Timetabling Manager

The University

At Durham University we are proud of our people.  A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. We believe that inspiring our people to do outstanding things at Durham enables Durham people to do outstanding things professionally and personally.  Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.

We would be thrilled if you would consider joining our thriving University.  Further information about the University can be found here.

Find out more about the benefits of working at the University and what it is like to live and work in the Durham area on our Why Join Us? - Information Page.

The Role and the Department

The Timetabling team play a central role in the student journey.  The team are responsible for the scheduling and maintenance the central teaching timetable and associated business processes.  The Timetabling Manager is responsible for the management of the timetabling team and managing excellent stakeholder relationships with staff involved in timetabling activities across the University.  Additionally, the role is responsible for driving continuous improvements in timetabling processes and policy, and contributing proactively to timetabling-related projects and work groups. The Timetabling Manager will also work closely with other team managers in Student Registry to ensure a smooth flow of data between student systems and student-related business processes in the student lifecycle.

The role holder requires excellent communication and problem-solving skills and be able to form confident professional relationships with colleagues at all levels.  Attention to detail and ability to manage complex processes to a defined timeline is essential, as is the ability to competently use, manipulate and maintain complex datasets using business systems and web-based applications.

Student Registry manage key student-focused services and business processes such as enrolment and registration, timetabling, examinations, progression and outcomes, statutory body data returns and provision of student management information.  The team are also responsible for the production and despatch of degree certificates and academic transcripts, student letters and other documentation and degree verification.

Student Registry is part of the Student and Academic Services Directorate. The Directorate provides a professional administrative support service to staff, students and potential students of Durham University. The Academic Registrar is the head of the Directorate and is responsible to the Chief Operating Officer for its management. The following services fall under the remit of the Directorate:

·        Academic Registrar’s Office

·        Academic Quality Service

·        the Doctoral School

·        Student Immigration and Funding

·        Student Recruitment and Admissions

·        Student Registry

The Student and Academic Services Directorate operate a hybrid working model with the opportunity to split working at home and in the office. Student Registry is based at the Palatine Centre in Durham City.

Further information about the role and the responsibilities is at the bottom of this job description.

Working at Durham 

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University:

•   You’ll receive 30 days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 42 days per year. The University closes between Christmas and New Year. 

•    We offer a generous pension scheme, and as a new member of staff you will be automatically enrolled into the University Superannuation Scheme (USS).

•    No matter how you travel to work, we have you covered.  We have ample parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies. You can also take advantage of our cost-effective and environmentally friendly Tusker Car Benefit Scheme, allowing you to lease a brand-new electric or hybrid vehicle with savings on tax and National Insurance.

•    We have a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities.

•    We provide wide-ranging health and wellbeing support including discounted membership for our state-of-the-art sport and gym facilities and access to a 24-7 Employee Assistance Programme.

•    Our on-site nursery is rated Outstanding by Ofsted, and you can access holiday camps for children aged 5-16.

•    Our family-friendly policies, including maternity and adoption leave, are among the most generous in the higher education sector (and likely above and beyond many employers).

•    We offer all staff the opportunity to take part in volunteering activities to make a difference in the local community.

•    You can access exclusive discounts via our benefits portal including money off at supermarkets, high street retailers, IT products such as Apple, eating out and days out at various attractions.

•  Various salary sacrifice schemes are also available to help you take advantage of tax savings on benefits.

• If you are moving to Durham, you may be eligible for help with removal costs, and we have a dedicated team who can help you with the practicalities such as house hunting and schools.  If you need a visa, we cover most visa costs and offer an interest-free loan scheme to pay for dependant visas.

Discover more about our total rewards and benefits package here.

Durham University is committed to equality, diversity and inclusion

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.  As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  We also live by our values and our Staff Code of Conduct.  At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. 

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.  If you have taken time out of your career, and you feel it relevant, let us know about it in your application.  If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.

What you need to demonstrate when you apply/Person Specification  
  
When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role.  Further information about the role and responsibilities is at the end of this job description.  Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered.    
  
Your application should cover the following criteria:  

Essential Criteria

Qualifications/Experience

1.     Educated to degree level (or equivalent experience).

2.     Professional practitioner with knowledge and expertise in the delivery and development of systems related to timetabling business processes. 

3.     Experience of implementing policies and procedures and supporting change and service improvements. 

4.     Experience of providing specialist advice and guidance to a range of customers and colleagues, including more senior colleagues.

5.     Experience of participating in internal or external networks to share and discuss good practice, develop strong and productive working relationships and positively influence the University’s reputation.

6.    Significant experience of managing and developing a team or teams.

7. Experience of customer service delivery.

8. Experience of working in education, particularly in an area related to timetabling.

Skills/Abilities/Knowledge

9.     Excellent spoken and written communication skills.

10. The ability to develop effective working relationships, both internally and externally.

11. Advanced IT skills, including the ability to manipulate and interrogate complex data sets using Microsoft Access, Excel and other data reporting tools.

12.   Strong digital competence across a range of business systems and web based applications.

13. Excellent analytical and problem-solving skills.

14. Committed to continuing professional development to maintain professional recognition.

15.  Knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines.

16.  Ability to solve problems and decide on and plan appropriate solutions. 

How to Apply   

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. It will be at the discretion of the recruiting panel as to whether they will also consider any desirable criteria, but we would urge candidates to provide evidence for all criteria.  Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.   
  
Submitting your application 

We prefer to receive applications online.   We will update you about your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to make sure you have not missed any of our updates.
  
What you need to submit   

•    A CV: and   
•    A supporting statement or covering letter which outlines how you meet all of the criteria within the Person Specification presented in a grid format. 

 
Contact details   
  
For a chat about the role or any further information please contact Ross Guy (philip.r.guy@durham.ac.uk)

Typical Role Requirements  

Service Delivery/Development

·       Contribute to equality, diversity and inclusion, and the University’s values.

·       Review and look for ways to improve systems and procedures that are relevant to the timetable and its delivery in line with the University’s frameworks and regulations.

·       Manage the delivery of the timetable across the University to a high standard.

·       Provide the best possible service by continually reviewing what is required from department staff and students and contribute to ideas and service improvements.

·       Work with your team to look for ways to improve the annual timetable production and publication processes and their interactions with other key business processes (e.g. course registration).

Planning and Organisation

·       Manage the delivery of operational activities carried out by the Timetable Team which you are responsible for.

·       Contribute to progressing the strategic and operational priorities of Student Registry and the wider Student and Academic Services Directorate.

·       Review data on the level of service provided by timetabling to recommend areas for future improvement.

Team Development

·       Manage and monitor the performance, workload and expected outcomes of the Timetable Team and take action to respond to anything that impacts the service level provided.

·       Ensure that your team can deliver the required services by devolving and delegating responsibilities to appropriate team members.

·       Carry out regular performance reviews to provide feedback on objectives and expectations and to identify any development needs.

·       Ensure that your team continues to develop by coaching and mentoring team members and responding to any training or development needs, as appropriate.

·       Support the welfare and wellbeing of your team referring more complex issues to specialist services.

Communication/Liaison

·       Provide advice and share guidance with your stakeholders to ensure that the University’s policies, procedures and regulations are complied with.

·       Use your operational expertise to participate in business meetings, working groups and sub-committees for example, providing input to the University's Learning Resources Committee to inform development of the teaching estate.

·       Coordinate and oversee committees and other business meetings, dealing with any related complaints.

·       Update policies and procedures in response to any internal or external changes.

·       Create positive working relationships, including internal and external networks, using your networks to increase your knowledge and skills and swap information with peers.

·       Any other reasonable duties.   

  
Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices - Durham University which provides information on the collation, storing and use of data.   

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.