Please note this vacancy is open to current University of Glasgow employees only.

Job Purpose

To play a significant role in the production of the University’s teaching timetable and in the effective use of the University’s timetabling and room booking system to deliver an excellent student and staff experience.

Main Duties and Responsibilities

1.  Space Management:

1.1   To contribute to the annual production of the teaching timetable.

1.2   To manage non-teaching and ad hoc bookings throughout the year.

1.3   To work with Colleges, Schools, Services and external partners to ensure appropriate space allocation and effective utilisation

1.4   To use data and reports to identify any issues or inconsistencies, making recommendations for resolution.

2.  Process and Product Improvement:

2.1   To assist with the collection of requirements identified by users, either for new functionality, enhanced processes or changes to meet statutory requirements.

2.2   To contribute to the evaluation and testing of system updates and new functionality.

2.3   To support and promote the adoption of new business processes, including communication, training and user engagement.

2.4   To employ appropriate skills and techniques to build relationships and help manage resistance to change.

2.5   Using detailed knowledge of University Timetabling and other related systems to assist, support and engage with colleagues across the University to promote and embed changes.

2.6   To maintain documentation in line with agreed quality standards, guidelines and procedures.

3.     Customer Service:

3.1   Deliver excellent customer service through effective communications and by providing a timely response to enquiries.

3.2   Engage directly and professionally with Learning & Teaching colleagues in Colleges, Schools and Services to ensure their timetabling requirements are fully understood and support achievement of these.

3.3   Respond to support calls relating to timetabling and room allocations using knowledge of the system, estate and wider business to resolve queries.

3.4   Proactively seek feedback from colleagues on processes and outcomes in order to inform future enhancements.

3.5   Assist staff in identifying issues with data and provide advice to enable resolution.

3.6   Develop and maintain a detailed understanding of the systems and end-to-end processes relating to timetabling and student enrolment, using this knowledge to educate and inform users of the system or its outputs.

3.7   Assist with training users and supporting refresher sessions.

3.8   Review user guides and related information to ensure they are fit for purpose and make amendments resulting from any changes to the system or associated processes.

4.     Training and Development:

4.1   To develop and continuously update a detailed knowledge of system functionality and related business processes and systems.

4.2   To ensure that specialist knowledge is used when engaging with users of the system through either support or development/change activities.

4.3   To undertake other relevant training, professional and personal development.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 HND, VQ 3/4, Highers or equivalent with experience as noted below

A2 Knowledge of timetabling systems and processes

A3 Good understanding of learning and teaching

Desirable:

B1 Knowledge of other University systems (e.g. student records, course approval)

B2 Understanding of University administrative policies and procedures

Skills

Essential:

C1 Strong verbal and written communication skills

C2 Strong analytical skills with the ability to make decisions and to apply clear logic to this approach

C3 Ability to work well as part of a team

C4 Ability to work well under pressure and prioritise own workload

C5 Have a positive and enthusiastic approach toward helping people

C6 Commitment to personal development and the flexibility to take on new challenges, developing new skills and knowledge

Experience

Essential:

E1 Relevant work experience including experience of working with database systems and evidence of progression and development gained through relevant work experience

E2 Experience of working within a higher education setting

E3 Recent experience of using Microsoft IT packages effectively

E4 Experience of building and maintaining effective relationships

Desirable:

F1 Frequent use of timetabling systems in order to carry out work responsibilities

F2 Experience in dealing with a wide range of customers and staff at all levels in an organisation

Terms and Conditions

Salary will be Grade 5, £26,338 - £30,805 per annum.

This post is full time (35 hours p/w) and open ended.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.

Closing date: 15 May 2025