Summary
An exciting opportunity for you to join the University of Oxford as an Apprentice Course Administrator in the Professional Services Team at the Department of Politics & International Relations. The team manages all the department’s postgraduate courses and key aspects of our joint undergraduate courses alongside History, Philosophy and Economics.
Wage
£25,331 a year
Training course
Business administrator (level 3)
Hours
Monday - Friday full-time. Times to be confirmed. This is an 18 month apprenticeship within a two year employment contract.
36 hours 30 minutes a week
Possible start date
Tuesday 22 April
Duration
1 year 6 months
Positions available
1
Work
As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.
What you’ll do at work
This is a perfect time to join the department in this newly created role prior to the beginning of the academic year. The role is being created to assist the team in meeting its increased workload, and to enable it to further improve its service to the Department.
You will be located within the Courses Team in DPIR. The team manages all the department’s postgraduate courses and key aspects of our joint undergraduate courses alongside History, Philosophy and Economics.
You will assist the team with a wide variety of tasks across both undergraduate and postgraduate provision, which will provide excellent training for a wide variety of education-related roles across the university in both colleges and other departments. This would include assisting with graduate applications, responding to offer holder enquiries, assisting with exam administration, dealing with lecture recording issues, providing communications support in relation to website updates or event organisation.
As part of this role, you will undertake an Apprenticeship with Abingdon & Witney College, where you will complete the Business Administrator Level 3 Apprenticeship. It should be noted that, despite the apprenticeship title, this apprenticeship relates to the administration of academic higher education courses within the university. The successful candidate would not be involved in the business of politics or international relations.
Responsibilities
You will be fully trained to carry out the following main tasks:
Enquiry handling:
• Act as first port of call for all types of enquiries. Respond to emails, phone calls, and other communications
• Publish events in our Virtual Learning Environment
• Deal with queries about room-bookings for teaching
• Organise online student rep elections
Course administration:
• Edit lecture recordings and assist with making them accessible to certain students
• Liaise with lecturers and students about ad hoc access requirements (due to clashes/illness)
• Assist with inputting payments into the system for paying examiners
• Assist with the management of online reading lists
• Assist with putting exam papers or submissions onto the online platform
• Liaise with teaching staff and other departments to make arrangements for teaching, and inputting arrangements into the online calendar
• Assist with drafting agendas, minutes and action logs for departmental meetings
• Assist other members of the team during peak periods
• Help to keep email distribution lists and access to online systems up to date
Additional duties:
As a new starter, you will be expected to complete mandatory training for the department and, if applicable to your role, these include:
• Information security and Data Protection
• Implicit Bias
• Bullying and Harassment training
• Equality and Diversity briefing
Please note that there is a more detailed Job Description on the University of Oxford jobs and vacancies page - vacancy reference 178252.
Where you’ll work
Department of Politics and International Relations
Manor Road Building, Manor Road, Oxford
OX1 3UQ
Training
An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.
College or training organisation
ABINGDON AND WITNEY COLLEGE
Your training course
Business administrator (level 3)
Equal to A level
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.
Your training plan
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
Requirements
Essential qualifications
GCSE in:
* Maths and English (grade A*-C/9-4 or equivalent)
Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.
Skills
* Communication skills
* Attention to detail
* Organisation skills
* Customer care skills
* Logical
* Team working
* Initiative
* MS Excel, Outlook and Word
* Proactive 'can-do' approach
* Willing to learn new skills
* Adaptability
Other requirements
Experience of attending a University or higher education establishment providing insight into student welfare is desirable but not essential. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. 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, provide an up-to-date CV 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. 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 01235 216216. 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.