INSPIRED BY CURIOSITY. UNITED BY PURPOSE. COMMITTED TO YOU.

- Vacancy Number: #367

- Position Title: Timetabling Officer
Employment Type: Fixed-Term
Contract Period: August 2026 to March 2027
FTE / Hours: Part-Time – 0.6 (22.8 hours per week)
Department: Clean Economy, Engagement and Experience
Location: Preston
Award / Agreement: Melbourne Polytechnic Academic and Professional Staff Agreement 2025 (PACCT)
Classification Level: PACCT Level 6.1
Salary: $87,724 per annum pro rata, plus superannuation

- Applications Close: Tuesday, 4 August 2026

Job Summary

Coordinate day-to-day timetabling operations and support effective teaching space management to ensure efficient timetabling and optimal space utilisation across Melbourne Polytechnic.

Why You'll Love Working Here

Melbourne Polytechnic has delivered hands-on, future-focused education for more than 110 years. Our people play a vital role in supporting students, industries and communities across Victoria.

In this role, you’ll enjoy:

- Meaningful work that supports education, training, innovation and student success
- A supportive and collaborative team environment
- Flexible work arrangements, where applicable
- Exposure to diverse programs, systems and continuous improvement initiatives
- A values-driven organisation committed to inclusion, wellbeing and quality

About the Role

Reporting to the Manager Timetable and Utilisation, this role supports the day-to-day timetabling operations and the effective execution of policies and procedures relating to teaching space management.

You will contribute to maintaining the integrity and efficiency of Melbourne Polytechnic's timetabling system by coordinating teaching activities, maintaining accurate timetables, supporting teaching space allocation and providing operational support to staff. The role also works collaboratively across the Institute to facilitate optimal space utilisation and support continuous improvement of timetabling processes.

Reporting to the Manager Timetable and Utilisation, this position suits someone with excellent organisational, analytical and customer service skills who enjoys working collaboratively to support efficient timetabling operations.

This is a fixed-term opportunity from August 2026 to March 2027.

What You'll Do

- Collect, collate and enter data relating to teaching activities, including teaching staff availability and class sizes, to support effective scheduling and space allocation




- Schedule teaching activities in consultation with teaching staff and in accordance with institutional policies
- Develop, format and publish teaching timetables, ensuring information is accurate and up to date
- Maintain teaching timetables throughout the academic year to reflect changes and updates
- Assist with the management of the QR code system for room timetables across all campuses
- Provide support and advice to departments to ensure data conformity between the Student Management System and the timetabling system
- Generate reports and provide information to support operational and out-of-hours bookings
- Establish and maintain positive working relationships with teaching staff and internal stakeholders to support effective space allocation and resource utilisation
- Provide operational support and advice on timetabling procedures and the CELCAT application
- Respond to timetabling enquiries, resolve issues promptly and provide high-level customer service to internal and external clients
- Assist with identifying and reporting facilities issues that may impact program delivery
- Contribute to the continuous improvement of timetabling processes and systems

What You'll Bring

Essential

- Appropriate tertiary qualification and/or extensive experience in a related field
- Demonstrated experience in timetabling and scheduling for a large tertiary education provider, including the use of timetabling software (preferably CELCAT)
- Demonstrated proficiency in Microsoft Office, particularly advanced Excel skills
- Excellent organisational and problem-solving skills, with the ability to work with minimal supervision, prioritise work and meet deadlines
- Highly developed interpersonal, written and verbal communication skills
- Demonstrated ability to resolve conflicts in a diplomatic and impartial manner and provide advice relating to timetabling
- Proven ability to develop, implement, troubleshoot and review systems
- Demonstrated commitment to Occupational Health and Safety, Anti-Discrimination, Quality Assurance and Continuous Improvement

Desirable





- Experience using CELCAT timetabling software
- Experience working within a tertiary education environment

Qualifications & Mandatory Checks

Appointment to thisposition is subject to meeting the qualification requirements (where applicable) and the successful completion of all mandatory employment checks.

Qualifications

To be considered for this role, applicants must hold relevant qualifications and/or equivalent experience aligned to the requirements of the role, as outlined in the Position Description.

Mandatory Checks

Appointment to this position is subject to the successful completion of all mandatory employment checks.

You must hold, or be eligible to obtain:

- A valid Victorian Working with Children Check (Employee)
- A National Police Check
- Any other role-specific employment, regulatory or safety checks required for the position

How To Apply

through Melbourne Polytechnic’s careers portal. You will be able to view the full Position Description and upload your documents online.

Please ensure you:

- Complete all pre-screening questions
- Upload your CV and a brief cover letter (maximum 2 pages) outlining how your skills and experience align with the role

File Requirements:

- Maximum file size: 2MB per document
- Preferred format: PDF (Word .doc or .docx accepted)
- Avoid special characters in file names (e.g. ! @ # % *)

What Happens Next

Our selection process may include:

- An interview (in person or via Microsoft Teams)
- Reference checks
- Employment and qualification verification

We aim to provide a respectful and timely recruitment experience for all applicants.

Questions?

For further information, please contact the Recruitment Team via [email protected]

Diversity and Inclusion

Melbourne Polytechnic is an equal opportunity and child-protected employer. We value the knowledge, skills and perspectives of Aboriginal and Torres Strait Islander peoples and strongly encourage applications from First Nations candidates. We also welcome applications from people with disability, people from culturally diverse backgrounds, women in underrepresented areas, and people of all genders, gender identities, sexual orientations and LGBTQIA+ communities.

Recruitment Agencies

Melbourne Polytechnic manages all recruitment directly. We do not accept unsolicited applications from agencies unless engaged through the State Purchasing Contract and with prior written approval.

📌 Timetabling Officer (Preston)
🏢 Melbourne Polytechnic
📍 Preston