Timetable Manager (Remote Working)Location : Remote Working Employment type : FULL_TIME Expires : 2021-09-24 Salary range: £40,000 - £45,000
ACM is a specialist creative industries education provider offering a range of Further and Higher Education programmes in subjects including Music Performance, Songwriting and Creative Artistry, Audio Production, Technical Services, Business Management and Game Development. Our creative and dynamic environment blends academic excellence and professionalism alongside leading-edge industry thinking and business innovation. With campuses in Surrey, London and Birmingham, we are also proud to have Metropolis Studios, Europe’s largest recording complex, within our company group.
ACM will incubate potential and talent, supporting the personalised development needs of our students to facilitate a structured path from education to employment.
We provide a safe and supported space where creative talent and imagination can flourish in a caring environment. Barriers to learning are identified through a holistic and person-centred approach to unlock the potential of the individual, enabling personal growth through professional and academic development. Our core aim is for our students to enjoy lifelong sustainable careers underpinned by applied learning and a specialist, cutting-edge curriculum.
Therefore, our vision is to not only be the leader in applied, industry-connected, creative arts education but to also be the leader in care and support for mental health and other traditional barriers to learning, thereby driving up the standards expected within higher and further education.
To provide an immersive student experience, with a curriculum which is connected to the industry in real-time, based on a learning by doing ethos. Our core aim is to build confidence and self-awareness, providing students with the skills necessary to recognise and take opportunities.
Ultimately our mission is to enable students to fulfil their potential and enjoy a sustainable career within the creative arts industry.
The Timetable Manager works as part of ACM’s Registry Team and is accountable for all scheduling matters pertaining to academic staff at ACM in an end to end manner, from timetable design and staff working patterns, through to absence and depping management. The role will support Education Leadership, Pathway Leaders and the Registrar to ensure that faculty comply with policies and procedures.
Working Location: This role is able to be delivered remotely, save for occasional campus visits. You would be responsible for travel to an agreed ACM Campus, which would become your home campus. ACM will cover the cost of travel to other ACM Campuses, as per our expenses policy.
Chairing a Timetabling and Scheduling meeting in which all matters relating to timetabling and scheduling are discussed and decided upon with the appropriate stakeholders.
Maintaining links with other meetings to gather input, feedback and seek approval, as is necessary, on matters pertaining to timetabling and scheduling.
Designing, proposing, agreeing and operating a schedule for timetabling (based on an agreed academic calendar) that provides opportunity for input and feedback loops into the design process from a wide variety of stakeholders across the organisation, including but not limited to education leadership, the head of student experience, pathway leaders, module leaders, academic staff, support staff and students.
Undertaking sufficient training and development to become a power-user of timetabling and scheduling software, keeping up to date with advances in software (that we use and could use), as well as delivering training and user resources in such software to other stakeholders.
Contribute to enhancing student experience and outcomes by working with colleagues including Education Leadership, their direct reports and the Head of Student Experience to create a student driven timetable.
Staffing Resource Management
Ensuring efficiency in design with reference to staffing requirement such that the organisation can deliver its intended product in the most cost effective manner.
Liaising with HR in order to ensure that the appropriate contractual agreements are in place to support the staffing requirement.
Calculation of the relevant FTEs (for variable hours workers)
Liaising with staff in order to ensure that the hours offered to them are agreed by them.
Liaising with HR to ensure that relevant data is captured for the purpose of maintaining accurate personnel and payroll information.
Creation of the relevant timesheet lines for casual workers, if applicable.
Checking the loading of permanent staff members to ensure staff are not under/overloaded and reporting on utilisation. Working with Pathways Leaders and/or other Education Leadership structures to ensure staff are placed appropriately, also taking into consideration their development trajectory.
Ensuring any mid-term changes to FTEs are captured and updated in HRIS.
Scheduling the allocation of staff in areas such as examination invigilation, personal tutor groups, open days etc.
Room Resource Management
To be the key point of contact for all resource management queries pertaining to the delivery of education, including teaching staff, rooming, specialist facilities and financial impact.
To work with colleagues in Buildings, Facilities and IT teams in order to ensure the relevant on-campus rooms and facilities are appropriate and available for the timetabled education delivery.
To work with colleagues on planning such that future student numbers are planned for in the timetabling process.
Undertaking sufficient training to become a power-user of room booking software, keeping up to date with advances in software (that we use and could use), as well as delivering training and user resources in such software to other stakeholders.
To maintain availability and bookoff periods of rooms within the room booking system in accordance with the academic calendar and special events.
To maintain data and provide reporting on utilisation of resources ; from attendance through to room and tutorial utilisation.
Liaising with external venues regarding usage requirements, if campus facilities are not sufficient/available.
Absence and Depping
To be the key point of contact for all staff reporting absence, and the person to resolve the depping need that arises from such reports, logging everything within HRIS to ensure employment compliance.
To liaise with HR to schedule periods of tutor leave / mandatory leave, ensuring compatibility with the timetable and that HR load in leave to HRIS ahead of schedule.
Policy and Process
Develop and implement institutional policy and process on timetabling and room booking
To maintain communications with staff, tutors and students on all of the above.
- 5 years or more in timetabling / resource scheduling within an education setting.
- Working experience using timetabling / resource scheduling software.
- Taking a proactive approach to forward planning, whilst remaining flexible to changing needs.
- Working, influencing and negotiating with stakeholder groups.
- Excellent written and oral communication skills with an ability to produce clear, written reports and present data in an accessible way for non-technical users.
- Good organisational and time management skills; scheduling and prioritising multiple projects and tasks with varying deadlines;
- Excellent customer service ethos to enable effective delivery of services to internal and external stakeholders at all levels;
- Creative and innovative approach to problem solving;
- Ability to manage change and respond positively to new challenges;
- Ability to work under pressure;
- A flexible and adaptable attitude;
- 5 years or more experience of timetabling / resource scheduling within a multi-campus, multi-programme education setting.
- Advanced use of CELCAT Timetabling Software.
- Other IT / Data / Database skills/knowledge/experience, as is useful and appropriate when working in this space.
All ACM staff work to the same values which are:
To empower individuals from diverse backgrounds, to maintain accessibility, and provide an inclusive organisational culture.
To provide environments that support personal and professional development through a holistic approach and bring the benefits of the creative arts to the wider community.
Agility and innovation
To provide an inspiring organisational culture that embraces innovation through openness, flexibility, creativity and self-evaluation.
To recognise the benefits of working closely with industry and others, to embrace new technologies, and to provide meaningful opportunities, in order to enhance learning.
Professional and academically strong standards
To provide state of the art professional environments, to inspire determination and enthusiasm, and ensure high professional and academic standards
Please be aware all ACM staff must undergo a Disclosure and Barring Service Check prior to starting. This will need to be renewed once every three years.
This job purpose reflects the core activities of the post. As the Department and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. ACM expects that the post-holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the job purpose become necessary, the post-holder will be consulted and the changes reflected in a revised job purpose.
ACM reserve the right to close job adverts earlier than the advertised end date where required based on volume of applications.
Apply for this job
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Application forms should be returned by the advertised closing date to firstname.lastname@example.org or by post:
HR and Recruitment Team
The Academy of Contemporary Music
The Rodboro Buildings, Bridge Street, Guildford, Surrey, GU1 4SB
Please note some positions may be subject to a Disclosure and Barring Service check.
Each job advertisement will detail the closing date for applications. We regret that we are not able to accept applications received after this date. Once shortlisting has taken place, successful candidates will be contacted by the HR and Recruitment Team and invited to attend an interview.
Due to the volume of applications we receive for our vacancies, it is not possible to keep in touch with every applicant. Therefore we would ask you to assume that if you have not heard from us within 4 weeks of the advertised closing date, your application has not been successful on this occasion.