Timetabling and Examinations Assistant

Salary:

Full time starting salary is normally in the range £25,866 to £27,518, with potential progression once in post to £30,820, Grade: 4

The role is located in the Timetabling & Examinations subdivision of Registry. The team are responsible for the planning and collating of information and allocating students to both the University’s teaching timetable & formal examination timetabling systems.

Working as part of a team supporting the scheduling teams, the post holder will resolve complex administrative procedures on timetabling and examination database systems but would be expected to acknowledge when it would be appropriate to refer issues to more senior staff.

Main duties

Supporting with the production and distribution of teaching timetables for Colleges/Departments on the Edgbaston and Selly Oak Campuses, as directed by the Timetabling & Examinations Officer.

With a focus on first time resolution, the post holder will be expected to use their own initiative operating without reference to others to prioritise workload and manage and complete incoming tasks on a daily basis as part of a team, recognising when to refer issues to more senior staff.

This includes:

• Appropriately triaging incoming work on a daily basis, allocating tasks to relevant teams for completion across a variety of platforms including email, change control database, IT Service Desk & Verint.
• Completing assigned tasks within the advertised SLA’s including:
  • Ad-hoc bookings
  • Cancellation of activities
  • Change of staff members
  • Change of rooms for activities
  • Student group changes
  • Editing weeks on existing activities.
  • Processing invigilator requests
  • Overseas examination processing
• Supporting the preparation of the required examination material for each venue during the three examination periods. Under direction, ensuring that each venue has the necessary question paper (enlarged where appropriate), personalised attendance slip and script envelope for every student expected to attend. This will involve working with the Timetabling & Examinations Team Leader responsible for question papers and auxiliary material to ensure that each venue has the necessary material required for each examination scheduled.   
• Submitting (by advertised deadlines), tracking, printing and distributing examination papers and auxiliary material required for the University’s examinations as submitted by Schools. It will be necessary to check all papers on submission to ensure they comply with the University’s agreed paper format refer issues to more senior staff where further guidance is required.  

Required Knowledge, Skills, Qualifications, Experience

Essential

• Educated to GCSE Level and have significant office experience or be able to demonstrate substantial relevant experience such that the tasks outlined in the job description can be carried out effectively.
• Demonstrable previous experience within a customer-driven environment and the ability to provide a professional service.
• Confident user of IT systems, in particular use of spreadsheets and database packages.
• Keen eye for detail.
• Able to demonstrate excellent verbal and written communication skills and attention to detail.
• Have and be able to demonstrate excellent interpersonal skills.

Informal enquiries to Ben Phillips – b.j.phillips@bham.ac.uk or Mala Mistry – m.mistry.2@bham.ac.uk 

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

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