Examinations & Timetabling Officer (Dubai) - Dubai Professional Services - 59822D - Grade 6

Position Details

Dubai Professional Services

University of Birmingham, Dubai campus

Salary: Competitive

Grade: 6

Full time

Location: Dubai, UAE

Closing date: 29th October 2025

University of Birmingham Dubai

This post represents an excellent opportunity to join an ambitious World Top 100 University as we continue to grow our long-term strategic mission in Dubai, the UAE and the wider region. Established in Dubai International Academic City in 2018, our state-of-the-art campus, growing student body and impact on research reflects the very best of Birmingham through our presence in Dubai.

Professional Services Ethos

Our ethos as a Professional Services team has been developed in line with the principles of being a Birmingham Professional. In Dubai this means that all Professional Services colleagues seek to collaborate effectively to ensure the needs of the whole campus community and our stakeholders are met. We work constructively together to provide a flexible range of service and support that adapt to the changing needs of the campus as we grow. There are specific focal points in the academic cycle when all Professional Services team members will be expected to contribute regardless of their primary role, for example Welcome or Graduation. In addition, the duties listed below are illustrative of the general nature and level of responsibility of this post which is likely to change over time in response to the needs of the campus and as you develop your experience and skills. You will have the opportunity to develop and may also need to specialise your duties further, over time, in agreement with your manager. To contribute to the success of the team and the University’s vision for the Dubai Campus the Professional Services team will be seeking to continue to recruit and develop colleagues who display:

• a high level of intellectual aptitude;
• strong agility and a portfolio of skills that can adapt to meet changing circumstances;
• an innovative and creative mindset; and
• both an enterprising and entrepreneurial nature to support our growth and pursuit of excellence.

Background

The Student & Programme Administration department provides a wide range of high-quality services to support all University of Birmingham Dubai students, staff, and academic colleagues in the delivery of our academic mission. This includes activities such as Welcome and Induction, Programme Administration, Visa and Immigration services, Information, Advice & Guidance and Graduation. The department also oversees timetabling, examinations, and mobility liaison functions to ensure students receive an excellent and enriching experience.

Role Summary

The Examinations & Timetabling Officer will be responsible for devising, implementing, and delivering activities that support the smooth operation of student lifecycle processes, particularly timetabling, examinations, and mobility services coordination (Student mobility support, and student exchange year support). The role holder will:

• Lead on the production and publication of class and examination timetables within agreed deadlines.
• Coordinate examination logistics, including room allocations, invigilator scheduling, and assessment materials.
• Provide guidance and advice to students and staff on timetabling, examinations, and mobility processes.
• Act as the Dubai campus liaison for student mobility, ensuring integration of incoming and outgoing students.
• Support wider Student & Programme Administration services during peak times such as Welcome, Graduation, and Registration.

This role requires flexibility, strong technical skills with university systems (e.g., Syllabus Plus and Semestry), and the ability to build collaborative relationships with internal and external stakeholders.

Main Duties

Timetabling

• Develop, coordinate, and maintain teaching timetables in collaboration with Programme Administration and academic leads.
• Allocate teaching spaces efficiently, ensuring optimal utilization of campus facilities.
• Ensure timetable data is accurate in student systems, minimizing clashes and enabling smooth registration.
• Resolve timetable and registration issues, including monitoring class sizes, venue changes, and oversubscribed sessions.
• Provide advice and training to staff and students on timetable and registration processes.

Examinations

• Lead on the production, coordination, and publication of examination timetables each semester.
• Manage examination logistics including paper production, secure storage, rooming, invigilator rostering, and alternative sittings.
• Ensure examinations are fair, transparent, and compliant with institutional and regulatory requirements.
• Provide training and supervision for staff during examination periods.

Room Booking

• Process ad hoc room booking requests using the timetabling scheduling system.
• Provide user support for room bookings and liaise with stakeholders such as Security, Facilities Management, and the Events Bureau to maintain bookings.
• Build strong professional relationships to ensure accurate and timely room booking services.

Mobility Liaison

• Act as the Dubai campus contact point for student mobility matters.
• Provide practical guidance to outgoing students on various implications related to their study abroad or exchange period, referring them to the Edgbaston teams for detailed mobility arrangements.
• Ensure that incoming mobility students are appropriately integrated into timetables and assessment schedules, and that any specific needs are communicated early to academic and administrative teams.
• Collaborate with the Edgbaston Go Global team to ensure consistency and data sharing.
• Maintain oversight of mobility student numbers to support capacity planning.

Cross-Functional Coordination & Student Services Support

• Work closely with Student Services to align immigration, enrolment, and academic scheduling requirements.
• Provide operational support for student lifecycle activities during quieter periods (e.g., registration, ID cards, graduation logistics).
• Contribute to continuous improvement initiatives across timetabling, examinations, and mobility processes.

General

• Promote equality, diversity and inclusion, acting as a role model and fostering an inclusive working culture.
• Undertake continuous personal and professional development.
• Provide excellent customer service at all student interaction points, ensuring queries are managed from initial contact to resolution, including handling and resolving complaints where appropriate.

Additional Responsibilities

• Ensure compliance with University policies, regulations, and data protection requirements.
• Support Welcome, Graduation, and campus-wide student experience activities as required.
• Undertake cultural sensitivity training and apply awareness in daily interactions.
• Engage with quality assurance and continuous improvement processes.
• Undertake Health & Safety duties as per University policy.

Person Specification

Essential Attributes:

• Degree-level qualification with extensive relevant experience, or equivalent combination of education and experience.
• Proficiency in university systems including timetabling, examinations, and student records (e.g., Syllabus Plus, Semestry).
• Proven experience in timetabling and examinations systems within Higher Education such as Syllabus Plus, Semestry, Scientia or similar timetabling software.
• Strong Organisational skills with the ability to manage workloads, prioritise, and meet deadlines under pressure.
• Excellent interpersonal communication skills, with the ability to engage diverse stakeholders.
• Knowledge of student administration policies, degree structures, and assessment practices.
• Commitment to customer service excellence and continuous improvement.
• Problem-solving skills and the ability to propose solutions.
• Demonstrated ability to work productively as part of a team.

All applications will be considered fairly against the essential criteria mentioned above, and candidates demonstrating these requirements will be invited to progress to the next stage.

In return, you will receive a competitive package and play a key role in our ambitious University’s expansion as we enhance our international reputation and global footprint.

View our staff values and behaviours here

We believe there is no such thing as a 'typical' member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy . You can find out more about our work to create a fairer university for everyone on our website .