Timetable and Systems Officer

German European School Singapore (GESS) is a world-class, not-for-profit International School in Singapore that offers both the German Curriculum stream and the IB Curriculum stream.

Currently, more than 1850 students are learning at our international school supported by more than 400 full-time and part-time academic and administrative staff members.

Timetable and Systems Office

Commencing: 06 January 2025 (negotiable)

The Timetable and Systems Officer (TSO) is directly responsible for the timetabling provision for all academic departments at GESS. They will work in continuous collaboration with Directors, Deputies, the Head of the Cross-Curricular Activities (CCA), and other managers to ensure the delivery of efficient and effective timetables. The TSO will organise the collation of data with each allocated school/department during the key planning and data collection cycles to ensure they have the most up-to-date data on teaching spaces, capacity, locations, and availability. Additionally, the TSO will support the school’s cover planning requirements by coordinating teacher and staff cover, ensuring minimal disruption to teaching and learning when absences occur.

The position is full-time and campus-based.

Main responsibilities

1. Responsible for the timetabling and cover provision for allocated departments.
2. Work in continuous collaboration with departments to ensure the delivery of efficient and effective timetables.
3. Allocate available rooms and resources appropriately and efficiently to ensure the best allocation of space, level of service and advice is provided.
4. Ensure that all requested information is clearly and timely communicated to the community through appropriate mechanisms.
5. Achieve a high level of timetable software proficiency to undertake advanced timetabling tasks and allocation of staff duties.
6. In liaison with the line manager, establish personal priorities and organise own work and activities, frequently under pressure, to achieve agreed objectives within strict internal deadlines.
7. Take individual responsibility for own area of work and be able to work on own initiative as required.
8. Maintain an awareness of key activities within the student lifecycle. Assist all Directors in gathering and reporting schoolwide timetable and rooming data for internal use.
9. Liaise with third-party vendors on new technology and software opportunities to further enhance or develop timetabling and covers capabilities.
10. Organise timetable data for input and export for seamless integration into various systems.

Teamwork

1. Work as part of the timetabling team, taking a proactive role in working with staff to achieve and deliver a good timetabling and covers service.
2. In close collaboration with allocated schools/departments, plan the timetabling requirements and timescales to build the timetable each semester, through active participation in timetabling planning meetings.
3. Provide leadership and support to allocated departments and student services in respect of timetabling matters, this includes: acting as the key contact for timetabling matters, providing guidelines on timetabling procedures and reporting on data progress and issues.
4. Report regularly on progress and issues in respect of timetabling and cover activities allocated schools/departments and within the timetabling team.
5. Audit and analyse the availability of teaching spaces (rooming) to meet requirements determined through the data collection process.
6. Establish a productive and supportive relationship with colleagues within the team and across the school community.
7. Communicate information to colleagues appropriately and escalate issues to the Academic Director as appropriate.
8. Be an effective team member and participate in relevant meetings, workshops, training events, etc.

Internal and external communication

1. Use effective communication skills, both oral and written, and deal efficiently, effectively and tactfully with staff at all levels.
2. Dealing promptly with all timetabling related queries, via MS Teams, email and/or face-to-face.

Additional responsibilities

1. Undertake additional timetabling responsibilities as determined by the line manager.

Knowledge and Experience

1. Diploma, Degree or equivalent experience.
2. Experience in project management or logistics, with the ability to balance multiple priorities and meet tight deadlines.
3. Data analysis skills to optimise timetables and ensure efficient use of resources like rooms and teacher workloads.

Technical and Soft Skills

1. Proficiency in timetabling software and strong IT literacy in data management tools.
2. Attention to detail with excellent organisational skills to manage complex scheduling and avoid conflicts.
3. Problem-solving and adaptability, able to handle last-minute changes, staffing issues, and unexpected scheduling challenges.
4. Strong communication and collaboration skills for liaising with teachers, administrators, and heads of departments.

Keen to collaborate and share your specialist expertise, you will be a fitting ambassador for the school. You will communicate with confidence across diverse audiences and situations, using your expertise to build strong relationships across the GESS community.

To Apply

We offer an exciting working environment in an international and cooperative team. Your application should include a letter of application and your complete resume. Please indicate your reasons for applying for the position.

Our Selection Process

At GESS we adhere to fair employment practices that consist of hiring practices that are fair, merit-based, and non-discriminatory.

We are committed to providing a world-class, safe, happy environment in which children and young people are able to thrive and learn. We are committed to safeguarding and child protection as we promote the welfare of all our pupils irrespective of race, ability, religion, gender, or culture.

All post holders are subject to appropriate vetting procedures including satisfactory reference and background checks and the offer of employment will be subject to the completion of these. In addition, the visa entry requirements for Singapore are subject to certain requirements being met. This includes but is not limited to, mandatory diphtheria and measles vaccination requirements for children attending school in Singapore will need to be in place prior to arriving in Singapore in order for the criteria for a child Dependent Pass to be met and the visa granted. Further information on this will be shared at interview stage if applicable.

Please note, that only shortlisted candidates will be notified.

Safeguarding Commitment

GESS is committed to our responsibilities for promoting and safeguarding the welfare of all children and young people. We actively recruit candidates who share our commitment to safeguarding and, therefore, apply robust and comprehensive recruitment and selection procedures. We expect all appointed staff to adhere to and ensure compliance with the relevant GESS Safeguarding Policy and Procedures. If the job holder identifies any instance that a child may be harmed or are at risk of harm (physically or emotionally) in any environment, they must report any concerns to the School’s Designated Safeguarding Lead or a member of the Safeguarding Team.

CPE registration number: S72SS0010G Registration period: 22 June, 2023 – 21 June, 2029