MLC Partners is excited to partner with a prestigious London university to recruit a dedicated and proactive Timetabling Officer. In this pivotal role, you will support the Timetabling Lead Officer in managing the academic timetable, ensuring that teaching spaces and resources are allocated effectively. You will be instrumental in coordinating the timetabling process and maintaining the smooth operation of the room booking service.

This is an excellent opportunity for an organised and detail-oriented individual with strong communication and problem-solving skills, looking to contribute to a prestigious academic environment.

Key Responsibilities:

• Timetable Coordination: Assist the Timetabling Lead Officer in preparing, compiling, and publishing the academic timetable. Ensure accurate scheduling of teaching rooms, staff, and resources.

• Room & Resource Allocation: Coordinate the allocation of teaching spaces and resources based on academic requirements. Resolve any conflicts and optimise the use of available rooms and facilities.

• Data Collection & Analysis: Collect and manage timetable data, ensuring alignment between room bookings and department schedules. Identify and resolve potential conflicts or discrepancies in the timetable.

• Room Audits & Inspections: Oversee the running of regular room audits, including managing temporary staff. Carry out ad-hoc room checks to ensure rooms are being used efficiently and effectively.

• Collaboration with Stakeholders: Work closely with Heads of Department, College Managers, academic staff, and central service teams (e.g., Estates, Facilities, Student Services) to address timetable issues and ensure smooth operations.

• Customer Service: Act as the primary point of contact for all timetable and room booking queries from staff, students, and external parties. Provide timely, professional responses to all enquiries.

• System Management: Oversee the Web Room Booking system, ensuring the timetable is up to date. Assist with the setup and maintenance of the timetabling system, ensuring it functions efficiently.

• Event Support: Allocate rooms for key events such as exams, open days, and maintenance works. Ensure that room changes are communicated clearly and promptly.

• Reporting & Documentation: Regularly update and maintain timetable web pages. Ensure accurate records of room bookings and provide clear guidance to staff and students regarding room assignments and timetabling procedures.

• Training & Supervision: Provide training to staff using the timetabling system and supervise temporary staff involved in room audits and other related activities.

Key Skills & Experience:

• Previous experience in timetabling, room booking, or academic administration, ideally within higher education or the public sector.
• Strong organisational skills with the ability to manage multiple tasks, ensuring deadlines are met.
• Excellent communication skills, with the ability to engage with staff, students, and external stakeholders at all levels.
• Proficiency in timetabling and resource management systems (e.g., Syllabus Plus, Web Room Booking) and MS Office tools (Excel, Word, etc.).
• High attention to detail and ability to handle sensitive information with discretion.
• Ability to work well under pressure and adapt to changing priorities.
• A collaborative team player with a proactive approach to problem-solving.

Desirable:

• Experience using timetabling software (e.g., Syllabus Plus, Web Room Booking).
• An understanding of the challenges involved in academic scheduling and balancing space limitations.

Why Join Us:

• Be part of a prestigious London university that is renowned for its academic excellence.
• Join a supportive and collaborative team within a dynamic and evolving academic environment.
• Enjoy a competitive salary and benefits package.
• Contribute to the smooth running of the university’s teaching and academic operations.

This is an exciting opportunity for an organised and proactive individual looking to take the next step in their career within a highly regarded institution.

How to Apply:

To apply, please submit your CV, detailing your relevant experience and why you are the ideal candidate for the role. MLC Partners is managing the recruitment process on behalf of the university.