Job Listing

Timetable Administrator

Location : guildford Employment type : FULL_TIME Expires : 2023-01-29

ACM is a specialist creative industries education provider with approximately 2,200 students on a range of FE and HE programmes in Music Performance, Creative Artistry, 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.

ACM’s Vision:

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.

ACM’s Mission:

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.


Reporting to the Timetabling Manager, this role will ensure the accurate and timely data collection processes and the production of the timetables across a suite of programmes, such as undergraduate degrees, postgraduate degrees and FE. This role requires proactively managing tasks and conflicting demands, working to tight deadlines and proven organisational ability in all aspects of planning and timetable production, and will work closely and collaboratively with departments across ACM. This role provides opportunities to take ownership of assigned projects and to contribute to important developments of timetabling processes. This role requires an experienced timetabler looking for opportunities to further develop their skills in this area and to contribute to an institution more broadly.


  • To be involved with planning, production and delivery of the academic timetable, including classes, co-curricular and extra-curricular activities 
  • To support the development of the timetabling function and contribute to the improvement of the timetabling processes 
  • To use the timetable database Celcat and make full use of its functionality to produce the best timetable solution and service for staff and students 
  • To devise the student groups in Celcat, maintaining these whilst proactively checking for student clashes, conflicts and problem solving as required 
  • To ensure the timetable data collection processes is efficient and the data used for timetabling is accurate and up to date 
  • To ensure the most appropriate spaces are allocated for teaching 
  • To be involved with data quality checks and reporting 
  • To be proactive in collaborating with other departments within ACM in matters relating timetabling and scheduling 
  • To provide advice and support to students and staff on their timetables 
  • To work closely with other departments across ACM to schedule the Inductions and other timetables 
  • Ensure that ACM protocols and policies in relation to timetables are adhered to. 
  • Monitor the use of timetabled and other ACM space and contribute to space management activities Other Duties 
  • Providing support (including cover support) to the Digital Education team during busy periods and appropriate to skillset, and undertaking other duties as assigned by management. 
  • Foster a positive work environment with a good team spirit, including the wider professional departments, with quality student services and student experience at the 
  • To update and manage all event Titles in CELCAT and to make sure they fall in line with Digital Education specifications for each Term.
  • To make any required changes for all pathways from Registry/Admissions on CELCAT.
  • Make changes in Canvas for all schedules once updated in CELCAT using SIS import of csv files.
  • To provide FTE file updates from CELCAT as needed by HR ahead of each term 
  • To allocate resources to the timetable and resolve clashes in the provision of teaching resources.


Essential Skills

  • Strong interpersonal and intercultural communication skills as well as a positive attitude 
  • The ability to adapt to changing circumstances and environments, demonstrating agility and flexibility 
  • An ability to work calmly and accurately whilst meeting deadlines 
  • A strong administrator with excellent IT skills across Microsoft products: Word, Excel, Adobe, and Powerpoint

Essential Experience

  • Administrative experience of timetabling software (CELCAT 2 years experience min)
  • Experience with a variety of platforms e.g. Google applications, virtual learning environments (VLE), student information systems etc. 
  • Experience of the production of academic timetabling in a higher educational setting 
  • Experience of data entry and manipulation, with strong attention to detail 

Desirable Skills

  • Knowledge of Canvas (VLE)


The salary offered for this role will be commensurate with skills and experience in a similar role. Please state your current salary and your salary expectations on your application form when applying. 


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.

Supportive environments

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

ACM is committed to safeguarding and promoting the welfare and wellbeing of our students and staff and follow Safer Recruitment processes.  All Applicants will be required to complete screening appropriate to the post. This includes a Disclosure and Barring Service check and checks with past employers. 

ACM reserves the right to close job adverts earlier than the advertised end date where required based on volume of applications.


Apply for this job

To apply for one of our vacancies please download and complete an application form. Please note CVs cannot be submitted without a completed form.

Application Form

Application forms should be returned by the advertised closing date to

All applicants will be required to complete screening appropriate to the post. This includes a Disclosure and Barring Service check and checks with past employers.

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.