Apprentice Events, Communications and Administration Assistant - University of Oxford DPAG

Introduction

An opportunity to play an important role in supporting the day-to-day running of the Department of Physiology, Anatomy and Genetics. You'll gain hands-on experience across administration, events and communications, helping to organise departmental events, create and update communications, provide administrative support, and welcome visitors.

About the Employer

We are the largest employer in Oxfordshire with around 17,000 staff working in and around Oxford in a huge range of roles. Our apprentices are never on their own and will benefit from a supportive environment working in collaboration with the rest of our committed team. You will also be supported by the central apprenticeship team and you will join our growing network of apprentices within the university. You will have the opportunity to become an apprenticeship ambassador for the University and region. We will provide you with a welcoming and inclusive workplace, offering support and development opportunities that will enable you to progress and do your best work. We recognise diversity as our strength, vital for innovation and creativity, and we aspire to build a truly diverse community, which values and respects every individual’s unique contribution.

What You'll Do

You will work as an Apprentice Events, Communications and Administration Assistant. You will be based in the Department of Physiology, Anatomy and Genetics in the Science Area, and will be a core member of the administrative team in the department, welcoming visitors, providing support for events and departmental administration, and working closely with the Professional Services teams to deliver a high level of service for all members of and visitors to the department.

This is an ideal role for someone wanting to start a career in university administration, events and communications.

Responsibilities
You will be fully trained to carry out the following duties:

• Respond to basic enquiries and redirect them as appropriate
• Update databases and assist in maintaining records
• Draft documents, word process updates for handbooks and the website
• Draft and proofread content for the department’s internal and external communications channels, including print, digital and social media platforms, ensuring that all departmental promotional material is compliant with the University and departmental guidelines and policies on branding and design
• Working with the Communications Officer, contribute to the implementation of the department’s communications strategy, including planning and scheduling content distribution, and uploading content to the department’s intranet, website and/or social media feeds
• Carry out general office duties
• Assist with the organisation and running of events (both in person and on-line events) for DPAG: liaising with convenors, speakers, suppliers, and attendees; making travel arrangements; raising orders; booking rooms/venues and organising catering
• Assist with the general administration of the Department, including providing administrative support and cover in the Office of the Head of Department and the Head of Administration and Finance
• Assist at events (These will include handling of alcohol so you must be 18 or over). Some events may be held during weekday early evening hours and flexible arrangements for Time Off in Lieu exist on such occasions
• Use the Oracle R12 system to place orders and the expenses system to arrange reimbursements
• Liaise with members of the Professional Services team in the Department
• Liaise with other departments as necessary
• Provide occasional Reception cover
• Any additional tasks that fall within your competency as directed

Other Duties

• Any other duties that may be required from time to time commensurate with the grade of the job

This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of a change in circumstances following consultation with the post holder. The job description does not form part of the contract.

Training Outcome

• Over 80% of our apprentices continue with us in the role they have been trained for after their apprenticeship and that is just the start of their career

Skills Required

• IT skills
• Attention to detail
• Customer care skills
• Team working
• Creative
• Written communication skills
• Clear verbal communication
• Accuracy
• Interest in design
• High level of professionalism
• Microsoft Office experience
• Respectful of dept. values
• Interest in content creation

Qualifications

• Essential - GCSE - Maths and English - A*-C/9-4 or equivalent
• Desired - A Level - any subject - Pass

Course Information

Course: Business administrator (level 3)

Level: 3

Route: Business and administration

Apprenticeship Level: Advanced

Working Arrangements

Working Week: This is an 18 month apprenticeship within a 2 year employment contract. Monday- Friday, office hours to be confirmed. Some events may be held during weekday early evening hours and flexible arrangements for Time Off in Lieu exist on such occasions.

Expected Duration: 1 Year 6 Months

Training Provider: ABINGDON AND WITNEY COLLEGE