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For Companies At a Glance
- Tasks: Support the creation of the university's teaching timetable and manage space effectively.
- Company: Join the University of Glasgow, a vibrant hub for education and innovation.
- Benefits: Enjoy 41 days of leave, flexible working, and a free gym membership!
- Why this job: Be part of a welcoming culture that values your growth and celebrates success.
- Qualifications: No specific experience required; just a positive attitude and willingness to learn.
- Other info: Applications from diverse backgrounds are encouraged to promote equality and inclusion.
The predicted salary is between 19800 - 22100 £ per year.
Job Purpose
To support the production of the University’s teaching timetable and effective management of space, building positive relationships with Colleges, Schools and Services whilst ensuring consistency of approach with the other members of the Space Management and Timetabling team.
Main Duties and Responsibilities
1. Timetabling & Space Management:
1.1To contribute to the annual production of the teaching timetable.
1.2To process non-teaching and ad hoc booking requests throughout the year.
1.3To process change requests submitted throughout the year.
1.4To work with Colleges, Schools, Services, student groups and external partners as required to ensure appropriate space allocation and effective utilisation
1.5To use data and reports to identify any issues or inconsistencies, making recommendations for resolution.
1.6Develop detailed knowledge of all policies and procedures and ensure that these are consistently applied in allocation of rooms.
2. Business Process Improvement:
2.1To assist with the collection of requirements identified by users, either for new functionality or changes to meet statutory requirements.
2.2To support and encourage the adoption of new business processes, including communication, training and user engagement.
2.3To employ appropriate skills and techniques to build relationships and help manage change.
2.4To use knowledge of timetabling and the teaching estate to assist, support and engage with colleagues across the University to promote and embed changes.
3. Customer Service:
3.1Deliver excellent customer service through effective communications and by providing a timely response to enquiries.
3.2To respond to support calls relating to timetabling and room bookings using knowledge of the system to resolve queries.
3.3To develop an understanding of the timetabling system and the end-to-end process relating to timetabling and student enrolment, using this knowledge to ensure effective service delivery
3.4To assist with training users and supporting refresher sessions.
3.5Monitor requests for maintenance and repairs to centrally managed space, checking on completion where required.
3.6Provide information as required for use with other services including Facilities Services and other support services, e.g. provide quotes for hire rates or overtime costs to internal & external clients where appropriate and gathering relevant invoice/account details.
4. Training and Development:
4.1To develop and continuously update a detailed knowledge of system functionality and related business processes.
4.2To ensure that specialist knowledge is used when engaging with users of the system, or its outputs, through either support or development/change activities.
4.3To undertake other relevant training, professional and personal development.
Knowledge, Qualifications, Skills and 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. orScottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.
Desirable:
B1 Knowledge of room booking systems.
B2 Understanding of University administrative policies and procedures.
Skills
Essential:
C1 Strong verbal and written communication skills.
C2 Ability to work well as part of a team.
C3 Ability to work well under pressure and prioritise own workload.
C4 Have a positive and enthusiastic approach toward helping people.
C5 Commitment to personal development and the flexibility to take on new challenges, developing new skills and knowledge.
Experience
Essential:
E1 Recent experience of using software packages (including MS Office/Office 365) and database systems.
E2 Experience of building and maintaining effective relationships.
Desirable:
F1 Experience in dealing with a wide range of customers and staff at all levels in an organisation.
F2 Use of timetabling or room booking systems in order to carry out work responsibilities.
F3 Experience of working within a higher education setting.
Terms and Conditions
Salary will be Grade 4, £23,881 – £26,338 per annum.
This post is full time (35 hours p/w) and fixed term to 31 July 2027.
Closing date: 31 July 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.
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Timetabling Assistant employer: University of Glasgow
Contact Detail:
University of Glasgow Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Timetabling Assistant
✨Tip Number 1
Familiarise yourself with the University of Glasgow's timetabling system and policies. Understanding how they operate will not only help you in the role but also show your commitment and readiness to contribute from day one.
✨Tip Number 2
Network with current or former employees in similar roles at the University. They can provide valuable insights into the team dynamics and expectations, which can be a great advantage during interviews.
✨Tip Number 3
Demonstrate your customer service skills by preparing examples of how you've effectively handled inquiries or resolved issues in previous roles. This is crucial as the position requires excellent communication and support abilities.
✨Tip Number 4
Showcase your ability to work under pressure by discussing any relevant experiences where you successfully managed multiple tasks or deadlines. This will highlight your organisational skills, which are essential for the Timetabling Assistant role.
We think you need these skills to ace Timetabling Assistant
Some tips for your application 🫡
Understand the Role: Read the job description thoroughly to grasp the key responsibilities and required skills for the Timetabling Assistant position. Tailor your application to highlight how your experience aligns with these requirements.
Highlight Relevant Experience: In your CV and cover letter, emphasise any previous experience you have in timetabling, space management, or customer service. Use specific examples to demonstrate your ability to manage relationships and resolve issues effectively.
Showcase Communication Skills: Since strong verbal and written communication skills are essential for this role, ensure your application reflects your ability to communicate clearly. Consider including examples of how you've successfully communicated with diverse groups in past roles.
Personalise Your Cover Letter: Craft a personalised cover letter that not only outlines your qualifications but also expresses your enthusiasm for the role and the University of Glasgow. Mention why you want to work there and how you can contribute to their goals.
How to prepare for a job interview at University of Glasgow
✨Know the Timetabling System
Familiarise yourself with the timetabling system and its functionalities. Understanding how it works will help you answer questions confidently and demonstrate your readiness to engage with the software.
✨Showcase Your Communication Skills
As a Timetabling Assistant, you'll need strong verbal and written communication skills. Prepare examples of how you've effectively communicated with colleagues or customers in previous roles to highlight your ability to build relationships.
✨Demonstrate Problem-Solving Abilities
Be ready to discuss how you've identified and resolved issues in past experiences. Use specific examples that showcase your analytical skills and your ability to make recommendations for improvement.
✨Emphasise Teamwork and Flexibility
This role requires working closely with various departments. Share experiences where you've successfully collaborated with others and adapted to changing circumstances, showing your commitment to teamwork and personal development.
