Timetabling and Attendance Manager. Candidate Brochure
Inside.
Discover more about us. Sustainability. Our mission, vision and values. Our Locations. Job Description. Person Specification . An inspiring place to work. Equality, Diversity and Inclusion. Application Process.
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For more than 60 years, Canterbury Christ Church University has been a big part of the Kent community, providing education which makes a real and positive difference to people’s lives.
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1 st in the UK for graduates in employment *
20,000 students
76 %
Our University started out as a teacher training college in the 1960s in response to a national shortage of teachers. Today we continue to shape our courses and research around critical social issues both nationally and globally. We are recognised as a leader in education, research and enterprise that supports the South East region’s growth and economy and that is focused delivering an excellent and inclusive experience that provides enterprising, professional graduates. We want to do more than just provide our students with a high-quality education. We also want to work in partnership with our students to ensure they graduate with an understanding of the challenges facing society and our world, and have the skills, commitment and personal qualities needed to help address them. Discover more about us. For more than 60 years, Canterbury Christ Church University has been a big part of the Kent community, providing education which makes a real and positive difference to people’s lives.
72% Full-time
Above the national
The average age of our students is now 30.5 years (HESA 2021/22).
average for graduates in highly skilled employment **
28% Part-time
We work with several hundred sessional staff who help to provide expertise
Our University provides
employment for many local people across Kent and Medway.
Staff employed 1500
and industry knowledge.
REF 2021, which assessed the quality of research in the preceding seven years, found that Canterbury Christ Church University had more than doubled its proportion of world-leading (4*) research and quadrupled its proportion of world-leading (4*) impact since 2014.
Modern University in Historic Locations
Diverse, global, dynamic community
£150m Buildings for STEM and Creative Arts
* Out of 100 Higher Education Institutions with 3,000 or more graduates, HESA: Graduate Outcomes 2023 ** Nearly two-thirds of Christ Church graduates are in highly skilled graduate-level employment 15 months after completing their studies, 5 percentage points higher than the national average (71%)
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Sustainability.
Our mission, vision and values.
We are firmly rooted in Kent and Medway’s communities – from Canterbury to Tunbridge Wells and Medway – and we therefore recognise our significant role in protecting and enhancing our wider environment.
OUR MISSION Inspired by our Church of England foundation, the University’s mission is to pursue excellence in higher education: transforming individuals, creating knowledge, enriching communities and building a sustainable future. OUR VISION We will be recognised as a leader in education, research and enterprise that supports the South East region’s growth and economy, building on our heritage as a globally connected, dynamic and innovative University, delivering an excellent and inclusive experience that provides enterprising, professional graduates. WE VALUE • The development of the whole person, respecting and nurturing the inherent dignity and potential of each individual • The integration of excellent teaching, research and knowledge exchange • Power of higher education to enrich individuals, communities and nations • Our friendly, inclusive and professional community of students and staff, preparing individuals to contribute to a just and sustainable future.
Learn more about sustainability at Canterbury Christ Church University
Our mission is to pursue excellence in higher education: transforming individuals, creating knowledge, enriching communities and building a sustainable future.
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Our locations. Our network of campuses and centres stretches across Kent and Medway, and are a vital part of the local communities.
CANTERBURY CAMPUS The largest of our campuses, Canterbury is a World Heritage Site and a historic cathedral city.
AUGUSTINE HOUSE Our flagship library and student services building at the heart of Canterbury’s city centre.
MEDWAY CAMPUS Our Medway Campus is a stone’s throw away from the Historic Dockyard, which is home to a cinema and restaurant complex.
ARTS AND CULTURE VENUES Arts and Culture events take place in a number of different venues across our campuses.
CHRIST CHURCH SPORTS CENTRE The centre features a fully equipped sports hall, fitness suite and sport and exercise studio. Visit the Sports Centre web pages
SALOMONS INSTITUTE, TUNBRIDGE WELLS The Salomons Institute is home to professional and postgraduate study.
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MAIN PURPOSE OF THE ROLE This is a vital role reporting to the Head of Timetabling and Attendance with the remit to manage the day-to-day operation of the university’s Timetabling and Rooming systems and allocation of learning and teaching activities across the University’s spaces and campuses. This role also manages the operation of the Attendance Monitoring System, to ensure it is providing consistent attendance information for all students. Under the direction of the Head of Timetabling and Attendance, the role holder will ensure our systems support an excellent individual timetabling and rooming experience for students and staff, and efficient attendance monitoring. The role holder will oversee the team responsible for the production of Individual Student Timetables (IST) and optimal use of the University estate for learning and teaching purposes, and also delivering the subsequent attendance monitoring made possible by the IST. The role holder will be expected to prepare reports and briefing papers for committees, working groups and senior managers on matters relating to timetabling, rooming and attendance monitoring. The role holder will oversee the Timetabling and Attendance Team to ensure that our systems and processes are customer focused, streamlined, efficient and continuously improving, to meet the needs of our students and staff. The role holder will be outward facing and build strong working relationships with faculties and other professional services departments. The role will work particularly closely with the Registrations and Engagement team in Registry to support oversight of engagement through data on attendance.
Job Description.
Canterbury Christ Church University
Job Title Location
Timetabling and Attendance Manager
Canterbury
Reports to:
Head of Timetabling and Attendance Timetabling and Attendance Team
Responsible for:
BACKGROUND The Timetabling and Attendance team are part of Registry Services. Registry encompasses responsibilities for the following areas: Student Records Data Management, SITS User Engagement, Timetabling and Attendance Monitoring, Assessments Administration, Student Records Administration, Registration, and Partnership Administration. The Timetabling and Attendance team are responsible for managing the systems supporting Timetabling processes (Scientia, Syllabus Plus Anywhere, UniTimetables, My Timetable, My Bookings) and the systems supporting attendance monitoring processes (TDS). The team has responsibility for the effective implementation and use of the system to accurately record student attendance and ensuring the data within the system is understood and available to effectively inform university processes and for operational reporting. Timetabling and recording student attendance on learning activities are a critical and influential aspect of the student experience. The role is responsible for ensuring the effective operation of these key student services. The team demonstrates a strong technical understanding of our timetabling and attendance system and work effectively between IT teams, service users and process owners. The team has responsibility for production of and the co-ordination of operational reports from the timetabling and attendance systems and for oversight and assurance of timetabling and attendance data quality. The team has responsibility for ensuring the data within the system is understood and effectively utilised by university staff through clear communication about relevant processes, procedures, guidance and staff / student training.
MAIN DUTIES Projects
1. Under the direction of the Head of Timetabling and Attendance, to lead the delivery of the Smart Timetabling Project, changing how and when timetables are designed and delivered, using systematic timetable design to deliver the most appropriate timetables for the most students and staff, and making the best use of the University estate.
2. Under the direction of the Head of Timetabling and Attendance, to lead the upgrade of the TDS system and ensure enhancements to the interface are utilised to support the attendance monitoring processes and policy. Systems 3. To oversee and maintain the University’s timetabling processes to agreed timelines, to minimise potential clashes and optimise the student and staff experience. 4. To oversee and maintain the University’s attendance monitoring processes to agreed timelines, to support the Universities strategies and policies on monitoring student engagement with learning and legal and compliance requirements the university has regarding monitoring student attendance. 5. To define, document and continuously evaluate and improve processes relating to systems operations, integrations and the flow of data. 6. To work closely with colleagues in other Professional Services to develop business intelligence reports, metrics and Key Performance Indicators to inform decision making relating to and drawing on data from our Timetabling and Attendance Systems. 7. To monitor the performance of the systems and liaise with the software supplier in respect of performance issues, product enhancement, bugs and specialist training events. 8. To build effective supplier relationships to support the maintenance and enhancement of the University’s Timetabling and Attendance systems, helping to negotiate and deliver effective Service Level Agreements in discussion with our Account Managers. 9. To be responsible for ensuring that the information and records processed (received, created, used, stored, destroyed) on behalf of the University are managed in compliance with all applicable legislation, codes and policies including General Data Protection Regulation, Information Security and Data Quality. 10.To periodically review and update relevant University policies and procedures including Timetabling & Rooming, Cancellations & Amendments, Space Management (providing input) and other related policies and procedures and guidance to students as necessary and to provide input into Engagement policies. 11.To advise and inform staff within the University in respect of Scientia, TDS and other relevant software, associated processes and procedures.
12.To lead on the design, development and delivery of workshops and training events related to timetabling and attendance systems, policies and processes (e.g. training sessions and materials to enhance staff understanding of the timetabling and rooming systems, and expectations to ensure the system use is optimised). 13.To prepare and present briefing papers for committees, working groups and senior managers on matters relating to space utilisation and timetabling and attendance monitoring. 14.To advise on the impact of planned changes to the University estate and its approach to learning & teaching from a timetabling and rooming perspective. To liaise closely with Estates & Facilities to undertake annual space utilisation Team management 15.To lead and manage the timetabling and attendance team and identify, direct, prioritise and pro-actively manage the pipeline of projects, systems developments and process improvements alongside Business-as-Usual activities to support the needs of the business e.g. working collaboratively with colleagues across the university to bring the publication of student timetables forward in the academic year to enhance the student experience. 16.To promote, facilitate a culture of solutions-focussed problem-solving in the timetabling and attendance team. To ensure collaborative working between the Timetabling and Attendance team and wider Registry and University teams to ensure the impact of changes in data and data flow are managed effectively. General • To deputise for the Head of Timetabling and Attendance as needed, to undertake any other duties commensurate with the grade and level of responsibility of this post, for which the post holder has the necessary, experience, and/or training as required. • Working in accordance with the University’s Equal Opportunities Policy, promoting equality and diversity in the workplace. • Undertaking continuous personal and professional development and supports it for any staff managed through effective use of the University’s Positive Performance Conversations scheme and staff development opportunities. • Undertaking health and safety duties and responsibilities appropriate to the role.
Person Specification .
QUALIFICATIONS AND TRAINING EXPERIENCE AND KNOWLEDGE
SKILLS AND ATTRIBUTES
QUALITIES
Essential • Degree or equivalent experience in relevant discipline Assesment: Application, Certificates
Essential • Experience of timetabling, including developing and applying processes and procedures • Experience of responding to feedback to enhance the user experience • Experience of staff management and development • Experience of technical systems management • Experience of developing the knowledge of others, particularly in translating complex information into meaning for diverse audiences • Experience of designing, developing and delivering training to a technical and non- technical audience of stakeholders • Awareness of the complexity of the Further and/or Higher Education sector Desirable • Experience of attendance monitoring, including developing and applying processes and procedures Application form/interview
Essential • Strong written and oral communication skills with ability to write reports and give presentations constructing a compelling, evidence-based case to inform decision making to a wide range of stakeholders. • Demonstrable analytical skills • Excellent customer service to internal and external stakeholders at all levels • Demonstrable ability to work collaboratively and build effective working relationships with Faculties, Schools and Professional Services within the University and external organisations • Ability to manage change and respond positively to new challenges • Ability to manage and motivate a team • Creative and innovative approach to problem solving Assesment: Application Form, interview
Essential • Self-motivated, enthusiastic and able to work on own initiative • Ability to manage information confidentially and sensitively • An ambassador for professionalism and customer service • Integrity and honesty • Team player, both within the Directorate and the wider University • A methodical and organised approach to work • Excellent time management skills to schedule and prioritise multiple projects with varying deadlines • A high degree of judgement to make recommendations or decisions • Willingness to work flexible hours including occasional evening and weekend work Assesment: Application form, interview
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An inspiring place to work. Working at Canterbury Christ Church University
Equality, diversity and inclusion.
88% of our staff say Canterbury Christ Church University is a friendly place to work and we offer a diverse range of benefits, work-life balance and learning and development opportunities to our staff.
At Canterbury Christ Church University we’re proud that we attract a hugely diverse population of students and staff from all over the world.
Further information can be viewed at Work Benefits and Working For Us.
We value diversity and believe that everyone deserves an equal opportunity to succeed. Equality, Diversity and Inclusion are central to our ethos and underpin everything that we do. The University strives to be an open and accessible organisation; one that upholds the values of equality and diversity and actively stands against all forms of discrimination. You can learn more about our approach to equality, diversity and inclusion here. CLOSING OUR GAP Our campaign to share how our University is working to reduce the attainment gap between white students and BAME students through our inclusive curriculum, academic research and the engagement opportunities that are available to students, staff and our wider academic community. You can learn more here.
THE COUNTY OF KENT AND CITY OF CANTERBURY Kent is a county that offers scenic countryside and wonderful coastlines as well as excellent accessibility to London and Mainland Europe. Kent has a spectacular coastline and there are some wonderful seaside towns. Across the County there are many hidden gems like market towns and picturesque villages. Canterbury combines cultural activities and highly rated educational establishments with historic landmarks and nearby nature, with it regularly being ranked as one of the best places to live and work in the South East region.
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Application process.
The University is being supported on this recruitment campaign by the search consultancy MRG University People. To arrange a briefing conversation please contact our advisor CHARLOTTE TUREDI charlotte.turedi@universitypeople.co.uk 07852 131 794 Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages). Applications should be sent to: charlotte.turedi@universitypeople.co.uk Closing Date for applications is Sunday 5th November.
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