Apprentice Events Assistant
ORIEL COLLEGE
OXFORD (OX1 4EW)
Closes in 7 days (Friday 21 March at 11:59pm)
Posted on 7 March 2025
Contents
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
- 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.
After this apprenticeship
- Potential to embark on a career in events management
Ask a question
The contact for this apprenticeship is:
STRAIGHT A TRAINING LIMITED
The reference code for this apprenticeship is VAC1000308027.
Apply now
Closes in 7 days (Friday 21 March 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.