Apprentice Facilities & Communications Assistant - University of Oxford Department of Paediatrics

The post holder will support and be line managed by the Institute’s Buildings & Facilities Manager with a dotted line to the Communications and Events Officer and will work closely with both teams. The post will include but not be limited to the responsibilities detailed below. 
 
Responsibilities:

You will be fully trained to carry out the following:

Supporting internal and external communications:

Assist the Communications and Events Officer in developing original written and visual content (including photos and video), gaining experience creating materials for social media channels, the Institute website, and internal communication platforms such as digital signage, email, and the intranet Support the regular review of intranet content, learning how to edit relevant SharePoint pages to ensure information remains accurate and up to date Assist with uploading content and scheduling posts for publication on Bluesky and LinkedIn, developing an understanding of social media planning and scheduling Support the uploading of news items, events, and job opportunities to the website, and assist with updating general web content as required Contribute ideas and help collate content for the termly Institute newsletter, building skills in content planning and editorial processes Communicate health and safety updates via internal channels (intranet, digital signage, and email)

Supporting the planning and delivery of events:

Support the planning and delivery of a range of events, developing practical experience across the full event lifecycle Assist with the organisation and delivery of seminars, Institute away days, ad hoc meetings, and seasonal events (such as Christmas and summer parties), building confidence through hands-on involvement Support event promotion activities by creating written and visual content and learning how to advertise events through appropriate channels, including email, digital displays, and social media Provide administrative and logistical support for events, gaining experience in liaising with suppliers to obtain quotes, raising and receipting purchase orders, and assisting with travel and accommodation bookings Support event catering orders and assist with event set-up and shutdown as required Assist with setting rooms up for events – this will involve light manual handling tasks such as moving chairs or tables Depending on skills, providing advice to room users on connecting to the audio/visual systems

Supporting the facility management of the Institute:

Support the circulation, filing and version control of health and safety policies, SOPs and guidance documents Maintain accurate records on relevant systems and files Ensure confidentiality and integrity of all sensitive information in accordance with the Data Protection Act and other relevant legislation and Codes of Practice including the University’s Information Security Policy Help keep records up to date for inductions, access permissions and training completion Liaise with teams to coordinate dates for upcoming Health & Safety inspections Learn and assist with various regular building and systems checks and updating necessary records Occasional cover of reception/front of house, providing guidance and advice to visitors, contractors and staff Occasional assistance with deliveries and stock control processes

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 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 17,000 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, Times to be confirmed.

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,Social media skills