Divisional Administration Assistant Apprentice
UNIVERSITY COLLEGE LONDON
Greater London (WC1E 6BT)
Closes in 23 days (Monday 19 May 2025 at 11:59pm)
Posted on 25 April 2025
Contents
Summary
The Division of Biosciences is seeking to recruit a dedicated Divisional Administration Assistant Apprentice to support and contribute to its operation and activities. The role will provide administration support to the three Divisional Associate Directors and assist the Executive Assistant with the smooth running of the Division.
- Wage
-
£26,905 a year
- Training course
- Business administrator (level 3)
- Hours
-
Monday to Friday, 9.00am to 5.00pm.
36 hours 30 minutes a week
- Start date
-
Monday 7 July 2025
- Duration
-
1 year 6 months
- Positions available
-
1
Work
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you’ll do at work
- Act as a first point of contact for enquiries to the Associate Directors, co-ordinating meeting requests and handling; email, telephone, and in-person enquiries
- Process room bookings for Divisional committees, meetings and events
- Arrange hospitality for meetings, events and interviews and support these events in-person
- Provide administrative support, organise seminars, book venues, meetings suport and other administrative duties to the Associate Director (Education), and other Associate Directors for Divisional initiatives
- Support the maintenance of the Division’s intranet including SharePoint pages
- Produce a weekly digital Divisional newsletter
- Assist with minute taking in Divisional meetings
- Provide administrative support for Division-wide data collection exercises
- Assist with the organisation and publicity of Divisional events including, conferences, seminars and workshops
- Attend and contribute to regular Divisional Professional Service team meetings
- Actively follow and promote UCL’s policies, including its Equal Opportunities Policy
- Maintain an awareness and observation of Fire and Health & Safety Regulations
- Any other relevant duties as required by the Department manager and Head of Department
Where you’ll work
Gower Street
London
Greater London
WC1E 6BT
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
College or training organisation
EALING, HAMMERSMITH & WEST LONDON 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
Business Administrator Level 3 Apprenticeship Standard:
- You will be expected to attend college at Hammersmith Campus of West London College for one day per week during term time to complete the required classroom-based training
Requirements
Essential qualifications
GCSE in:
- English Language (grade 4 or above)
- maths (grade 4 or above)
Other in:
- Excel, Woed or Outlook (grade working knowledge)
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
- Organisation skills
- Customer care skills
- Problem solving skills
- Administrative skills
- Logical
- Team working
- Initiative
- Patience
- Independent
- Willingness to learn
About this company
UCL is one of the world's top universities. At its establishment in 1826, UCL was radical and responsive to the needs of society, and this ethos – that excellence should go hand-in-hand with enriching society – continues today. UCL is a multi-faculty college of the University of London with a population of over 17,000 students, from more than 130 different countries. With an annual turnover exceeding £1 billion, it is a major research and education hub in London and globally. The Division of Biosciences is one of the world’s foremost centres for research and teaching in biological sciences and one of the largest Divisions within UCL. The Division has four Research Departments: - Cell and Developmental Biology (CDB) - Genetics, Evolution and Environment (GEE), - Neuroscience, Physiology and Pharmacology (NPP) - Structural and Molecular Biology (SMB) Each department undertakes a significant amount of research and teaching, and has a diverse portfolio addressing all areas of biology from protein interactions to cell function, organism development, genetics, population studies and the environment.
After this apprenticeship
- Upon successful completion of the apprenticeship, the post holder will be in a strong position to apply for positions of full employment at UCL
Ask a question
The contact for this apprenticeship is:
EALING, HAMMERSMITH & WEST LONDON COLLEGE
employer@wlc.ac.uk
02075651388
The reference code for this apprenticeship is VAC1000317171.
Apply now
Closes in 23 days (Monday 19 May 2025 at 11:59pm)
When you apply, you’ll be asked to sign in with a GOV.UK One Login. You can create one at the same time as applying for this apprenticeship.