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Timetabling and Examinations Assistant - Academic Services - 7658 - Grade 5, United Kingdom
Client: University of Birmingham
Location:
Job Category: Other
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EU work permit required: Yes
Job Reference: 221ae92b5d9d
Job Views: 11
Posted: 28.04.2025
Expiry Date: 12.06.2025
Job Description:
Summary
As a senior administrator within a team or department, you will support a broad range of administrative duties, some of which may be complex. You may also manage other staff or support colleagues and share knowledge. You will utilize a wide range of skills, both technical and administrative, and have opportunities to lead specific tasks within a team. Flexibility may require working in different areas of the department or wider University.
Senior Administrators may work in any area of the University, notably in HR, Finance, and School/College Hubs.
The post holder will be responsible for supporting the setup and creation of the taught timetable and centrally managed examinations across Colleges. The role demands attention to detail, confidence in data manipulation, and problem-solving skills. As a subject matter expert, you will collaborate professionally with stakeholders, providing excellent service to students and colleagues. The role includes tasks like creating and distributing academic and examination timetables and supporting examination periods and projects.
Main Duties
* Handle complex systems and procedures, advising on them and responding to complex queries, including systems like Timetabling & Examinations Scheduling engine, Student records systems, IT Service now products, Access, Excel, and SharePoint databases.
* Exercise judgment in responding to queries and directing work within set parameters; resolve complex issues independently.
* If supervisory, line manage staff, coordinate workloads, and provide coaching and training.
* Maintain relationships with stakeholders, manage information flow, and oversee timetable production and dissemination.
* Contribute to institutional and departmental projects, representing the Timetabling & Examinations division and advising on solutions.
* Use complex university systems to analyze data, produce reports, and resolve data issues.
* Support operational processes and systems development and implementation.
* Process complex data, monitor accuracy, follow up on missing info, and resolve issues.
* Potential responsibilities include budget monitoring, procurement, content management, health and safety, HR tasks, international visitor arrangements, compliance, and communication updates.
* Promote equality and diversity, ensuring fair treatment and bias mitigation.
* Organize events, including logistics and feedback collection.
* Provide secretarial support for committees and meetings as needed.
Required Knowledge, Skills, Qualifications, Experience
* Educated to A Level or equivalent, or relevant work experience demonstrating capability.
* Minimum grade C/4 in Mathematics and English at GCSE or equivalent.
* Understanding of Timetabling and Examinations procedures in Higher Education, with experience in scheduling software.
* Proficient IT skills, including handling complex electronic diaries, MS Office, and enterprise resource planning packages; quick learner of new IT tools.
* Ability to plan ahead, manage workloads, and meet deadlines.
* Excellent written and verbal communication skills tailored to diverse audiences.
* Strong interpersonal skills, professionalism, tact, and discretion.
* High initiative, judgment, resourcefulness, and flexibility.
* Effective in large, complex organizations with an understanding of higher education operations.
* Knowledge of policies and procedures, with sensitivity to equality and diversity issues.
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