Timetabling Officer

Estates and Facilities is a specialist directorate within the University with over 200staff. It maintains and supports the University and its changing needs in respect ofthe following disciplines:

• estates strategy & strategic development
• capital projects, minor works and refurbishments
• maintenance (building and grounds), surveys, statutory compliance
• Infrastructure
• space utilisation & timetabling,
• energy and carbon management,
• environmental management
• facilities services including: cleaning, portering, security, switchboard,
reception, post and stores;
• health and safety
• catering
• conference services
• procurement
• print services
The main campus is based at New Cross, London Borough of Lewisham and coversapproximately 16 acres. It comprises some 80 buildings ranging from three fineVictorian Grade II listed buildings, a number of former domestic properties (nowbeing used for academic and office purposes), a range of post-war utility buildings(now requiring replacement), to new purpose built ultra-modern buildings. Alsosituated approximately 12 miles from the main campus is Loring Sports Ground,located in Sidcup, London Borough of Bexley, which consists of a 20 acre sportsground and associated buildings. The variety of buildings presents a diverse set ofchallenges.Estates & Facilities aims to make significant improvement to its service delivery andthe quality of the estate in order to meet the rising expectations of staff and students.The main functions of Estates and Facilities are:
• To advise on strategy to optimise the use of the estate and to meet the future
requirements of the institutional/corporate plan.
• To procure development projects as approved
• To manage and keep under review, property agreements, leases etc
• To liaise with external bodies, as appropriate concerning the estate
• To maintain buildings, services and grounds in safe condition and fit for
purpose
• The provision of timetabling services to maximise space utilisation., To operate support services which meet agreed Service Level Standards
• To monitor effectively all financial activities to ensure departmental
compliance with University's financial regulations and procurement procedures
• To adopt value for money solutions in all aspects of activities
• To develop, maintain and implement policies and procedures to effectively
manage the estate and its services
• To identify and meet current and emerging 'customer' requirements
• To ensure that all work and services for which it is responsible, are
undertaken in a safe manner
• To provide all of its staff with the necessary training and support to effectively
undertake their work and promote personal development
• To provide a facilities management function for the delivery of portering,
cleaning, security, post room, central stores and telephone services.Estates and Facilities' overall aim is to provide for sustainable first-class facilities forresearch, teaching and learning and other activities and to create a vibrant and safeenvironment for students, staff and visitors and to deliver a service in a professionaland integrated way., The Timetabling Office provides a business-critical function, which is complex in nature.It collaborates with academic departments to produce teaching timetables and allocaterooms for all undergraduate, postgraduate and research taught courses.The post holder will work within the Timetabling department with the primary purpose ofproducing accurate teaching timetables. To support the student experience throughout,
• To provide an efficient, client-focussed, timetabling and room booking service to
staff, students and external clients.
• Provide high-level and pro-active support to the Timetabling Office in the
construction and maintenance of the academic teaching timetable (using Syllabus Plus).
• Responsible for the timetabling of a number of academic departments as
designated by the Timetabling Operations Manager
• Take responsibility for the scheduling arrangements for several academic
departments within published time scales. This includes: - - liaising with academic departments - compiling data on teaching delivery requirements - updating course and degree programme information on the timetables database - finding suitable times for teaching activities considering course clashes, staff, student and room availability
• Building positive relationships with other professional services teams and
academic staff and to work collaboratively with other teams within Estates and Facilities Management and across the University.
• Act as initial point of contact for day to day enquiries from staff and students on
timetable related matters.
• To coordinate and liaise regularly with key stakeholders in designated
departments
• Provide advice on complex timetabling systems and processes both verbally and
in writing to professional services and academic colleagues, and other stakeholders
• Developing a comprehensive understanding of the complex timetabling system
and processes, which impact on timetabling.
• To carry out regular and detailed audits of rooms and produce reports, including
statistics, relating to room bookings and actual usage to inform space utilisation,
• To provide training and support on timetable systems to other staff as appropriate
• Working with timetabling colleagues to manage the high volume of queries and
change requests received.
• Plan, prioritise and organise a busy workload, using initiative to deal appropriately
with changing priorities and situations.
• Liaise with colleagues across for example academic departments, Room
Bookings, Student Services Centre and Estates & Facilities Management.
• Understand the crucial role of timetabling in the overall student experience.
• Inform Timetabling Operations Manager of any issues.
Staff Management
• To provide assistance, information and guidance to any new members of staff to
ensure thatStakeholder Management
• To assist in the establishment of the Team as the recognised point of contact for
Timetabling issues and queries.
• To liaise with members of staff from across the University for space and
timetabling queries in support of the wider team, and to provide management

the student lifecycle and facilitate effective relations between the Schools and Studentand Academic Services. The post requires a high level of attention to detail with strongorganisational and communication skills, Educated to Degree level (or equivalent) and/or 3/5 years' experience in a A, C, I similar role Essential Criteria 2 - Experience Experience of using sector standard timetabling software such as, A, I CELCAT, CMIS, Event Map or Syllabus Plus Experience of working to set deadlines Essential Criteria 3 - Knowledge Excellent IT skills, including Excel A Good understanding of complaint handling A, I Essential Criteria 4 - Skills Able to pay attention to details amongst a large volume of data received A, I, R for processing Excellent communication and interpersonal skills (both written and oral) A, I, R Thorough and analytical with an eye for detail A, I, R Pro-active problem solver A, I, R Ability to prioritise work within a context of competing demands A, I, R, Great attention to personal presentation, eye contact, body language A, I, R and interaction Ability to Work independently and as part of a team A, I

Goldsmiths, University of London, is a world-leading centre of educational excellencewhere ground-breaking research meets innovative teaching and thinking. We're lookingfor inspiring and talented people to help build on our global reputation while also growingpersonally in a true learning organisation.

If you choose to work with us, you'll become part of a learning organisation that iscommitted to professional and personal development, with a comprehensive andinnovative staff development programme.You'll also have access to frequent lunchtime and evening talks, seminars andperformances, and annual performance and development reviews.Our other benefits include:
• Competitive salary
• Working in Zone 2, with fantastic transport links and interest free travel to work
loans
• Excellent annual leave entitlement plus additional closure days at Christmas and
Easter
• Membership of USS or LPFA pension scheme, dependent upon grade
• Access to exclusive discounts, including high street retailers
• Maternity, paternity, shared parental leave and adoption leave and pay and tax
efficient childcare voucher scheme
• Contractual sick pay provision
• Free eye tests
• Wellbeing initiatives including the Chaplaincy and Staff Choir
• On-site dining facilities
• Access to University of London facilities such as Senate House Library