Workload Planning Administrator

Job Description

A Workload Planning Administrator is required at the University of Exeter. The role includes inputting workload allocations; checking data and following up on anomalies and providing standard reports to the College Executive Group. This GBP role is available immediately for 6 months


Role overview

The University of Exeter has undergone considerable change in the last 10 years and has ambitions to continue its successful growth in research and teaching. To support this, there is an increased need for accurate and timely management information to inform strategic decision making. The Workload Planning Administrator is required to be the main point of contact for academic colleges for the day to day running of the Workload Planning System.

The effective use of academic time is critical to the University’s strategy. The University has developed its own Work Load Planner (WLP) system, ‘SWARM’ to support the planning of academic time. The system has been rolled out across the University’s 6 colleges. There is now a need to:

  • Work primarily as the main point of contact for colleges in relation the day to day operation of the system supporting WLP.
  • Work with WLP stakeholders to input data into the system in a timely fashion
  • Champion the use of the WLP system within college as an accurate planning tool
  • Work as part of the wider WLP team to build consistent policies and processes across all colleges.
  • Co-ordinate the operational day to day running of the system within colleges

Main Purpose of the job:

The Workload Planning Administrator will:

  1. Input data into the system and answer queries relating to the day to day operational requirements of the system.
  2. Maintain and develop documentation and processes for the system
  3. Advocate for the system and liaise with stakeholders within College to raise the WLP profile and usage as a forward planning tool.
  4. Ensure best practice is adhered to with regard to data input quality and work within the WLP network to build consistent processes.
  5. Provide dedicated support to the academic staff based within the College.

Main Duties and Accountabilities:

The Workload Planning Administrator will be linked to the College of Engineering, Mathematics & Physical Sciences (CEMPS) and the College of Medicine & Health (CMH):

To carry-out operational workload administrative tasks within the workload planning system including:

    • Inputting workload allocations
    • Checking data and following up on anomalies
    • Providing standard reports to the College Executive Group

To act as “first port of call” for academic staff; to advise on local custom/practice; and to refer to other relevant sources of information and support.

To use student record systems, such as Trent, T1, BART, LISA and SITS, so as to meet the requirements of academic staff to support student and programme-related administration.

To work within the wider WLP network to ensure that practices within your main College are consistent with those across the institution

Create and update system documentation for other WLP Administrators and academic staff using the system.

Work with other WLP Administrators in the specification of proposed system changes/updates linked to existing or new business processes or customer requirements.

Internal contacts

The role’s main contacts will be Workload Planning Administrators and other data owners in individual Colleges, in particular for this post it will be contacts in the College of Engineering, Mathematics & Physical Sciences (CEMPS) and the College of Medicine & Health (CMH).

Strong links will also be maintained with colleagues in Policy, Planning and Business Intelligence as part of business planning, and the IT Service to ensure continuity of the workload planning system.


Other Requirements

- Graduate of a UK university within the last 3 years 

- Right to work in the UK for the duration of the internship.


  • An analytical mind and the ability to assimilate a range of specialised information: and to be able to provide accurate advice and information to customers
  • Ability to prioritise own workload and juggle a range of tasks and deadlines effectively
  • Be pro-active in problem solving
  • Ability to communicate effectively with a wide variety of people in a professional manner, face-to-face, on the telephone and in writing
  • Ability to deal with confidential information appropriately
  • Ability to quickly form working relationships and gain credibility with senior staff
  • Knowledge of HE context, esp. in a research-led environment (desirable)

Knowledge & experience

  • Experience of database input, monitoring and reporting.
  • Experienced user of Microsoft software packages, such as Word and Excel
  • Recent substantial work experience as an administrator or equivalent
  • Experience of supporting some form of committee and taking minutes
  • Experience of working in a customer focused environment      


  • Can retain composure under pressure.
  • Knows when to ask for help and proactively escalate issues
  • Is self-aware and actively manages own style, behaviour and language to meet challenging or resistant behaviours
To apply for this role please complete our internship application which can be downloaded here: Please send your completed form to us by clicking APPLY NOW.