Apprentice Communications and Events Administrator - University of Oxford - DPIR

The apprentice will assist the team with a wide variety of tasks across internal and external communications, which will provide excellent training for a wide variety of communications-related roles across the University in both colleges and other departments. This will include assisting with the planning and organisation of events (including high-profile lectures, alumni events, celebratory events and internal events), responding to a wide range of enquiries from both internal and external contacts, assisting with website and social media activities, and delivering communications support to the rest of the team, as well as to the wider department.

Responsibilities

You will be fully trained to carry out the following main tasks listed below:

Enquiry handling:

Act as the first port of call for all types of enquiries. Respond to emails, phone calls, and other communications Deal with requested edits to the department’s website, including department members’ website profiles and the department’s intranet Respond to queries about internal and external events in a timely and helpful manner Respond to a wide variety of department members’ queries, including senior academics, with a helpful manner, and demonstrate a high level of attention to detail

 

Website and social media administration:

· Support the Website Officer in updating the Department’s website and intranet, and review content regularly to ensure it is accurate

· Liaise with lecturers and students about the creation of, and edits to, their profile pages on the Department website

· Assist with creating and scheduling posts on the Department’s social media accounts, including content creation with the support and guidance of the team.

 

Event administration:

· Support the Events and Alumni Officer with planning internal and external events that align with department goals and strategy

· Assist with answering queries, booking rooms and venues, catering, accommodation, travel arrangements, and any other relevant requirements for departmental events

· Input and edit information about department events onto OxTalks

· Assist with the promotion of internal and external events, including email newsletters, social media and intranet posts

· Attend events to ensure all arrangements run smoothly, sometimes out of hours work for such events will be required, with sufficient notice

Additional duties:

 

As a new starter, you will be expected to complete mandatory training for the department and, if applicable, your role, these include:

· Information security and Data Protection

· Implicit Bias

· Bullying and Harassment training

· Equality and Diversity briefing

· Harassment in Higher Education

 

This is to ensure the department remains committed to providing a positive, supportive and inclusive environment for all.

Access to these training courses will be provided once in post.

Please note that there is a more detailed Job Description/Selection Criteria on the University of Oxford jobs and vacancies page - vacancy reference 182155. Please read this before applying.

Training:

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 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 per week of an apprentice’s time at work

Qualifications included:

Level 2 Functional Skills in English and maths (if required) Level 3 Business Administrator apprenticeship standard

End Point Assessment:

Knowledge test Portfolio based interview Project/improvement presentation

Training Outcome:

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.

Employer Description:
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.

Working Hours :
Monday - Friday full-time. Times to be confirmed. This is an 18 month apprenticeship within a two year employment contract.

Skills:
Communication skills,Attention to detail,Organisation skills,Customer care skills,Team working,Initiative,MS Excel, Outlook and Word,Willing to learn new skills,Adaptability,Interest in marketing,Social media skills