Examinations & Timetabling Officer

Location: Dubai

Salary: Competitive 

Contract Type: Fixed Term Contract

Role Summary

The Examinations & Timetabling Officer will be responsible for devising, implementing, and delivering activities that support the smooth operation of student lifecycle processes, particularly timetabling, examinations, and mobility services.

Main Duties

Timetabling

• Develop, coordinate, and maintain teaching timetables in collaboration with Programme Administration and academic leads.
• Allocate teaching spaces efficiently, ensuring optimal utilization of campus facilities.
• Ensure timetable data is accurate in student systems, minimizing clashes and enabling smooth registration.
• Resolve timetable and registration issues, including monitoring class sizes, venue changes, and oversubscribed sessions.
• Provide advice and training to staff and students on timetable and registration processes.

Examinations

• Lead on the production, coordination, and publication of examination timetables each semester.
• Manage examination logistics including paper production, secure storage, rooming, invigilator rostering, and alternative sittings.
• Ensure examinations are fair, transparent, and compliant with institutional and regulatory requirements.
• Provide training and supervision for staff during examination periods.

Room Booking

• Process ad hoc room booking requests using the timetabling scheduling system.
• Provide user support for room bookings and liaise with stakeholders such as Security, Facilities Management, and the Events Bureau to maintain bookings.
• Build strong professional relationships to ensure accurate and timely room booking services.

Mobility Liaison

• Act as the Dubai campus contact point for student mobility matters.
• Provide practical guidance to outgoing students on various implications related to their study abroad or exchange period, referring them to the Edgbaston teams for detailed mobility arrangements.
• Ensure that incoming mobility students are appropriately integrated into timetables and assessment schedules, and that any specific needs are communicated early to academic and administrative teams.
• Collaborate with the Edgbaston Go Global team to ensure consistency and data sharing.
• Maintain oversight of mobility student numbers to support capacity planning.

Cross-Functional Coordination & Student Services Support

• Work closely with Student Services to align immigration, enrolment, and academic scheduling requirements.
• Provide operational support for student lifecycle activities during quieter periods (e.g., registration, ID cards, graduation logistics).
• Contribute to continuous improvement initiatives across timetabling, examinations, and mobility processes. 

Person Specification

• Degree-level qualification with extensive relevant experience, or equivalent combination of education and experience.
• Proficiency in university systems including timetabling, examinations, and student records (e.g., Syllabus Plus, Semestry).
• Strong Organisational skills with the ability to manage workloads, prioritise, and meet deadlines under pressure.
• Excellent interpersonal communication skills, with the ability to engage diverse stakeholders.
• Knowledge of student administration policies, degree structures, and assessment practices.
• Commitment to customer service excellence and continuous improvement.
• Problem-solving skills and the ability to propose solutions.
• Demonstrated ability to work productively as part of a team.

To download the full job description and details of this position and submit an electronic application online please click on the 'Apply' button above.

Valuing excellence, sustaining investment

We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working

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