This vacancy is currently ring-fenced to relevant staff across the University who are engaged in sufficient timetabling activity at present and who have been provided with the vacancy reference number via their local School or People and OD contact.

Job Purpose

The Timetabling Partner role will lead the timetabling service delivery for a designated College. This includes responsibility for optimising the efficient and flexible utilisation of space across the University’s teaching estate to enhance the experience of students and staff.

Working in partnership with the designated College, the postholder will lead engagement and planning for the timetabling cycle and work closely with relevant College contacts to understand current and future learning and teaching aspirations. The postholder will also develop operational plans which both enable the College to deliver an enhanced experience for their students whilst optimising teaching space and balancing wider campus development planning across the University.

Working collaboratively across the small Timetabling Partner team, the postholder will also develop a harmonised, integrated service provision to leverage the benefits of good practice across the University.

As line manager for a small team of Timetabling Advisers, the postholder will ensure a seamless timetabling and space management service across their remit ensuring a positive experience for students and staff.

The postholder will also lead on one of 2 specialisms, these being either Accessibility or Curriculum Transformation (see further details within the Job Description). Specialisms for preferred candidates will be discussed and confirmed upon conclusion of the recruitment process.

Main Duties and Responsibilities

1. Build highly effective partnerships with Colleges and Schools through proactive engagement, planning and communications ensuring the service provision is effectively planned and aligned to both current and future objectives and requirements of the College.

2. In collaboration with key stakeholders, develop a sound understanding of key challenges, working collectively across both the College and central team to deliver positive outcomes.

3. Lead regular College reviews with insightful analytics on service and process performance, working in collaboration with key stakeholders on areas of improvement for subsequent cycles.

4. Lead the implementation of new business processes within the College, employing highly effective interpersonal and influencing skills to embed new ways of working.

5. Work collaboratively with the Timetabling Partner team and Space Management and Timetabling Manager to:

*         optimise the efficiency of the teaching estate.

*         develop a harmonised, integrated service provision to leverage the benefits of good practice across the University, ensuring consistency of service.

*         develop a framework for service and process metrics to identify areas of improvement and associated action plans to improve overall performance as part of an integrated service provision.

6. Lead the College timetabling planning and preparation cycle ensuring appropriate guidance, milestones and reviews and produce the annual teaching timetable in line with University policy and agreed deadlines.

7. Manage a small team of timetabling advisers in the provision of an excellent timetabling and space allocation service to the designated College, building sufficient service resilience through cross-functional training, developing team capability through continuous improvement, further enhance the experience for service users.

8. Provide oversight and compliance management of non-teaching and ad hoc bookings for designated College in line with University policy.

9. Act as key contributor to user groups, both internal/external to enable the University to leverage potential future benefits in both process and systems.

Specialism Responsibilities

Accessibility 

Work with Disability Services, specialists in Colleges and relevant others to understand the landscape with regards to accessibility to inform planning for use of the teaching estate and to develop and implement robust processes for ensuring the accessibility requirements of staff and student in relation to timetabling are met. Support the disability coordinators across the Schools and Colleges to develop a good practice model and an enhanced experience for students and staff.

Develop operational plans to support changes to accessibility impacting delivery, liaising directly with disability coordinators and local timetabling teams to improve data collection while respecting individual privacy creating personalised timetables.

Work with other members of the Timetabling Partner team to ensure the consistent application of this insight to inform the timetabling process and outcomes and inform planning and scheduling activity within their respective College.

Curriculum Transformation

Work closely with the Assistant Vice Principal (Curriculum) and their team on future plans for curriculum transformation, providing insight into scheduling, teaching space typologies, student choice and course combinations.

Develop operational plans to support changes to the curriculum design and course delivery, liaising directly with the L&T team and academic staff supporting timetable creation, using effective scheduling to improve student experience.

Advise other members of the Timetabling Partner team on developments and scheduling of new and enhanced course delivery to inform planning and scheduling activity within their respective College.

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 through personal development and progression in a similar related role(s) or Scottish Credit and Qualification Framework level 8 (Scottish Vocational Qualification level 4, Higher National Diploma) or equivalent, and experience of personal development in a similar role.

A2 Specialist knowledge of relevant learning and teaching business processes in the Higher Education sector, including complexities, challenges, and impact from evolving pedagogies.

A3 A comprehensive understanding of timetabling for teaching and use of timetabling and room booking systems.

A4 Good understanding of techniques to deliver business process improvement.

A5 Good understanding of General Data Protection Regulations and their application in respect of the management, retention and use of records, information, and data.

A6 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.

A7 Detailed knowledge of relevant University policies, practices, and procedures along with a good understanding of the University’s policy and governance frameworks.

Skills

Essential:

C1 Demonstrable negotiating, engagement and relationship building skills.

C2 Apply initiative and judgement to resolve problems independently.

C3 Work independently and with minimum supervision.

C4 Work effectively as part of a team.

C5 Lead a team towards realisation of a common goal.

C6 Have a demonstrably positive and enthusiastic approach toward service delivery, understanding varying operational requirements and adapting approach to suit.

C7 Proactively plan, organise, and prioritise workload to deliver the service and respond to changing pressures or requirements.

C8 Work under pressure and to tight timescales to achieve objectives.

C9 Commitment to personal development and the flexibility to take on new challenges, developing new skills and knowledge.

Experience

Essential:

E1 Experience of working within a complex higher education organisation.

E2 Extensive experience of working within learning and teaching administration.

E3 Extensive experience in dealing with a wide range of customers/staff at all levels in an organisation.

E4 Broad experience in supporting the implementation of change initiatives including process improvement.

E5 Broad experience of large corporate IT systems across a range of functional/process areas.

E6 Experience of leading/managing the coordination of process activities, providing support to colleagues where appropriate.

Desirable:

F1 Supervisory/ line management experience.

F2 Experience of designing/redesigning processes across different functional areas.

Terms and Conditions

Salary will be Grade 6, £33,482 - £37,174 per annum.

This post is a full time (35 hours per week) and open-ended (permanent).

Closing date: 10 August 2025