Apprentice Academic Office Assistant (Student Records)

The Apprentice (Academic Office Assistant – Student Records) is part of Kellogg College’s Academic Office, working alongside the Academic Registrar, Academic Advisors, the Academic Officer and Administrators.

The role role includes maintaining student records, assisting with enrolment and contributing to smooth, effective office operations.

Some of your day-to-day activities will be:

Student Record Keeping

Contribute to the maintenance of accurate student records, updating the college’s management system (SITS:eVision for Colleges), and physical student records in the archive as needed. Assist with the student enrolment exercise by completing designated tasks such as completing right to study visa checks, responding to student queries and distributing university cards Assist the Academic Advisor and Academic Officer by completing designated tasks such as data-entry for the fee billing exercise, data-entry for the college advisor allocation exercise, and administrative support for graduation and matriculation ceremonies Complete a termly address check to ensure residency requirements for full-time students are met

Student Administration

Assist the Academic Registrar and Academic Advisor with exam administration (exam entries, change of options, in-college examinations and invigilation) Stamp and sign student enrolment certificates, or create confirmation letters by request Provide transcripts and other documents upon request from alumni Ordering of replacement cards for on-course students as needed

Academic Office Administration

Provide a friendly point of contact for variable and diverse queries in the Academic Office for students, staff and visitors, responding to enquiries in person, online, by phone, or email. Report any issues that arise Provide administrative support to the Academic Office; filing, photocopying, note taking, preparing, and distributing papers, letters, and other correspondence, and carrying out small administrative projects as needed by the department

Job descriptions can never be comprehensive, and you may be required to undertake other similar tasks and responsibilities. 

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 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, office hours to be confirmed.

Skills:
Communication skills,Attention to detail,Organisation skills,Customer care skills,Team working,MS Excel, Outlook and Word,Willing to learn new skills,Adaptability,Can learn to meet deadlines,Proactive,Able to work independently,Discretion and confidentiality