Apprentice HR Assistant - University of Oxford Nuffield Department of Women's & Reproductive Health

HR Duties - Support and Transactional

Act as first point of contact for enquiries from employees, line managers and the general public by telephone, email and face to face, answering straightforward questions on the administration of HR processes or recruitment campaigns or redirecting queries as appropriate Provide administrative support for the HR team Record staff sickness leave, annual leave, end of probationary periods and annual PDR dates and highlight any issues Take ownership of the University cards system within the department, creating cards for new starters and extending cards for current department members as required Assist the HR Administrators and HR Operations Manager with the administration of recruitment exercises which will include; editing job advertisements and job descriptions to ensure that they comply with University guidance and best practice, placing advertisements, gathering information for visa applications where necessary, generating letters to applicants, and preparing shortlisting packs Coordinate interview arrangements, ensuring facilities have been arranged, candidates contacted and any assistance provided, and interview packs have been prepared. Conduct new starter checks, prepare standard letters of appointment, contracts, and visitor agreements Plan inductions for new staff members or visitors

HR Duties- Compliance:

Accurately maintain all confidential personnel files in accordance with GDPR and Information Security policies Attend appropriate training on HR systems and procedures

Reception Duties and Supporting the Office Manager:

The Reception area in NDWRH handles a range of different enquiries from staff and visitors (by phone, email or in person) and provides a number of different services for the department. You will support the Office Manager by learning to:

Respond to internal and external enquiries made by telephone, email and in-person in a helpful and professional manner, and redirect them as appropriate Welcome and assist visitors to the department Assist the Office Manager with organising IT equipment and desk space for new starters Distribute post Handle delivery and collection of parcels, ensuring that relevant staff are notified

Meetings and Events:

Book out meeting rooms and the lecture theatre as requested Assist with the organisation and running of internal and external events, as required Take minutes at meetings as required

Other administration support may include:

Assisting with the delivery of projects across the HR team; working with different team members on a varied array of projects, liaising with colleagues across the department to gather information and support successful delivery Note-taking and coordination of suitable working groups Undertaking any additional tasks that fall within your competency as directed, and complete mandatory training, as required by the University, Division and Department.

Training:

Duration: 

13 months practical training period, plus 6 months for End Point Assessment 

Delivery model: 

Work-based training with your employer Day release during term time (approximately 1 day a week for 1 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 a week of an apprentice’s time at work  

Qualifications included: 

CIPD Level 3 Foundation Certificate in People Practice Level 3 HR Support Apprenticeship

End Point Assessment: 

Consultative project Professional discussion 

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, office hours. Work will be mostly on-site between the two main buildings (John Radcliffe Hospital and Radcliffe Observatory Quarter) with one day per week working remotely.

Skills:
Communication skills,Attention to detail,Organisation skills,Customer care skills,Administrative skills,Team working,Initiative,MS Excel, Outlook and Word,Discretion / confidentiality,Able to manage workload,Accuracy,Proactive,Willingness,Interest in HR career