Timetabling Advisor

Job Purpose 

To support the use and development of the University’s timetabling and room booking system, and its users, building relationships with colleagues across the University working on room allocation and bookings within Colleges and University services, ensuring consistency of approach with the other members of the Space Management and Timetabling team.

Main Duties and Responsibilities 

1.  Space Management

1.1   To contribute to the annual production of the teaching timetable.

1.2   To process non-teaching and ad hoc booking requests throughout the year.

1.3   To work with Colleges, Schools, Services, student groups and external partners to ensure appropriate space allocation and effective utilisation.

1.4   To use data and reports to identify any issues or inconsistencies, making recommendations for resolution.

1.5   Develop detailed knowledge of all policies and procedures and ensure that these are consistently applied in allocation of rooms.

2.      Product development:

2.1   To contribute to the evaluation and testing of system updates and new functionality.

2.2 To maintain documentation in line with agreed quality standards, guidelines and procedures.

3.      Business Process Improvement:

3.1   To assist with the collection of requirements identified by users, either for new functionality or changes to meet statutory requirements.

3.2   To support and encourage the adoption of new business processes, including communication, training and user engagement.

3.3   To employ appropriate skills and techniques to build relationships and help manage resistance to change.

3.4   To use knowledge of timetabling and the teaching estate to assist, support and engage with colleagues across the University to promote and embed changes.

4.      Customer Service:

4.1   Deliver excellent customer service through effective communications and by providing a timely response to enquiries.

4.2   To respond to support calls relating to timetabling using knowledge of the system to resolve queries.

4.3   To assist staff in identifying issues with data and providing advice to enable them to resolve these issues.

4.4   To develop a detailed understanding of the timetabling system and the end-to-end process relating to timetabling and student enrolment, using this knowledge to educate and inform users of the system.

4.5   To assist with training users and supporting refresher sessions.

4.6   To review user guides to ensure they are fit for purpose and make amendments resulting from any changes to the system or associated processes.

4.7   Monitor requests for maintenance and repairs to centrally managed space, checking on completion where required.

4.8   Provide information as required for use with other services including Janitorial, Operations and other support services, e.g. provide quotes for hire rates/janitorial overtime to internal & external clients where appropriate and gathering relevant invoice/account details.

5.      Training and Development:

5.1   To develop and continuously update a detailed knowledge of system functionality and related business processes.

5.2   To ensure that specialist knowledge is used when engaging with users of the system through either support or development/change activities.

5.3   To 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. Or: Scottish 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 on Grade 4, £22,681 – £25,138 per annum.

This post is full time (35 hours p/w) and fixed term to 2 June 2026.

Please Note: If you are a current employee of the University of Glasgow, please be advised that the University would consider an internal secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for internal secondment from their line manager before making a formal application.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

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 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.