Apprentice Events, Communications and Administration Assistant - University of Oxford DPAG

Summary

An opportunity to play an important role in supporting the day-to-day running of the Department of Physiology, Anatomy and Genetics. You'll gain hands-on experience across administration, events and communications, helping to organise departmental events, create and update communications, provide administrative support, and welcome visitors.

Wage

£26,686 a year

All University of Oxford Apprentices start on the Apprentice salary scale at grade 1A - £26,686 p.a.

Training course

Business administrator (level 3)

Hours

This is an 18 month apprenticeship within a 2 year employment contract. Monday- Friday, office hours to be confirmed. Some events may be held during weekday early evening hours and flexible arrangements for Time Off in Lieu exist on such occasions.

36 hours 30 minutes a week

Start date

Monday 28 September 2026

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

You will work as an Apprentice Events, Communications and Administration Assistant. You will be based in the Department of Physiology, Anatomy and Genetics in the Science Area, and will be a core member of the administrative team in the department, welcoming visitors, providing support for events and departmental administration, and working closely with the Professional Services teams to deliver a high level of service for all members of and visitors to the department.

This is an ideal role for someone wanting to start a career in university administration, events and communications.

Responsibilities
You will be fully trained to carry out the following duties:

• Respond to basic enquiries and redirect them as appropriate
• Update databases and assist in maintaining records
• Draft documents, word process updates for handbooks and the website
• Draft and proofread content for the department’s internal and external communications channels, including print, digital and social media platforms, ensuring that all departmental promotional material is compliant with the University and departmental guidelines and policies on branding and design
• Working with the Communications Officer, contribute to the implementation of the department’s communications strategy, including planning and scheduling content distribution, and uploading content to the department’s intranet, website and/or social media feeds
• Carry out general office duties
• Assist with the organisation and running of events (both in person and on-line events) for DPAG: liaising with convenors, speakers, suppliers, and attendees; making travel arrangements; raising orders; booking rooms/venues and organising catering
• Assist with the general administration of the Department, including providing administrative support and cover in the Office of the Head of Department and the Head of Administration and Finance
• Assist at events (These will include handling of alcohol so you must be 18 or over). Some events may be held during weekday early evening hours and flexible arrangements for Time Off in Lieu exist on such occasions
• Use the Oracle R12 system to place orders and the expenses system to arrange reimbursements
• Liaise with members of the Professional Services team in the Department
• Liaise with other departments as necessary
• Provide occasional Reception cover
• Any additional tasks that fall within your competency as directed

Other Duties

Any other duties that may be required from time to time commensurate with the grade of the job

This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of a change in circumstances following consultation with the post holder. The job description does not form part of the contract.

Where you'll work

Department of Physiology, Anatomy & Genetics
Sherrington Building
Sherrington Road
Oxford
OX1 3PT

Training

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

Training provider

ABINGDON AND WITNEY COLLEGE

Training course

Business administrator (level 3)

What you'll learn

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.

Training schedule

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
• Off the job training will count for at least 6 hours per week of an apprentice’s time at work

Qualifications included:

Level 3 Business Administrator apprenticeship standard

End Point Assessment:

• Knowledge test
• Portfolio based interview
• Project/improvement presentation

More training information

College training will be at Abingdon & Witney College's Abingdon Campus and also on site in the workplace

Requirements

Essential qualifications

GCSE in:

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

Desirable qualifications

A Level in:

any subject (grade Pass)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

• IT skills
• Attention to detail
• Customer care skills
• Team working
• Creative
• Written communication skills
• Clear verbal communication
• Accuracy
• Interest in design
• High level of professionalism
• Microsoft Office experience
• Respectful of dept. values
• Interest in content creation

Other requirements

PLEASE NOTE:

• INTERVIEWS WILL BE HELD during w/c 1st September 2026
• PLEASE ENSURE YOU VISIT THE UNIVERSITY OF OXFORD JOBS PAGE TO READ THE FULL JOB DESCRIPTION BEFORE YOU APPLY. VACANCY ID IS 187861
• Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description
• APPLICANTS MUST BE 18 OR OVER - this is due to the receipt and handling of alcohol for events

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, 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.

PLEASE NOTE APPLICANTS MUST REPLY PROMPTLY TO THESE REQUESTS - PLEASE CHECK YOUR EMAILS/JUNK EMAILS SO THAT YOU DON'T MISS OUT.

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 Show phone number.

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.