Timetable & Register Coordinator in Liverpool

The Timetable & Registers team is responsible for providing a key service, ensuring timetables and registers are recorded and maintained in accordance with college policy and procedures. Working in collaboration with schools and departments to provide guidance to ensure there is efficient and effective utilisation of resources which reflects the curriculum plan and adheres to funding rules. To be responsible for timetabling and room booking requirements for all teaching spaces as agreed with Senior Leadership, ensuring procedures are in place to satisfy audit compliance as required.

Key Responsibilities

• Co-ordinate the day-to-day work of the timetabling service, including timetables and registers for students, staff and ad-hoc room bookings, ensuring agreed service levels are achieved.
• Line manage and appraise Timetable and Registers Officers to ensure the clearest expectations are set, performance is managed and development needs are supported.
• Maintain adequate resources, ensuring efficient training, development and rotas are in place to provide an excellent service.
• Develop and maintain an excellent working knowledge of the ProSolution timetable module, the associated funding rules and course set up to ensure the service provided is efficient and accurate.
• Develop an excellent understanding of the curriculum plan and liaise with other departments to ensure courses and groups are set up accurately.
• Co-ordinate the Timetabling team to collaborate with a variety of stakeholders to produce accurate timetables and registers for students and staff by published deadlines.
• Report regularly on the progress and issues in respect of timetabling and register activities across the college, including creation, room utilisation and grouping learners.
• Manage the processes for checking student timetables, planned hours etc. for accuracy and errors, including what remedial action has been taken, ensuring it is effectively communicated to relevant parties, so lessons are learnt.
• To participate in the development and implementation of systems and processes to inform strategic decision making as and when required.
• Respond to queries and resolve any issues that arise.
• To liaise and negotiate with staff across the College as required.

Additional responsibilities:

• To support other College wide activity such as enrolment and invigilation at peak periods.
• To participate in any other duty appropriate to grade and service needs as determined by management.
• To adhere to college policies and procedure including Safeguarding, Health and Safety, GDPR, Equality and Financial Regulations.
• To contribute fully to the mission and values statement of the College, ensuring its effective implementation in all aspects of College life.
• To participate in professional development, training, and appraisal processes.

Skills, Knowledge and Expertise

Essential Criteria:

• Excellent administrative and organisation skills with a minimum of 5 years working in MIS or a similar role.
• Excellent skills in the use of management information systems, such as ProSolution, to complete skilled tasks and complex processes.
• Excellent computer literacy skills, including proficient use of Microsoft Office packages.
• Ability to analyse and manipulate data.
• Excellent customer service skills with a positive approach to change.
• Demonstratable experience in delivering system training and support to others.
• Ability to be flexible and adapt workload/priorities to meet the demand of the service.
• Ability to perform a variety of functions within a team.
• Minimum of Level 2 literacy and numeracy.

Desirable Criteria:

• Experience of managing a service or team.
• Experience of training and developing a high performing team.
• Knowledge of the education sector and funding rules.

Benefits

As a valued member of our College community, you’ll enjoy a comprehensive range of benefits, dedicated wellbeing support, and meaningful opportunities for professional growth and development.

• Generous holiday allowance: Up to 30 days annual holiday allowance, plus 1 wellbeing day.
• Pension Scheme: You'll be part of the Aviva pension scheme, with contributions of up to 10%.
• Employee Benefits Platform: Access to discounts at major supermarkets, fashion and lifestyle retailers, tech stores, travel providers, and more.
• Health and Wellbeing: Access to the Health Assured Employee Assistance Programme (EAP) – a confidential support service available 24/7.
• Medicash Scheme: Access to Medicash health plans – supporting you and your family with enhanced access to treatment, wellbeing services, and expert care.
• Life Assurance: Benefit of up to three times your annual salary payable in the event of death in service.
• Travel: Interest-free loans to help you buy annual travel passes from Merseytravel and Merseyrail.
• Flexible Working: Flexible working options depending on business need to support our employee's work-life balance.
• Professional Development: A mix of formal and informal professional development opportunities.
• College Benefits: Access to sports and fitness facilities, discounted hair and beauty treatments, and staff discount at our Academy Restaurant.