Apprentice Human Resources / HR Assistant - University of Oxford - various departments and locations
University of Oxford
Oxfordshire, OX1 2JD
Closes on Monday 12 May 2025
Posted on 7 February 2025
Contents
Summary
An exciting opportunity to join one of our busy and supportive HR teams within a department or division of the University where you will develop full knowledge of the HR lifecycle. From recruitment and on-boarding new staff, to the end of fixed-term contracts and retirement planning. To be considered for the roles released first, please apply now!
- Wage
- £25,331 a year
- Training course
- HR support (level 3)
- Hours
-
Monday- Friday usually 9.00am - 5.00pm
You will have a fixed term contract of employment with the University of Oxford and this will range from 19-24 months depending on the department you work for.
36 hours 30 minutes a week
- Possible start date
-
Monday 1 September
- Duration
-
1 year 7 months
- Positions available
-
6
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 work as an Apprentice Human Resources Assistant in one of our busy departments and as part of your apprenticeship you will gain a L3 CIPD qualification.
As well as gaining full knowledge of the HR lifecycle, you will work to support your team with induction and payroll, reward and recognition, employee relations, and engagement. You will regularly interact with all members of your given department or division and will learn to provide advice on university procedures and policies covering a range of issues such as employee welfare, maternity/paternity and absence management.
Below is a list of some of the tasks you may be asked to complete, however, please note specific responsibilities will vary depending on the department or division in which the role is based:
- Act as first point of contact for enquiries from employees, line managers and the general public by telephone, email and face to face
- Learn how to use the University’s HR system, PeopleXD, to enter confidential, personal data, and assist with data entry into internal databases and spreadsheets
- Accurately maintain all confidential electronic and paper-based personnel files
- With support, prepare a wide range of written communications including; contracts, letters and wider communications. This could include drafting and updating information on the HR pages of the website, and helping to prepare training material
- Edit job advertisements and job descriptions to ensure that they comply with University guidance and best practice
- Learn about recruitment processes, assisting with the administration of recruitment exercises which will include; placing advertisements, generating letters to applicants and preparing short listing packs
- Assist with maintaining personnel files, ensuring accurate records are kept, that they are complete and up-to-date
- Develop skills and understanding that contribute to the development and continuous improvement of HR activities
- Assist with the delivery of projects across the HR team; working with different team members on a varied array of projects, liaising with colleagues across the department to gather information and support successful delivery
- Book meeting rooms and make administrative arrangements in support of HR team activities
- Learn to distribute agenda, papers and minutes
- Learn how to manage the recording and tracking of sickness absence and annual leave
- Gather information for visa applications where necessary
Whichever department you choose to be considered for (on successful completion of our initial screening process) you will find that you are supported and inspired to succeed within your role.
Please note that departments are in a variety of locations across the centre of Oxford and Headington.
Where you’ll work
University Offices
Wellington Square
Oxford
Oxfordshire
OX1 2JD
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
HR support (level 3)
Equal to A level
Course contents
- Service Delivery: Delivers excellent customer service on a range of HR queries and requirements, providing solutions, advice and support primarily to managers. Builds managers’ expertise in HR matters, improving their ability to handle repeated situations themselves where appropriate. Uses agreed systems and processes to deliver service to customers. Takes the initiative to meet agreed individual and team KPIs in line with company policy, values, standards. Plans and organises their work, often without direct supervision, to meet commitments and KPIs.
- Problem Solving: Uses sound questioning and active listening skills to understand requirements and establish root causes before developing HR solutions. Takes ownership through to resolution, escalating complex situations as appropriate.
- Communication & Interpersonal: Deals effectively with customers/colleagues, using sound interpersonal skills and communicating well through a range of media eg phone, face to face, email, internet. Adapts their style to their audience. Builds trust and sound relationships with customers. Handles conflict and sensitive HR situations professionally and confidentially.
- Teamwork: Consistently supports colleagues /collaborates within the team and HR to achieve results. Builds/maintains strong working relationships with others in the team and across HR where necessary.
- Process Improvement: Identifies opportunities to improve HR performance and service; acts on them within the authority of their role. Supports implementation of HR changes/projects with the business.
- Managing HR Information: Maintains required HR records as part of services delivered. Prepares reports and management information from HR data, with interpretation as required.
- Personal Development: Keeps up to date with business changes and HR legal/policy/process changes relevant to their role. Seeks feedback and acts on it to improve their performance and overall capability.
Your training plan
Duration:
- 13 months practical training period, plus 6 months for End Point Assessment
Delivery model:
- Work-based training with your employer
- Day release during term time (approximately 1 day a week for 1 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 a week of an apprentice’s time at work
Qualifications included:
- CIPD Level 3 Foundation Certificate in People Practice
- Level 3 HR Support Apprenticeship
End Point Assessment:
- Consultative project
- Professional discussion
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
- Organisation skills
- Customer care skills
- Team working
- Initiative
- MS Excel, Outlook and Word
- Discretion / confidentiality
Other requirements
Any new person applying for apprenticeship roles where Abingdon and Witney College deliver the training will be required to complete a series of initial assessments and eligibility checks prior to start. As a new Apprenticeship applicant, you will only have to undergo this process once. If you would like to talk to us about the assessments, please call us on 01235 216216. Qualification checks: By applying for this vacancy, you are giving Abingdon and Witney College permission to undertake a Learner Record Service check on your previous qualifications. 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.
https://www.ox.ac.uk/ (opens in new tab)
Company benefits
Whichever department you join, 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 VAC1000301849.
Apply now
Closes on Monday 12 May 2025
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.