Apprentice Office Administrator UNIVERSITY OF NOTTINGHAM

Working on a range of projects; plan, manage and promote numerous events, uploading web content, developing news articles and using social media.

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Closing date: 30 Sep 2017

Apprenticeship summary

  • Weekly wage


  • Working week

    Mon - Fri shifts to be confirmed.

    Total hours per week: 36.25

  • Apprenticeship duration

    12 months

  • Possible start date

    14 Oct 2017

  • Date posted

    09 Jun 2017

  • Apprenticeship level

    Intermediate Level Apprenticeship

  • Reference number


  • Positions

    1 available

Assist the directorate, including covering for the team members, to ensure that the department receives efficient admin support. These duties include:

  • Monitoring conference attendances and organising payment
  • Organising UK rail travel for REGS staff
  • Raising works requests for minor works within the office
  • Collating publications and printed materials for external visitors
  • Maintaining the department distribution lists
  • Organising courier services
  • Raising purchase orders and payment of invoices
  • Managing the department email account and enquiry line
  • Supporting REGS staff and other University staff with external and internal facing events - this role will include finding venues, identifying target audiences, managing registrations, liaising with speakers and other suppliers, managing exhibitors.
  • In addition, you will be expected to help to promote the events using a variety of online and traditional techniques such as email marketing, leaflets/posters and advertising.
  • Updating the Research, Enterprise & Graduate Services and Services for Business websites and internal workspace
  • Using Social Media to promote news of interest to businesses and other key stakeholders.
  • Logging, circulating and filing press cuttings (online and hard copy) to the department’s staff.
  • Any other duties relevant to the role.

Decision making:-

Taken by post holder:-

  • All office administration
  • Placing orders and using the University Purchasing card for ‘one stuff’ transactions
  • Amend orders to rectify any problems, pass invoices and reduce future queries and financial housekeeping
  • Develop and maintain databases and spreadsheets to match data and reporting required
  • Prepare and prioritise work activities
  • Ensure order information is correct

Taken in collaboration with others:-

  • Amendments to orders in collaboration with senior staff and suppliers
  • Some invoice queries if additional information required
  • Tweets promoting business engagement evets and other items of interest to a business audience

Referred to the appropriate line manager by the role holder:-

  • Approval of purchase orders
  • Approval of credit card transactions
  • Final decisions regarding event venues, expenditure and speakers. Content of the Knowledge Exchange newsletter, content for website, press releases and case studies, and copy for promotional materials

Applicants will be required to attend an Assessment Centre with Vision Apprentices as part of the screening process.

Requirements and prospects

Desired skills

  • Good written and oral communication skills
  • IT knowledge e.g. using Microsoft packages
  • Evidence of customer relations skills
  • Knowledge of basic office procedures

Personal qualities

Ability to plan own work activities in response to differing needs of the department and deadlines.

Qualifications required

  • Educated to GCSE (or equivalent) level, to include English and Mathematics grade C or above
  • Other relevant administration qualifications

Future prospects

Vision Business has strong employer links within the sector and we encourage all our employers to consider further opportunities, this may include progression onto an advanced/higher apprenticeship or full time employment.

Things to consider

Please note: • Only applications with a current contact number and/or email address can be accepted. • All applications are acknowledged by telephone in the first instance. • Every applicant must attend a Vision Business Assessment Centre prior to being presented to the employer. • From 1st April 2017 the National Minimum Wage (NMW) for Apprentices is £3.50 per hour. This applies to 16-18 year old Apprentices and those aged 19 and over in the first year of their Apprenticeship. For all other Apprentices the National Minimum Wage appropriate to their age applies. The wage for Apprentices applies to both time spent on the job plus time spent training. For more information visit: On successful appointment: • You will be entitled to receive statutory annual leave. • This is a monthly paid post. • You are responsible for funding your own travel to and from your place of work. • You must work with your Specialist to complete apprenticeship work on time and to the best of your ability. • You must conduct yourself in a safe and diligent manner and comply with health and safety policies and procedures. • You must uphold and promote the company policies and procedures, promoting those specifically to your area of work, including Equality and Diversity and Safeguarding. • Please note this vacancy may close earlier than the planned closing date in the event of the position being filled.

About the employer

Vision Business is pleased to be working with Nottingham University on the recruitment of an Apprentice Office Administrator.




Lenton Lane



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Training provider

Vision Business is part of the West Nottinghamshire College Group.  West Nottinghamshire College is one of the largest and most successful colleges in the country with a well-earned reputation for excellence particularly in the areas of apprenticeships. The college was named a national Beacon College in 2009. With 30,000 students nationwide and links with over 2,000 employers, we are a high-profile centre of education that is well known for producing work-ready, ambitious and highly-skilled individuals.  We offer apprenticeships, advanced apprenticeships and adult apprenticeships in a range of sector specialisms.

An apprenticeship is an on the job learning programme that allows you, the apprentice, to earn a wage, gain valuable work experience and industry specific competence. You will be expected to work towards theory elements in addition to putting the theory into practice, some of this will be in your own time.

As part of your apprenticeship and dependent on your prior attainment you may be required to complete Maths, English and ICT Functional Skills which are an integral part of your apprenticeship.

Upon successful completion you will be awarded additional certificates of recognition.

Vision Business will also work with you to ensure your knowledge of Employment Rights and Responsibilities are at the required level for an apprentice.

Should you have any questions or wish to discuss this or any other vacancy please call the Vision Apprentices team on 01623 627191 extension 8799.

Apprenticeship framework

Business and Administration

Training provider


Applications for this apprenticeship are being processed by Vision West Nottinghamshire College


Rachel Gould 01623 627191

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Closing date: 30 Sep 2017