Job Description
1. JOB IDENTIFICATION
Post Title: MIS/Timetabling Administrator
Responsible to (Post Title): MIS Manager
Last Update: Jan2014
Version Number: VFinal
2. PRINCIPLE JOB PURPOSE
As part of the Management Information Team, the post holder will support the administration of the
Student Records function in Glasgow Kelvin College.
3. MAIN DUTIES & RESPONSIBILITIES

work as part of a team to support the administration of the College’s Management
Information system;

work with academic managers to ensure the efficient utilisation of the College’s staff and
room resource;

liaise with academic staff with regard to the collations, validation and input of student
activity and attainment data;

maintain accurate records of student enrolment, attendance and attainment;

liaise with curriculum managers to gather information on the proposed utilisation of staff
and rooms in connection with student programmes;

liaise with the Estates team to ensure the appropriate use and utilisation of rooms in
relation to the college curriculum;

liaise with partner organisations to gather information to be included in the College’s main
timetable;

liaise with the Payroll department to ensure the accuracy of teaching staff information held
in the Syllabus plus system;

liaise with internal and external stakeholders in relation to room bookings and subsequent
invoicing;

support students and staff with general student records enquiries;

support staff and external partners with general enquiries regarding Timetabling;

undertake appropriate professional development to meet any needs which may
subsequently be identified by the College’s career development process;

promote and encourage Equality & Diversity in all aspects of College operations;

respect the confidentiality of matters relating to learners and staff;

understand and comply with the requirements of the regulatory framework for colleges in
particular the Data Protection Act and the Freedom of Information Act;

ensure the Health and Safety of staff and students in all aspects of College activity by
exercising a duty of care for personal health and safety and that of others who may be
affected by their actions;

carry out any other duty commensurate with the post as required by the Vice Principal or
the Principal.
4. COMMUNICATIONS (Internal & External)
The post-holder has key internal working relationships with staff at all levels within the staffing
structure of the College.
5. ASSIGNMENT AND REVIEW OF WORK
The MIS/Timetabling Administrator will set operational objectives with the MIS Manager.
6. Essential KNOWLEDGE, SKILLS & EXPERIENCE
Qualifications:


Ideally educated to HNC (SCQF Level 7) level or equivalent; and
Evidence of Continuous Professional Development.
Knowledge:
Demonstrable knowledge of

Student Records and Management Information Systems and processes within Scottish
further education colleges eg. Unit-e, Syllabus plus.
Skills and Competencies:





A high level of computer literacy skills;
Ability to work on own initiative and as part of a team;
Good interpersonal, written and verbal communication skills;
Ability to communicate and deal with staff at all levels; and
Ability to work flexibly to meet the requirements of the service.
Experience:


Experience in college management information systems;
Experience of
 managing high volume data input processes;
 maintaining robust systems, processes and procedures.
7. WORKING ENVIRONMENT
Physical:

The post will involve office-based work, which will involve the use of a PC but will also
involve the post-holder frequently travelling to external meetings;
 Keyboard skills for production of paperwork and reports;
 Moving between meetings
 Operation of a wide range of office machinery/equipment, including:
 Personal computer for production of relevant documentation and use of e-mail;
 Laptop and data projector for delivering PowerPoint presentations;
 Will be required to move between all the colleges campuses;
 Mobile communications.
Working environment:

Office based but will require to work around all of the main campuses.