Timetable Coordinator

Purpose of Position:

To assist the Central Timetabling Manager with data collection, develop the timetable and process change requests.

Reporting to:

Central Timetabling Manager

Key Relationships:

Registrar
Vice President Academic Affairs and Research
Academic Operations
Deans and Vice Deans of Schools
Director of Learning and teaching
Commercial Office/Facilities
Attendance Monitoring Project Officer
ELI
Exams Co-ordinators and administration
IT Manager
TechnologyOne (software providers)

Key Responsibilities:

Organise for the collection of delivery information to enable the creation of the timetable, liaising closely with the relevant School administration staff.
Assist in scheduling teaching activities and allocating teaching space for the college in line with the objectives of the Central Timetable Policy.
Ensure that key milestones for the production of the teaching timetable, room booking and other related business activities are communicated and adhered to
Arrange for the publication of timetables and approved changes to relevant teaching staff and students.
Receive and review timetable change requests from academic staff and school administration staff. Review requests to measure impact that change will have on already existing timetable.
Creatively resolve any clashes or change requests by producing a recommended timetable change and submitting that recommendation to the appropriate School staff and Registrar for final sign off.
Consult frequently and work in partnership with the staff currently responsible for timetabling in Academic Operations and staff responsible for planning, to ensure a complete understanding of their timetabling needs.
Resolve teaching space allocation issues associated with space being unavailable due to maintenance, capital development and refurbishment projects.
Ensure the data in the timetabling system, Syllabus+ accurate, is consistent and up to date.
Any other ad hoc duties required to assist the Central Timetabling Manager in creating and managing the timetables for the college.
Ensure that data in Syllabus+ can be effectively integrated with other NCI business systems, such as the attendance monitoring database.
Any other ad hoc duties required to assist the Central Timetabling Manager in creating and managing the timetables for the college.
Ensure that data in Syllabus+ can be effectively integrated with other NCI business systems.
Provide technical support to all timetabling related systems (Syllabus+, Publish, Resource Booker) users.

Key Attributes:

2-3 years-experience in an Administration Role, preferably in Higher Education
Proven track record of meeting and exceeding targets working successfully in a task driven and results focused environment.
Project experience in timetabling or room management systems would be an advantage.
Ability to liaise and negotiate with a range of stakeholders about their timetabling needs.
Excellent IT skills and a strong understanding of the IT/Business systems would be an advantage.
Strong writing skills and communication skills.
Experience in using databases and managing data.
Demonstrable analytical skills and a systematic approach to problem solving.
High accuracy and attention to detail.
Excellent organisational skills.

Salary:

€31,059 - €43,485 Administrator Salary Band

Contract:

Permanent, Full Time

Annual Leave:

24 Days per annum

Hours:

Full-time, 35 hours per week

Application Process:

To apply, please e-mail your cover letter and CV, quoting reference number: NCI 1009 to: recruitment-cdolan@ncirl.ie by 5:00 pm, 1st March 2024.

National College of Ireland is an equal opportunities employer.

Note: The functions and responsibilities assigned to the Timetable Coordinator 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.