Apprentice Events Assistant

Summary

The Apprentice Events Assistant will provide support across the range of fundraising and alumni relations activities, with specific focus on the alumni events programme as we begin our 700 anniversary celebrations in 2026.

Wage: £26,000 a year
Minimum wage rates (opens in new tab)
Training course: Event assistant (level 3)
Hours: Monday to Friday times to be agreed. This is a fixed term position to December 2026
36 hours 30 minutes a week
Possible start date: Monday 7 April
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

Support the Senior Alumni Events Manager to coordinate and implement all alumni events both in-person and online
Assist with the production of all materials for alumni events (including name badges, guest profiles, seating plans and programmes) and assist in the design of these documents
Create and send email invitations through the DARS database (training will be provided for those unfamiliar)
Mange incoming event bookings online and via the telephone
Database entry including inputting event bookings, address updates and cleaning up of data
Publicise events on Oriel’s website and social media channels
Liaise with the Communications Office to publicise events in College, and via our alumni publications
Liaise with other College staff and external suppliers to coordinate catering, room bookings, and other event requirements
Conduct research into external venues both in the UK and abroad
Assist and manage on-site tasks such as guest registration, AV setup, and seating plan updates
Attend events in an operational capacity, ensuring their smooth running
Assist with the updating of post-event analysis
Order and maintain events supplies for the Development Office
Handle general enquiries from alumni by phone, email and in person and act as a point of welcome for alumni visiting College
Assist with the administration of alumni benefits such as guest room bookings, updating and dealing with enquiries relating to our online mentoring service (Oriel Connect), and organising tours for alumni visiting Oxford
Assist in arranging papers and minutes for alumni committee meetings

Where you’ll work

ORIEL SQUARE
OXFORD
OX1 4EW

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

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 Events Assistant Apprenticeship Standard:

The apprenticeship training will be provided through a mixture of face-to-face tutorials and 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

Communication skills
IT skills
Organisation skills
Customer care skills
Problem solving skills
Team working
Time management
Ability to prioritise
Work under pressure

Other requirements

Apprentice to be educated to A-level or equivalent standard. Apprentice to be willing and able to work extended or flexible hours on occasions e.g. to attend events at evenings and weekends (Time off in lieu will be given for extra hours worked.) This position is fixed term until December 2026.

About this company

Oriel College is the 5th oldest Oxford College of the 39 self-governing and independent colleges within the University of Oxford and the oldest Royal Foundation; in 2026 we will be celebrating our 700th birthday. Described by our students as ‘the perfect size’, with around 600 students we’re slightly smaller than the average Oxford college, and our community is tight knit and friendly. Oriel brings together a world-class academic community of leading academics and researchers with high achieving and motivated students, underpinned by around 120 people working in the professional support teams. Located right in the middle of Oxford in beautiful buildings, the College has a rich history and has been home to Saint John Henry Newman, Saint Thomas More, Sir Walter Raleigh and two Noble Laureates, amongst many other influential thinkers.

https://www.oriel.ox.ac.uk/ (opens in new tab)

After this apprenticeship

Potential to embark on a career in events management

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