Job Description

Job Advert Summary

Eduvos is looking to employ the services of a

Lead: Timetables

, to be based at any of our National Eduvos campuses, on a

permanent

basis.

Type of position:

Permanent

Purpose of the position:

To manage scheduling operations, co-ordination, quality checks, stakeholder and query management for the assigned cluster of campuses using timetable systems and process to reflect business decisions and to align with modes of deliver.

Minimum Requirements

Minimum qualification:

BSc Degree in Information Systems or Data Analytics or Business Analytics or IT or similar qualification (Honours degree will be an advantage)

Experience:

At least 1-2 years' experience in a timetabling/scheduling role Previous experience in timetable coordination within Higher Education (advantageous)

Duties and Responsibilities

Responsibilities

:



As the

Lead: Timetables

, you will primarily be responsible for:

Accountability operating / financial results accountable for (delegated work)

Maintain accountability for the quality and integrity of timetables across an assigned cluster of campuses by strictly adhering to established timetable processes and standards. Use the timetable systems to accurately translate business decisions and varied modes of delivery into the final schedule (Timeous delivery of tasks according to timetable project plan, Quality of timetabling deliverable, Timeous and quality stakeholder training) Manage the case resolution lifecycle for a designated portfolio of campuses, ensuring all timetable-related issues and inquiries are processed and finalised within expected performance benchmarks (Timeous resolution of timetabling queries)

Operational process outputs (doing the operational work)

2. Operational Auditing and Resource Allocation Efficiency:

Conduct comprehensive internal audits of scheduling loads and finalised schedules throughout the year. Identify and document 'lessons learned' from each scheduling cycle to inform best practices and ensure the most efficient allocation of resources for future years. Develop and recommend actionable changes to relevant parties, including clear action plans and timelines for implementation in the next scheduling cycle. Contribute to the ongoing development and maintenance of Standard Operating Procedures (SOPs) for the timetabling function. Strategic Scheduling Coordination & Oversight: Lead and direct daily scheduling operations and processes, providing expert supervision to ensure the seamless delivery of the institutional timetable. Take ownership of coordinating all scheduling operations, acting as the primary point of contact for execution. Assist in operational and scheduling planning.

3. Verify and confirm the accuracy of all core data linkages (qualification, lecturer, student, and venue) to modules on offer prior to scheduling.


Ensure the robust and effective setup of information systems to guarantee the reliability of venue and timetable information. Conduct mandatory quality assurance checks on all scheduled data to streamline development and amendment processes. Timetable Process Governance and Data Integrity: Enforce strict adherence to established timetable processes, policies, and procedural guidelines across all scheduling activities. Implement a rigorous data quality assurance regime to ensure all relevant information on the database is current, facilitating efficient timetable development and amendments. Plan and Monitor the Design and deliver targeted training and support to faculties and campuses, promoting the effective use of relevant timetabling databases, systems, and documentation. Identify operations and system usage effectiveness, identifies trends and issues and address and resolve through training and enablement

4. Ensure sufficient team capacity for assigned cluster of campuses

5. System Management and Venue Utilisation Optimisation:

Proactively manage and maintain the timetable information system to guarantee the provision of reliable, up-to-date information regarding venues and capacity. Drive continuous efficiency improvements through system optimization, maximizing resource allocation and venue utilisation. Contribute to development and maintenance of SOP's, Continuous improvement, reflection and feedback.

6. Monitor performance on all KPI's, do trend and underlying issues analysis; and pro-actively raise issues to take preventative actions

7. Management and Leadership

Team Leadership, Training, and Capacity Building Lead the training, professional development, and technical support of the timetabling team to ensure a high level of expertise and operational capacity.

Stakeholder engagement and communications

8. Stakeholder Management and Student Experience Enhancement:


Cultivate robust engagement with key internal stakeholders to gather input and provide regular updates on timetabling initiatives. Leverage stakeholder feedback to drive operational improvements that directly enhance the overall student experience. Work closely with Campus Timetable Schedulers, Programme Managers / Academic and Student Experience Managers / Programme convenors on how unique campus requirements can be accommodated and aligned to the overall approach / process / strategy

Functional and Behavioural Competencies

Functional competencies:

Knowledge of timetabling systems Understanding of systems, system analysis and design Understanding of project management Advanced Microsoft Excel Skills

Behavioural competencies:

Initiative and responsibility Constructive teamwork Relations and networking Influence Effective communication (verbal and written) Analysis and judgment / problem solving - strong analytical thinking Systematic approach (planning and organising) * Execution