University of Derby

Job details


The Registry

Responsible to

Scheduling & Space Officer


Kedleston Road, Derby Campus


£26,363 to £28,827 per annum (for exceptional performers, there is scope for further progression up to £32,838 per annum)

Closing date

Sunday 8 October 2023

Contract type


Post type




About the role

This role will provide a focus for the Timetabling unit, assuming responsibility for the provision of an efficient, student and staff centred timetable, the role will also include responsibility for the booking of rooms to support non-academic requirements. You will act as a contact point for designated areas and will work with the programme team and/or timetable co-ordinator to deliver an excellent service. 

You will be responsible for ensuring data quality within a right first time ethos for all data within your business area, supported by an awareness and understanding of the data processed within your area, particularly data classed as personal or sensitive. You will also be comfortable with using technology to gather information to gain a clear understanding of the requirements. You will have a working knowledge of the wider services of the Registry to enable you to deliver a seamless service to students and staff.

You will support the wider work of the Registry across a range of programmes from FE, UG and PG, providing an excellent student experience and assisting in key University operational activities e.g. enrolment, awards ceremonies, acting as a focus for the central timetabling team for the purpose of delivering personalised timetables to all staff and students, whilst ensuring the best use of all University space and enhancing the student experience.

Principal accountabilities

  • To be responsible for ensuring that the data within the timetabling system is accurate and up to date at all times by working in continuous collaboration with the Colleges and professional services. This will include continuous audit to ensure accuracy of the timetables and to resolve any omissions or errors on timetabling information with the relevant stakeholders.
  • To take a lead on the timetable production process for designated areas, coordinating with academic colleagues to ensure the creation of a timetable that promotes the student experience and optimises space utilisation. The delivered timetable will include classroom based delivery, exams and induction schedules.
  • To advise academic staff formulating proposals for new and revised curriculum delivery, ensuring conformity with university norms, practices and policy, and identifying and resolving issues necessary to course scheduling.
  • Provide advice on successful course scheduling and delivery patterns, and feedback on academic timetabling to influence future changes to programmes, maintaining a close relationship within the Registry and Colleges. Providing operational advice on the timetabling process and policy, resolving complex enquiries.
  • Responsible for all room booking requests, ensuring that all room booking queries are dealt with professionally.
  • Responsible for performing the class scheduling process within PeopleSoft, ensuring that the data reflects the timetable provision.
  • Responsible for the provision of personalised timetables for all students within allocated areas, ensuring that the student experience is optimised, and that all personalised timetables are available within the stipulated timeframe.
  • To maintain a detailed knowledge and understanding of the academic process and University systems, and their alignment with timetabling.
  • May be asked to provide line Management and associated support for other members of the team.
  • Plan, organise and prioritise own workload and provide cover for other members of the team. Using initiative to deal appropriately with changing priorities and situations.
  • Registry staff may be expected, from time to time, to work in other areas of the Registry, including other sites.
  • This is not a complete list of all duties and responsibilities, the post-holder may be required to undertake other duties commensurate with the level and skills/qualifications of this role.

    Person specification
    Essential Criteria

    • Educated to HND level standard or equivalent demonstrable work-based experience.


    • Confidence and successful experience in using software applications, particularly involving the manipulation of complex information.
    • Experience of delivering a good customer service to stakeholders and providing advice and guidance to others.
    • Experience of understanding and applying data protection requirements.

    Skills, knowledge & abilities

    • Excellent interpersonal skills. Ability to demonstrate tact and diplomacy in dealing with a wide range of contacts both internal and external to the University.
    • Data handling skills, with the ability to collate, verify, analyse, and report on complex data.
    • Creating innovative solutions to problems, addressing the root cause.
    • Working collaboratively across boundaries to achieve common goals.
    • Ability to take a professional approach and work on own initiative.
    • Ability to manage own time / priorities the work of others in the team effectively as required.
    • Ability to adapt and be flexible.
    • Ability to understand and apply regulations/rules e.g. GDPR.
    • Confident to demonstrate digital competency across a range of technologies, including but not limited to Microsoft Office.
    • Excellent organisational skills.
    • A methodical, creative and accurate approach to the handling and collation of data.
    • Is a positive role model to the team.
    • Is able to take responsibility and proactively provides solutions to resolve matters taking on a sense of ownership.
    • Doesn’t take things at face value; is confident to question and investigate beyond first impressions to make informed decisions on actions.
    • Thinks outside of the box and looks for more efficient ways of doing things for themselves and others in an engaging and effective way.
    • Is able to see and consider the bigger picture; asking searching questions to resolve issues in a timely manner, focusing on the customer and business needs at all times.

    Desirable Criteria

    • Educated to degree level standard or equivalent demonstrable work based experience.
    • IT qualifications e.g. word processing, spreadsheets, web development etc.
    • Customer Service Qualifications.


    • Experience of computerised timetable systems.
    • Experience of complex timetabling/scheduling activities within education.
    • Experience of working in the Higher Education sector.

    Skills, knowledge & abilities

    • Knowledge of timetabling or scheduling software.
    • Ability to assimilate written and verbal information.
    • Ability to work in a fast paced environment.


    As well as competitive pay scales, we offer generous holiday entitlement. We also offer opportunities for further salary progression based on performance, and the opportunity to join a contributory pension scheme.

    Find out more about pay and benefitsFind out more about pay and benefits

    How to apply

    You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly as this will be our main means of contacting you regarding your application.

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    • Advice on completing your applicationAdvice on completing your application

    If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at [email protected] .

    Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.

    Important information

    Please note that unfortunately, this role will not attract sufficient points to obtain a sponsored Skilled Worker visa under the UK Visas & Immigration points based immigration system; however, applications are welcome from candidates who do not currently have the right to work in the UK, but who would be eligible to obtain a valid visa via another route..

    Please consult the Home office website for further information.

    Equality, diversity, inclusion and wellbeing

    The University of Derby is committed to promoting equality, diversity and inclusion. However you identify, we actively celebrate the knowledge, experience and talents each person brings.

    A university that celebrates youA university that celebrates you

    Further details

    Download Scheduler job descriptionDownload Scheduler job description

    Why join Derby?

    Challenging, interesting and constantly changing, the University of Derby is an extraordinary place to learn and an incredibly rewarding place to work.

    Find out more about working at the UniversityFind out more about working at the University

    We are committed to safeguarding and promoting the welfare of children and vulnerable adults and expect everyone who works for us to also share this commitment and to treat people with courtesy and respect.

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