S, I
A, S, I
A, S, I
A, S, I
A, S, I
A, S, I
SKILLS & ATTRIBUTES (e.g. communication, interpersonal, decision-making, problem-solving, team player, reliable)
Excellent communication skills with the ability to convey complex information at levels suitable to different target audienceseitherfacetoface,bytelephoneorinwriting
Interpersonal and networking skills, actively liaising with colleagues from across the institution
Confidence with new technologies and software applications
Abilitytoadapttochangingpriorities,workto deadlinesandworkunderpressure with a flexible outlook
A methodical, creative and accurate approach to the handling and collation of data
Abilitytowork independentlyandas partof a team
Excellent organisational and time management skills
Proven creative problem-solving abilities
Proven high standards of literacy and numeracy, including but not limited to the ability to accurately understand and convey complex textual and numerical information.
Ability to work effectively under high-pressure conditions and prioritise workloads effectively
Proactive in seeking continual improvement of work processes
Acommitmenttodeliveringahighquality customerfocusedservice with a ‘can do’ attitude / E
E
E
E
E
E
E
E
E
E
E
E / A, S, I
A, S, I
A, S, I
A, S, I
A, S, I
A, S, I
A, S, I
A, S, I, T
A, S, I
A, S, I
A, S, I
A, S, I
BEHAVIOURS
Behaviours will be tested at interview against the Contribution Framework (available on the recruitment web site under Our Culture & Values - Values & Principles)
Leading myself and others
Delivering a great service
Taking a professional approach
Working together as a team / E
E
E
E / I
I
I
I
SPECIAL FEATURES (e.g. Travel, DBS)
N/A