EIP Administration & Events Apprentice

Summary

In the Ecosystem Initiatives & Partnerships (EIP) team, you will be responsible for admin tasks to support work both as a business unit, & with specific strands of activity. You will report to the EIP Partner, work closely with the Administrative & Events Coordinator & the IE Cambridge Manager, & may support colleagues across the organisation.

Annual wage: £23,700 a year
Minimum wage rates (opens in new tab)
Training course: Event assistant (level 3)
Hours: Monday to Friday, 9.00am to 5.00pm.
37 hours a week
Possible start date: Thursday 7 November
Duration: 1 Year 6 Months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Day to day tasks and duties will include:

Ensuring that administrative records are kept up-to-date in our online CRM systems
Working under the supervision of the EIP Partner to help with online file management
Taking minutes of meetings and sharing them as appropriate, and supporting the EIP Partner to collate Team reports
Helping to source venues and liaising with them to finalise details including catering and AV
Booking meeting rooms, parking, taxis, travel and accommodation for the team and clients
Greeting visitors and accompanying them to meeting rooms and, when required, organising meeting refreshments for visitors, and clearing meeting rooms after meetings
Liaising with suppliers and couriers for orders and events
Updating event and activity planners for the team
Providing administrative support for event activities, including on the day support at the event to help process guests, manage speakers, and catering

Where you’ll work

3 Charles Babbage Road

Cambridge

CB3 0GT

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

STRAIGHT A TRAINING LIMITED

Your training course

Event assistant (level 3)

Equal to A level

Course contents

Operational: Gather facts and collate information in response to a brief or request, like searching for the right location and venue for an event.

Operational: Respond to requests from the different functional teams and carry out a variety of daily and weekly tasks to assist in the planning and preparation of an event.

Operational: Provide assistance onsite at an event by registering delegates or by helping to assist the onsite team with a variety of tasks.

Operational: Manage your time effectively by understanding how to prioritise tasks according to their importance and urgency for the stakeholders of an event.

Operational: Use software packages to create word processing and spreadsheet documents.

Operational: Contribute to reports, event project plans and written presentations for clients

Operational: Use a range of event technology platforms and in-house bespoke software systems and databases.

Operational: Show careful attention to regulations and internal policies.

Professional: Listen, interpret, understand, vocalise and respond to clients’ needs.

Professional: Speak and write clearly in order to prepare written communications or provide instructions that are needed for a client, supplier or team member.

Professional: Build rapport and trust with the stakeholders of an event so that stakeholders can collaborate well throughout the planning and organisation processes.

Professional: Question effectively to ensure understanding of what is required from clients or colleagues.

Professional: Have the skills to maintain relationships with colleagues, suppliers or clients once they are built, and be able to repair them when they are damaged.

Professional: Work effectively within a group environment to prepare for, deliver and/or follow up after an event takes place.

Commercial: Assist in the preparation, management and reconciliation of event budgets by collecting information, checking data and making calculations.

Commercial: Show how commercial awareness has been applied through task and time management, specifically using efficient and effective measures to conclude a project in the most proficient way.

Your training plan

Level 3 Event Assistant apprenticeship
The apprenticeship training will be provided through online learning
Training and development will take place in the workplace

Requirements

Essential qualifications

GCSE in:

English (grade C - A* (4 - 9))
Maths (grade C - A* (4 - 9))

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

IT skills
Organisation skills
Customer care skills
Initiative
Time management
Friendly
Approachable
Professional
Desire to develop

Other requirements

· This role provides a unique opportunity to work with many different parts of the University and to get exposure to different strands of activity · Lots of opportunities to build knowledge and experience through internal training and workshops, and attending events · Working in a fast-paced environment with a small team can mean that you need to be responsive and reactive, and also you will be asked to use your initiative in addressing challenges You should have a minimum of 5 GCSE’s C and above including Maths and English (or equivalent) and good A levels in any subject (or equivalent)

About this company

Cambridge Enterprise helps researchers and academics at the University of Cambridge commercialise their ideas and research. We provide support in areas like intellectual property management, consultancy, and the creation of spin-out companies. Our goal is to translate University research into real-world applications that benefit society, the economy and the University itself.

https://www.enterprise.cam.ac.uk/ (opens in new tab)

After this apprenticeship

This position is offered as a fixed term opportunity. We are unable to guarantee the next steps following the apprenticeship; however, if a suitable position arose within the organisation, the successful applicant would be encouraged to apply.

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