Timetabling and Room Booking Coordinator

Location: Joseph Priestley Building

Closing Date: 23.59 hours GMT on Thursday 30 November 2023

Birmingham City University is a large and diverse place to study right in the heart of the vibrant city and we currently have an exciting opportunity for a number of Timetabling and Room Booking Coordinators to join our dynamic team within the newly formed Directorate of Student and Academic Services.

The role will suit someone who has experience within a similar role within an educational setting or with scheduling, room booking or planning experience within a different sector, or who want a career change and can demonstrate transferable skills that align to this role. 

You will report to the Timetabling Business Relationship Officers whilst working closely with the Head of Timetabling and the wider team. You will be responsible for collecting timetabling data each year and scheduling in readiness to complete a full timetable on an annual cycle. You will contribute to the scheduling and preparation of timelines to agreed deadlines and principles, creating a timetable that supports the success of our students. You will also answer staff and student queries and manage the room booking system. Collaborative working will be a key part of this role and you will find yourself working with colleagues from across the University such as IT, Estates, Faculty Student Centres and Academic teams.

Working as part of the Timetabling team you will:

• Collate data required to construct an annual timetable for students.
• Work to a set of agreed principles to ensure an effective timetable is delivered.
• Responsible for scheduling activity to create a timetable that meets the requirements of staff and students alike.
• Ensure data is entered in the system accurately and to set deadlines to enable scheduling of the timetable to take place.
• Resolve timetabling clashes throughout the year.
• Become an expert in timetabling, providing advice and guidance to staff and responding to queries from a variety of stakeholders including students.
• Managing and supporting the University’s room booking system, including system updates and staff queries.
• Support with staff training and enable colleagues to effectively use timetabling systems and understand data requirements which could include user guidance and support, staff training and updating processes and staff intranet.
• Develop a sound knowledge of the estate, which includes rooms and facilities available to inform effective scheduling and timetabling.
• Work closely with Faculty based colleagues to collate data, resolve queries and support knowledge of timetabling.
• Resolve student queries and deliver a high level of customer service to ensure students receive swift and complete response to queries raised.
• Undertake checks on proposed timetables and take action where changes are agreed.
• Seek feedback on services deliver and contribute to continuous improvement specifically system developments, automation and process change.

Requirements:

• A good first degree or equivalent knowledge/experience.
• Ideally experience within a similar role in an educational setting.
• Ability to work on own initiative.
• High level of analytical skills, ability to analyse complex data sets.
• Good organisational skills, ability to prioritise multiple deadlines.
• Numerate and competent in the use of IT and systems.
• Excellent organisational skills.

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