Central Timetabling Office (CTO) Manager  

Key Relationships: 

• CTO Manager
• Deans and Vice Deans of Schools
• Director of the Centre of Education and Lifelong Learning
• Members of Academic Faculty
• Academic Operations Manager
• Timetabling Coordinators
• Programme Coordinators
• Commercial Office/Facilities
• Registry Service Teams
• Technology One (software providers)

Key Responsibilities: 

• Support the CTO Manager in the delivery of a learner-centred CTO service, including the launch of the new NCI Timetabling Service in September 2024.
• Support the CTO Manager to regularly review the accessibility, accuracy and impact of the CTO service on key stakeholders.
• Be responsible for overseeing responses to staff and student queries and escalating challenges to the CTO Manager as appropriate.
• Undertake the scheduling of teaching activities and allocation of teaching spaces under the direction of the CTO Manager.
• Ensure accurate and complete programme and module information is underpins the publication of NCI timetables. 
• Ensure that key milestones for the production of the teaching timetable, room booking and other related business activities are communicated and adhered to.
• Support the publication of timetables and process approved change requests to relevant teaching staff and students.
• Seek to identify resolutions to teaching space allocation challenges.
• Seek to identify areas of continuous improvement to enhance the experience of users (staff and students).
• Any other ad hoc duties required to assist the CTO Manager in creating and managing the timetables for the college.
• Provide technical support to users of timetabling and room booking systems, escalating to IT or software providers when necessary.  

Key Attributes & Experience:

• At least 2 years’ experience in an administration role in Higher Education.
• Experience of scheduling/timetabling in a higher education environment;
• Experience of managing complex workloads to challenging timescales;
• Proven track record of meeting targets, working successfully in a task driven and results focused environment.
• Experience of liaising with a wide range of stakeholders often in a time pressurised environment.
• Demonstrable analytical skills and a systematic approach to problem solving.
• High accuracy and attention to detail.
• Excellent time management skills.

Contract: 

Permanent 

Salary: 

€37,271 – €53,839 Specialist Administrator Salary Band

Annual Leave: 

24 days per annum pro rata

Hours:

Full time

Application Process:

To apply, please e-mail your cover letter and CV both in PDF format ONLY, quoting reference number: NCI 1067 to: recruitment-cdolan@ncirl.ie by 5:00 pm, 29th August 2023.

Note: The functions and responsibilities assigned to the Specialist Timetabling Administrator are based on the current stated role and objectives of the College. These functions and responsibilities may alter in line with any change in the role and objectives of the College.

The successful applicant will be subject to Garda Vetting and must not have any convictions under the Sex Offenders Act 2001.

The Importance of Confidentiality

We would like to assure you that protecting confidentiality is our number one priority. You can expect that all enquires, applications and all aspects of the proceedings are treated as strictly confidential and are not disclosed to anyone, outside those directly involved in that aspect of the process.

Candidates' Obligations

In submitting a completed Curriculum Vitae and supporting documentation, candidates are declaring:

• That all the particulars furnished in their application are true and correct without omission and that they are aware of the qualifications and particulars for this position.
• That to the best of their knowledge that there is nothing in relation to their conduct, character or personal background of any nature that would adversely affect the position of trust in which they would be placed by virtue of this appointment.
• Their irrevocable consent to NCI making such enquiries as deemed necessary in respect of their suitability for the post in respect of which their application is made.
• Their acceptance and confirmation of the entitlement of NCI, as appropriate to, reject their application, or to terminate their employment (in the event of a contract of employment having been entered into on foot of this competition) if they have omitted to furnish NCI with any information relevant to their application or their continued employment or where they have made any false statement or misrepresentation relevant to this application or their continuing employment with the College. #

Candidates should note that they may be required to submit documentary evidence in support of any particulars given by them in their application for the post.

Data Protection Acts 1988 to 2018 and the Freedom of Information Acts 1997 to 2014 as amended

Data collected for the purposes of recruitment activities

NCI conducts recruitment processes to fill vacancies within the college. When applying for these competitions applicants are asked to submit a range of documents, e.g., a completed application form, CV and/or a personal statement or cover letter. For the purposes of recruitment activities, we will not collect any personal data that we do not need to assess your candidature for a role with us.

Legal Basis for Processing

NCI ’s legal basis for the processing of this data is a combination of individual consent, contractual necessity and legal obligations.

Withdrawal of Consent

Applicants can withdraw their consent for the processing of their personal data at any time by notifying the College. It is important to note that withdrawal of consent prior to the completion of the process will be considered as a withdrawal of the application.

What we do with your data

People who are directly employed by NCI and are based in Ireland process all the personal data collected for both recruitment and HR purposes.

Shortlisting

HR draft up the shortlisting documents and provide the initial screening to determine if a person meets the essential criteria of the competition. A shortlisting panel is generally made up of two senior grade staff members from the relevant department for which the role is being recruited.

Sharing of your data

Where you have been successfully shortlisted for a post, each interview panel member will be furnished with a copy of the relevant information of those who will be attending interview in order that they can review applications in advance of the interview process. All such information will be returned to NCI and shredded following the competition process. Some of the interview panel will be external interviewers, who are not employees of NCI but are engaged for the purpose and are strictly subject to the rules and policies of the College.

Access

Applicants can request and receive access to their data at any time and can request and receive a copy of this data, in electronic/transferable format.

Erasure

Applicants can request the data held be erased. In this case, the application for a position is considered withdrawn.

Rectification

Applicants can have any incorrect information corrected.

Objection / Withdraw

Applications can object to this information being processed and/or can request to withdraw from the application process

Complain

Applicants can make a complaint to our internal Information Governance and Data Protection Officer

NCI Information Governance and Data Protection Officer

National College of Ireland, Mayor Street, IFSC, Dublin 1

Tel (Direct): + 353 1 4498 523 ; Tel (Reception): + 353 1 4498 500

And/or make a complaint to the relevant authority

Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28

Tel: +353 (0) 761 104 800

National College of Ireland is an equal opportunities employer and is a Member of the Athena SWAN Charter. NCI is committed to serving our diverse community and welcomes applications from underrepresented groups.