Timetable Officer

Holmesglen; Melbourne; On-site; AUD 64,000 - 69,000; Full time

Job summary

Holmesglen Institute is seeking a Timetable Officer to coordinate class, exam and academic schedules across the campus. You will manage teaching spaces, handle room allocations, and resolve scheduling challenges to keep learning moving smoothly.

Based at Waverley Campus, this full-time 12-month contract offers a supportive team environment, on-site parking, and proximity to public transport. Applicants should have a Diploma or equivalent in business/administration and strong organisational and

Qualifications

• Diploma of Business Administration or tertiary qualification in business/ administration.
• Strong administrative and organisational skills.
• Excellent stakeholder and customer service abilities.
• Strong digital literacy; experience with timetabling systems desirable (CELCAT).

Responsibilities

• Develop and maintain efficient timetables for classes, teaching spaces and Institute resources.
• Collaborate with faculties and departments to coordinate room allocations and timetabling requirements.
• Manage timetable changes, cancellations and room re-allocations, ensuring stakeholders are kept informed.
• Provide responsive customer service, advice and information to staff and key stakeholders.
• Support the effective use of teaching spaces through room audits, accurate records and resource planning.

Skills

Administrative skills

Organisational skills

Stakeholder management

Customer service

Digital literacy

Education

Diploma of Business Administration

Tertiary qualification in business/ administration

Tools

CELCAT timetabling system

Microsoft Office

Database systems

Job description

• Join a supportive and dedicated team environment.
• Shape the schedules that keep learning moving.
• Work collaboratively across faculties and departments.

Holmesglen Institute is a leading provider of vocational and higher education in Victoria, with over 40 years of experience and 140,000 graduates. As one of the largest government-owned TAFEs, we offer 600+ courses across multiple campuses, including Chadstone, Moorabbin, Glen Waverley, Eildon, and Melbourne's CBD. Our hands-on learning approach is supported by state-of-the-art facilities and strong industry partnerships, ensuring students gain the skills needed for successful careers. We foster a supportive, inclusive environment that encourages both staff and students to grow, innovate, and make a positive community impact.

The Opportunity:

• Full-Time | 12 month fixed-Term contract of employment.
• PW3 $64,076 - $69,189 per annum pro rata + 12% super + leave loading (dependent on qualifications and experience).
• Waverley Campus – onsite parking with close proximity to public transport.

The Registrar’s Department plays a key role in supporting the student experience at Holmesglen, delivering essential services across the student lifecycle. From enrolments and timetabling to student records, awards and graduations, the department works collaboratively to provide accurate, efficient and responsive services that support students, staff and the Institute.

The Timetable Officer plays a key role in coordinating class, exam and academic schedules across Holmesglen. Working closely with teaching departments and key stakeholders, you’ll manage teaching spaces, resolve scheduling challenges and support effective timetabling practices to help create a smooth and organised learning environment.

As a Timetable Officer, you will:

• Develop and maintain efficient timetables for classes, teaching spaces and Institute resources.
• Collaborate with faculties and departments to coordinate room allocations and timetabling requirements.
• Manage timetable changes, cancellations and room re-allocations, ensuring stakeholders are kept informed.
• Provide responsive customer service, advice and information to staff and key stakeholders.
• Support the effective use of teaching spaces through room audits, accurate records and resource planning.

To be successful, you’ll have:

• Strong administrative and organisational skills, with the ability to manage competing priorities and maintain accurate records.
• Excellent stakeholder and customer service skills, with the ability to build positive working relationships across different teams.
• Strong digital literacy, including proficiency in Microsoft Office and database systems; experience with CELCAT or other timetabling systems is desirable.
• Effective problem-solving skills, with the ability to adapt to changing priorities and resolve scheduling challenges.
• A Diploma of Business Administration or tertiary qualification in business, administration or a related field, or lesser qualifications combined with relevant experience.

WWCC and Police Check:

Appointment to this position is dependent on obtaining a Victorian ‘employee’ Working with Children Check, and a valid Police Check within the last 12 months.

Our commitment to you:

At Holmesglen Institute, we are committed to fostering a safe, supportive, and flexible workplace where our employees can thrive both personally and professionally. We’ve implemented strong systems and ongoing support to ensure our staff can work and deliver in a safe and adaptable environment. Our team benefits from a range of wellbeing initiatives, access to the Employee Assistance Program, and opportunities for professional and career development. We also offer paid parental leave and flexible work arrangements to support a healthy work-life balance.

Holmesglen is a child safe and equal opportunity employer. We are dedicated to attracting, retaining and developing our people. We value diversity in our workforce and encourage people from all backgrounds, abilities, and identities to apply for roles within our organisation, including the Aboriginal and/or Torres Strait Islander community.

Applications for this position close on 11:59 pm Wednesday 4 November 2026.

Category: Non-Teaching - Student Services

Position Type: Contract

Job Reference: AN000613

In the spirit of reconciliation, Holmesglen recognises and celebrates the Traditional Owners of the lands throughout Victoria and beyond on which we educate and train. We pay our respects to Elders past and present and acknowledge our emerging leaders.