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Candidate Brief
*

Timetable Officer 0.5 FTE

Closing Date 12 p.m. (Noon) on 25 July 2023

Interview Date Tuesday 8th August 2023

Grade/Salary Grade 6

Hours 17.5 (0.5 FTE)

Type of Contract Permanent

Annual Leave Entitlement 33 days plus 8 University closure days pro rata

Pension Abertay University Pension Scheme
(AUPS)

Recruiting Manager Colin Rae
Student Administration Manager

Recruiting Manager [email protected]
Contact

Area Academic Services

Location Bell Street, Dundee

Contents Section

Abertay University 1
The Service & Area 2

The Role 3

Person Specification 4

Competencies 5

Application Process 6

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1. Abertay University

Abertay University is a modern, pioneering, and ambitious university with around
5,000 students. We have a strong and evolutionary tradition of preparing students for the industries and jobs of the modern world. Abertay has made its mark with high- quality, well-directed teaching and research which, in turn, provides a stimulating and enriching experience for our students.

Abertay University has achieved the Athena Swan Bronze Award, recognising the university’s achievements in respect of gender equality. The university is also proud to hold the Race Equality Charter Mark Bronze Award for our ongoing commitment and active steps to improving race equality for our staff and students.

Visit our website for more information on:

• Working at Abertay
• Teaching and Learning
• Research

The City of Dundee
Dundee is a historic city set in a beautiful, sunny location on the east coast of Scotland.
As well as being a compact city, Dundee has great schools and beautiful surrounding countryside. Just a little over an hour’s drive away from Edinburgh, Glasgow and
Aberdeen, Dundee’s property prices can be half those of Scotland’s larger cities.

Dundee is the UK's first UNESCO City of Design based on its contributions to medical research and the creative industries. From September 2018 Dundee became home to the second Victoria and Albert Museum, the V&A Museum of Design.

The Campus
The heart of the University lies in Bell Street, with most teaching and learning facilities, offices, research centres, and the Library all within just a few yards of each other.

You can find out more about the city and Abertay’s campus by watching our Working at Abertay video.

Employment within Abertay
Abertay University recognises the value of a diverse working environment, and is keen to receive applications from individuals from across all of the equality protected characteristics (race, gender, disability, gender reassignment, age, sexual orientation, religion/belief, pregnancy/maternity, marriage/civil partnership).

The University also supports opportunities for part-time and flexible working and has policies in place to facilitate this. More information on our policies can be found at https://www.abertay.ac.uk/about/working-at-abertay/.

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2. The Service and Area

The role is located within the Directorate of Student Academic Services (SAcS). The key operational priorities for SAcS during 2020-25 period are to champion the student experience (including supporting student learning); prepare students for a world of work to enhance their employability; to increase the organisation’s administrative effectiveness and efficiency; to support teaching excellence and research impact. SAcS has three areas of delivery; these are:

Academic Services is responsible for a range of activities relating to academic administration and governance. The team manages a range of student processes, including registration, timetabling, assessment, academic appeals, academic progression and awards. Academic Services supports Academic Quality and
Standards Committee, the Academic Leadership Group as well as School Academic
Committees and Assessment Boards, and handles student discipline and complaints for the University.

Library Services is responsible for a range of activities relating to the acquisition of academic and digital skills (including English for academic purposes), technology enhanced learning, management of library collections and journals, supporting early career researchers’ (including PGR student) development of digital scholarship and information management skills, and enabling learners and researchers access published scholarly information and data.

Student Services is responsible for providing information, advice, guidance and counselling. The professionally trained staff provide support to the student community on career management, placements, disability, student funding, welfare concerns, student visas, mental health and counselling, as well as providing general student information and advice on University-related issues via the Support Enquiry
Zone (SEZ)

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3. The Role

Role Specific Duties and Responsibilities

Main purpose of the Role
The Timetable Officer will be located within the Academic Services team (part of the
Directorate of Student and Academic Services) and will work with Academic Schools and other University Directorates to provide a high-level administrative support.

Reporting to the Student Administration Manager, you will work closely with the full- time Timetable Officer and be responsible for day-to-day operational management, co-ordination and enhancement of institutional timetabling for teaching and exams.
You will ensure that the University’s timetabling principles are adhered to in order to achieve a student-centred timetable and efficient use of space.
You will produce management information and performance indicator data, and ensure accurate timetabling information is available to staff and students.

You will work closely with staff responsible for maintaining the accuracy of on-campus taught programme and research student records. Additionally, you will work with other teams within the Directorate and wider University to ensure that a quality service is provided, and you will have opportunities to further enhance the administrative effectiveness and efficiency of our processes.

The post holder will support other staff within Academic Services to enable both knowledge and relationships to be developed; will be expected to work closely with other Officers to ensure consistency; develop knowledge and expertise in assessment processes; and to support the work of Academic Services across all administrative areas as required.

Role Specific Duties and Responsibilities

The Timetable Officer will:

• Construct, maintain and publish the University’s teaching timetable using specialist timetabling software.
• Ensure that classes delivered on the Dundee campus are taught in appropriate spaces and that utilisation of teaching space is optimised.
• Liaise closely with Heads of Division and module tutors on specific requirements for module delivery schedules, ensuring that school timetabling requests are consistent with the University’s timetabling policy, and respond appropriately to those that are not.
• Provide Schools, Estates & Campus Services and senior management with reports on the use of teaching accommodation, identifying good practice, ineffective use of estate and areas of concern, and making proposals for efficiency gains.
• Liaise closely with Estates & Campus Services on accommodation needs for teaching and other activities and assist in the development of policy regarding space utilisation.
• Train and monitor staff using the specialist timetabling software and provide an advice and guidance service to those staff.

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• Ensure the compatibility and integration of data in the specialist timetabling software with other University systems (e.g. student records system,

MyAbertay).

• Work with other staff on space utilisation issues (e.g. scheduling of examinations and induction/registration events) and provide additional support for Examinations & Assessments.
• Maintain and enhance online timetabling information (within the University and externally).
• Undertake rigorous data integrity checks on data held within the timetable system in order to ensure that it is accurate and facilitates efficient usage of a range of integrated processes.
• Maintain an up-to-date knowledge of data protection requirements e.g. GDPR.
• Liaise with external people and organisations to support the work of Academic

Services and SAcS, as appropriate.

• Work closely with other Academic Services and other SAcS staff and provide additional support for key administrative tasks.
• Develop and maintain appropriate documentation of processes and procedures in the form of guidance and handbooks.
• Undertake any other duties determined by your line manager.

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4. Person Specification

Attributes Essential Selection Criteria Desirable Selection Criteria

Qualified to Bachelor degree
Education/ level

Qualifications

Knowledge and Experience of using software to Experience of timetabling using

Experience solve complex problems specialist software

Excellent logic skills and Experience of using a student attention to detail record system or other complex database
Knowledge of MS Excel for undertaking data analysis Knowledge of student administration processes
Experience of planning and organising to time specific Understanding of degree deadlines programme structures

Knowledge and understanding of confidentiality

A broad range of communication skills at a good level

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5. Competencies

In order to achieve Abertay University’s goals all employees need to demonstrate the following competencies:

Effective Communication

Definition: The use of appropriate communications media and methods, to convey, explain or discuss information in a manner that is clear and accurate for the target audience.

Expected Level: The ability to use verbal, written and electronic media to receive and convey straightforward information, explain complicated matters simply and to demonstrate the ability to choose the appropriate method and style of communication for different situations and circumstances.

Liaison and Networking

Definition: Active participation in, contribution to or leadership of internal/external networks which build positive relationships and promote collaborative working.

Expected Level: Ensures that accurate information is passed on to the most appropriate people in a timely fashion to improve working practices. Creates opportunities for sharing information to build relationships with people in other teams.

Is involved in the wider life of the Institution to become better informed and improve the quality of own work and that of others. Co-ordinates own effort with that of others so the work is completed effectively in line with team objectives.

Planning & Organising

Definition: Proactive planning, prioritisation and organisation of work activities and resources to ensure best value is achieved whilst maintaining service availability and quality standards.

Expected Level: The ability to agree objectives and resource requirements for team or area of operation and monitor overall progress and ensure corrective action is taken if required.

Initiative and Problem Solving

Definition: Showing desire for continuous improvement in individual and team performance by actively contributing to problem solving and responding positively to opportunities for development.

Expected Level: The ability to use experience, own judgement and the views of others to resolve issues by evaluating the immediate and longer term benefits against their chances of success.

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Teamworking and Motivation

Definition: Working with others in a co-operative and collaborative capacity to motivate and, where necessary, lead teams to achieve their objectives.

Expected Level: The ability to monitor progress, anticipate difficulties, take appropriate preventative action, and provide support and assistance to other members of the team so that the team and individual members are able to achieve their objectives.

Decision Making

Definition: Active contribution to/leadership of decision making processes within the team which ensure objectives are achieved and quality standards are maintained.

Expected Level: The ability to combine rational analysis and experience to take long- lasting decisions to successful implementation while identifying and introducing possible options previously not considered and implications that may have wider and longer term impact.

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6. Application Process

Making your application

Internal Applicant

When you are ready to start your application, you can apply via Employee Self-
Service, there will be a link called ‘Apply for a Job’. The application form will be populated automatically with the personal data currently held about you.

External Applicant

When you are ready to start your application, you will be prompted to register on our online recruitment system, which can be found at https://www.abertay.ac.uk/about/working-at-abertay/jobs

You will be guided through all of the stages of the application form. You will also be asked to upload your curriculum vitae. Within the online application form you will be asked to provide a supporting statement, this should be used to provide evidence that you meet all essential criteria within the person specification, including the essential competencies. Providing evidence is crucial as the essential criteria are mandatory requirements for the post. If you do not provide sufficient evidence for these requirements then we cannot guarantee that you will be short-listed for interview.

Interviews

It is anticipated that interviews for the post will be held on the date stated on the first page of this document or as soon as possible after the closing date. Applicants who are shortlisted for interview will be sent details of time and venue as soon as possible after the closing date.

If you have any queries regarding your application, please contact:
[email protected]; +44 (0)1382 308961

Committed to Equal Opportunities

Abertay University, Dundee is a Scottish Registered Charity, No: SC016040

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Job Types: Part-time, Permanent
Part-time hours: 17.5 per week

Salary: £29,762.00-£35,308.00 per year

Benefits:

• Additional leave
• Cycle to work scheme
• On-site gym
• Relocation assistance
• UK visa sponsorship
• Work from home

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Dundee

Reference ID: REQ001055