Apprentice Business Administrator - University of Oxford IT Services – Find an apprenticeship

Summary

An excellent opportunity for you to join us as an apprentice administrator within the Digital Capabilities Team (DCT). You will assist with office management, course coordination and support, working closely with teachers and delegates to facilitate digital skills courses. Fixed-term 2 year employment contract. £25,331 pa.

Annual wage: £25,331 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday 9.00am - 5.00pm.
36 hours a week
Possible start date: Monday 6 January
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

You will be fully trained to carry out the following main tasks:

Enquiry handling and customer service:

Act as first port of call for all type of enquiries. Respond to emails, phone calls, and other communications following established procedures
Assist in managing course registers for both in-person and online classes and recording attendance
Welcome and assist teachers attending in-person teaching at the Thames Suite. Support teachers delivering online courses
Liaise with Digital Skills teachers and other training providers in the University to arrange courses or talks under the Digital Capabilities programme
Contribute to promoting the Digital Capabilities programme by assisting with newsletters, social media updates, and other communication channels
Monitor user’s additional need requirements and provide support

Financial and administrative:

Help us to ensure that our course and delegate information in our course management system is correct and up to date, in line with our data quality standards
Follow established processes for making administrative arrangements for courses and events (e.g., room booking, signage, catering, travel and accommodation for staff)
Monitor payments, making sure we obtain the information we need on time. Work with the finance team to ensure we receive the money we are expecting
Follow our processes and issue refunds where appropriate  
Raise Purchase Orders (e.g., for buying equipment, licences, and training)
Create/update documents that explain how our processes work
Maintain and regularly update mailing lists and expressions of interest

Support for teaching and training services:

Make sure that room, computers, software and equipment comply with our standard checklist and that they are ready when needed (e.g., are the computers and projection screens on? is the right software installed?)
When you identify non-compliant issues take remedial action (e.g., fix the issue directly or contact the technical support team)
Track, audit and keep inventories of licenses and equipment
Learn to install and test basic software, either manually or using systems provided, liaising with internal suppliers for support when required
Learn to provide basic IT and AV support (face-to-face and online). This might be showing people how to use the technology before a session or reacting quickly to live issues
Assist with the maintenance of course materials and resources, including the scheduling, recording and editing of course sessions, ensuring compliance with digital content publishing procedures

Where you’ll work

13 Banbury Road, Oxford

OX2 6NN

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

ABINGDON AND WITNEY COLLEGE

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.

Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.

Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.

Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.

Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.

Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.

Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.

Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

Duration:

15 months practical training period, plus 3 months for End Point Assessment

Delivery model:

Work-based training with your employer
10 days Business Professionals training at college
Approximately 12 on-site assessment visits per year
Level 2 Functional Skills in maths and English (7 days at college for each, if required)
Off the job training will count for at least 6 hours per week of an apprentice’s time at work

Qualifications included:

Level 2 Functional Skills in English and maths (if required)
Level 3 Business Administrator apprenticeship standard

End Point Assessment:

Knowledge test
Portfolio based interview
Project/improvement presentation

Requirements

Essential qualifications

GCSE or equivalent in:

maths and English Language (grade A*-C/9-4 (or equivalent))

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

Communication skills
IT skills
Attention to detail
Customer care skills
Team working
Initiative
MS Excel, Outlook and Word
Keen to learn new skills
A technical mindset

Other requirements

Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of the recruitment process, shortlisted candidates will be contacted directly by the Apprenticeship Training Provider and will be required to complete initial assessments in English and maths, provide an up-to-date CV and book onto a short eligibility assessment telephone call where you can also find out more about the apprenticeship and ask any questions you may have. By applying for this vacancy, you are giving the Training Provider permission to undertake a Learner Record Service check on your previous qualifications. The Training Provider for this apprenticeship is Abingdon & Witney College. If you would like to talk to them about the assessments, please call on 01235 216216. We make every effort to ensure that applicants from non-traditional academic backgrounds or those who may not have the formal GCSE entry requirements can access apprenticeships where possible.

About this company

We are the largest employer in Oxfordshire with around 16,000 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.

http://www.it.ox.ac.uk/ (opens in new tab)

Company benefits

You'll enjoy 38 days’ paid holiday, generous pension schemes, travel discounts and professional development opportunities. Free entry to the Botanic Gardens and University colleges, and discounts at university museums.

After this apprenticeship

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.

Ask a question

The contact for this apprenticeship is:

ABINGDON AND WITNEY COLLEGE

Jane Phipps

apprenticeships@abingdon-witney.ac.uk

01235 216216

The reference code for this apprenticeship is VAC1000284001.

Apply now

Closes in 17 days (Monday 11 November at 11:59pm)

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Apprentice Business Administrator - University of Oxford IT Services

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