TIMETABLE AND ASSESSMENT COORDINATOR - Part-Time

JOB OVERVIEW

This role will manage the efficient operation and enhancement of timetabling systems and procedures for both undergraduate and postgraduate programmes, in accordance with London Contemporary Dance School's (LCDS) validated courses and The Place space booking procedures and regulations. This role will also coordinate on all student assessment related administration and operations, for both undergraduate and postgraduate programmes, with due regard to the validation agreements the School has with its validating universities and Office for Students regulations.

SALARY & CONTRACT TERMS

SALARY

The full-time equivalent salary for this position is £29,711 per annum equating to £14,855 per annum for this part-time role.

Salaries are reviewed in August each year when any cost-of-living increases are made. No salary changes are made until after successful completion of a probationary period.

CONTRACT TERMS

This is a permanent contract. This is a part-time position, equivalent to 20 hours per week. These hours will be worked over 4 hours per day, 5 days per week. Your hours of work will be agreed with the line manager.

Whilst in the six-month probationary period the notice period will be two weeks. Once this period is successfully completed the post holder will be confirmed in the post and the notice period will be six weeks.

CLOSING DATE

The application closing date is Mon 17 Jun 2024 at 12:00pm (noon).

For an informal chat about this role to answer any questions you may have before applying, please email Bethany Holdaway , Quality and Compliance Manager.

INTERVIEW DATES

We anticipate that interviews will be conducted on Mon 24 and Tue 25 Jun 2024 either in at The Place or remotely via Microsoft Teams (or similar platform as necessary).

PERSON SPECIFICATION

ESSENTIAL CRITERIA

KNOWLEGE

• Knowledge and understanding of different dance practices and how these are taught in a higher education context.
• Awareness of confidentiality requirements and the need for discretion/tact.

SKILLS

• Highly developed administration skills.
• Confident user of computers and applications including MS Office 365, Virtual Learning Environments, space/timetabling systems, and databases. 

EXPERIENCE AND QUALIFICATIONS

• Experience in Arts Administration or Education, preferably in a higher education context.
• Experience of using scheduling and timetabling systems (e.g. Artifax, Celcat etc.).

ATTRIBUTES AND PERSONAL CHARACTERISTICS

• Commitment to continuous professional development.
• Ability to work as part of a small busy team and well as autonomously.
• Excellent communicator, both verbally and in writing.
• Organised and motivated, able to work to deadlines, with a keen attention to detail.

DESIRABLE CRITERIA

KNOWLEGE

• An understanding of UK Higher Education policies, practices, and academic regulations in relation to student administration and student records.

SKILLS

• Aptitude in minute taking.

ATTRIBUTES AND PERSONAL CHARACTERISTICS

• Willingness to use own initiative.

LCDS Graduation Show: Welcome to Our House by Ella Mesma & Akeim Toussaint Buck | 2023 | Photo by Foteini Christofilopoulou

KEY RESPONSIBILITIES

TIMETABLE ADMINISTRATION

• In consultation with the Unit Leaders, Year Group Coordinators, Course Leaders and Course Directors, coordinate the creation and the day to day running of the timetable. Ensure timetabling is informed by specific knowledge of the type of teaching space in accordance with the needs of learning activity.
• Working with the Director of Student Success and Wellbeing, maintain oversight of timetabling and annual planning. Prioritise students’ health and wellbeing in timetabling, by accounting for the physical and cognitive load required for each specific class and/or unit in accordance with periodisation principles.
  
• Coordinate the planning and creation of the student induction week timetable at the start of the academic year.
  
• Advise and support on key issues around the planning of the timetable.
  
• Schedule musicians as required and appropriate to specific classes, preparing contracts, and ensuring they are recruited in accordance with The Place’s policies and procedures.
  
• Process monthly timesheets for musicians in accordance with The Place’s payroll procedures.
• Coordinate the School’s learning spaces allocation and monitor the learning spaces bookings system.
• Attend The Place Space meetings, working with the rest of the building to understand conflicting space priorities.

STUDENT RECORDS AND ASSESSMENT ADMINISTRATION

• Oversee the organisation and preparation of course documentation for academic programmes (e.g. Assessment forms, etc.).
• Ensure the collection and secure record keeping of all assessment marks, as well as coordinate the timely release of feedback and marks to students.
• Create and facilitate the yearly assessment calendar, along with developing and maintaining assessment policies and procedures.
• Assist with annual resubmissions, coordinating tasks with staff and students, logging and processing of resubmission marks and communicating with the validating university.
• In liaison with the validating universities, produce transcripts and confirmation of study letters for alumni.
• Produce transcripts for the School’s Exchange and Study Abroad students, in liaison with partner colleges, ensuring for example that the student has met attendance and credit requirements.
• Assist the Head of Registry and Quality to produce regular statistical data on student progression and achievement to inform annual reports, monitor effectiveness of modules, student satisfaction, and trends in marking processes to identify grade inflation.
• Ensure that the Extenuating Circumstances Panel operate within the regulatory framework of the validating university, in relation to credit awarded through the concessionary process, submitting reports on extensions and credit volume.
• Maintain accurate electronic and hard copy student records with due regard to GDPR.
• Maintain and oversee the archiving procedures of student and alumni records.
• In liaison with the Head of Registry and Quality and Directors, arrange visits for the External Examiner to observe teaching and learning as well as access written assessments and feedback.

INTERNAL AND EXTERNAL COMMITTEES

• Organise internal and external Unit Boards and Exam Boards; negotiate dates, provide the validating university and members of the board with accurate paperwork, and subsequently produce pass lists and letters to students to notify them of the decision of the Board.
• Convene, prepare for, and minute the Extenuating Circumstances Panel meetings and inform students of outcomes.
• Take minutes at Faculty and LCDS team meetings as required, and update collated actions.

  GENERAL DUTIES

• Contribute effectively to other School Office activities in times of high demand, and cover planned and unplanned absences by prioritising workload and demonstrating flexibility.
• Answer telephones, deal with enquiries, welcome visitors, conduct tours, and undertake general student and staff administration (e.g. Letters, travel forms, etc.).
  
• Any other activities as reasonably requested by the Head of Registry and Quality.
  

HEADER PHOTO CREDIT

BA3 Graduation Show:   The Things We Carry by Alethia Antonia | 2023 | Photo by Foteini Christofilopoulou