Job Purpose

The Timetabling Advisor is a key role within the Space Management and Timetabling Team and will contribute to the delivery of an efficient and effective timetable for a designated College, aligned with the wider University objective of optimising the efficient and flexible utilisation of space across the University’s teaching estate, enhancing the experience of students and staff. The postholder will work in collaboration with relevant College staff through the data requirements gathering and input phase to inform the efficient scheduling and space allocation of teaching events in the production of the annual teaching timetable for students and staff.

As a solution focused team member, the postholder will work in partnership with key stakeholders across the College and the Timetabling team to resolve issues impacting the teaching timetable, delivering a positive outcome for students and improvement in University/service metrics.

The postholder will also work collaboratively across the wider Timetabling team, contributing to service enhancement through continuous improvement of business processes and system enhancements, leveraging benefits of good practice consistently across the University.

As a timetabling system expert, the postholder will also support the scheduling of non-teaching events for their designated College and all relevant activity as part of the team specialism.

Main Duties and Responsibilities

Develop and maintain an understanding of timetabling curriculum and specific requirements for the designated College as part of the annual timetabling planning cycle. Translating the potential impact of material changes on the University timetable and teaching estate, proactively identifying key risks and mitigating actions.

Develop strong relationships with key staff across the designated College, demonstrating highly effective communication and interpersonal skills in the provision of guidance and support through the annual timetabling process.

With high attention to detail, work with various data and performance metrics to enhance service delivery across the College.  This includes collating outputs from the College data requirements gathering phase alongside student forecasts and inputting data to the system to inform the optimum scheduling and rooming of teaching events; proactively identify and manage gaps or ambiguity in relevant core data to drive and sustain data quality improvement; and utilise performance metrics to identify opportunities for improvement in future timetabling cycles.

Process ongoing timetabling and scheduling activity, including change requests and ad hoc booking requests, throughout the year.

Working collaboratively with team colleagues and relevant stakeholders, resolve issues relating to the production of the timetable and query resolution.

Explore potential options to improve space utilisation, liaising with relevant stakeholders within the College to discuss and implement necessary changes.

Support the delivery of a harmonised, integrated service enabling progress on service consistency and good practice.

Efficiently schedule and room non-teaching events within designated remit in compliance with University policy.

Support all appropriate key processes associated with the relevant team specialism.

Provide a versatile team contribution, supporting service delivery across the wider timetabling team, based on operational needs.

Visible ownership of professional CPD through development and active participation in relevant process and system user groups/networks both internal and external to the University.

Knowledge, Qualifications, Skills & Experience

Knowledge/Qualifications

Essential: 

A1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role. Or: Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role.

A2 Broad knowledge of relevant learning and teaching administration processes in the Higher Education sector.

A3 Knowledge and understanding of relevant systems to deliver essential services to service users at scale.

A4 Demonstrable knowledge of Microsoft Office tools.

A5 A clear understanding of the University’s Vision and Values, strategic priorities and business objectives, and a clear enthusiasm to support and contribute to their achievement through delivery of excellent services and an outstanding customer experience.

Desirable: 

B1 An understanding of timetabling for teaching and use of timetabling and room booking systems.

Skills

Essential: 

C1 Excellent organisational skills and demonstrable ability to prioritise own work efficiently to meet strict deadlines in service delivery.

C2 Ability to work proactively and independently problem-solve with limited supervision.

C3 Ability to work with a high level of attention to detail and required professional standard.

C4 Excellent communication and interpersonal skills to support the development of strong, highly effective professional relationships across a diverse range of staff and students in the University.

C5 Effective influencing and negotiation skills in driving a positive outcome in areas of key challenge.

C6 Work effectively as part of a team, with an enthusiastic approach towards service delivery and enhancement.

C7 Ability to identify and effectively implement as part of a team, process improvement opportunities.

C8 Commitment to personal development and the flexibility to take on new challenges, developing new skills and knowledge.

C9 Ability to understand and apply policies and standard operating procedures relevant to the role.

Desirable:

D1 Skills in continuous improvement or similar methodology across complex processes.

Experience

Essential:

E1 Significant relevant administrative work experience in large complex organisations.

E2 Experience of delivering an excellent customer-focused service.

E3 Experience in a process/service liaison role, effectively managing expectations of a wide range of customers/staff at various levels in an organisation.

E4 Experience in using data, applying insight to inform reviews and improvement actions.

E5 Experience in delivery of process improvements and/or change initiatives within an administration function.

Desirable:

F1 Experience of using corporate IT systems.

Terms and Conditions

Salary will be Grade 5, £27,319 - £31,236 per annum.

This post is full time (35 hours p/w), Monday to Friday and fixed term to December 2028.

Closing date:14 October 2025 

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.