Apprentice Administrative Assistant

National Oceanography Centre Southampton

Student Administration and Assessment Team, Faculty of Natural and Environmental Sciences are looking for a Business Admin Apprentice to provide administrative support for a range of duties, sharing responsibility for the efficient and seamless delivery of student administration and assessment, to include cover for a busy reception.

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Closing date: 30 Mar 2017

Apprenticeship summary

Weekly wage


Wages explained
The current National Minimum Wage for an apprentice is £3.50 an hour. This rate applies to apprentices under 19 and those aged 19 or over who are in their first year.
Apprentices must be paid at least the minimum wage rate for their age if they are aged 19 or over and have completed their first year.
The minimum wage rates are £5.60 an hour for 18-20 year olds and £7.05 for anyone aged 21 and over.
Apprentices are paid for their normal working hours and training that’s part of their apprenticeship (usually one day per week).

Working week

5 days a week, Monday to Friday 6 hours a day 30 hours per week

Total hours per week: 30.00

Apprenticeship duration

12 months

Possible start date

03 Apr 2017

Date posted

16 Mar 2017

Apprenticeship level

Intermediate Level Apprenticeship

Reference number


To proactively contribute to process, system and service improvements through the development of constructive relationships with Student and Academic Administration professional services partners, beneficiaries and stakeholders.

An exciting opportunity for a highly motivated individual to join the undergraduate team supporting the Faculty of Natural and Environmental Sciences. This engaging and varied role offers the potential for career development within the organisation for the right individual; and opportunities to experience a wide range of higher education administration. You will be part of a professional and friendly team, working with academic and professional colleagues to ensure effective support for all aspects of the Faculty’s student administration, assessment, awards, quality assurance and curriculum activities.  You will be part of the team supporting Ocean and Earth Sciences academic programmes based at the university offices within the National Oceanography Centre Southampton.

The Student Administration and Assessment Team is responsible for a range of business processes that cover those stages in the student life cycle from Institution Enrolment, Academic Programme Management, Student Financial Support, Assessment Management, Progress Management and Graduation Processes. As an apprentice administrative assistant you will learn about and contribute to the following:

Institution Enrolment:

  • Help plan and organise enrolment
  • Help plan and organise induction
  • Prepare induction information for welcome packs
  • Assist with the issue of welcome packs and publish induction information
  • Support induction

Academic Programme Management

To include:

  • Respond to student enquiries by e-mail, telephone and in person
  • Cover reception for the student office area
  • Support the management of student withdrawal, suspension and transfers
  • Update Blackboard with general information or teaching resources
  • Set up on-line surveys for students, download and distribute results, collate overall averages tables
  • Track completion of module feedback forms
  • Book travel (coaches, cars, flights etc.) for fieldtrips.
  • Make sure all student facing areas are clean and tidy, and well stocked with relevant student paperwork

Assessment Management

To include:

  • Respond to student and staff enquiries
  • Help to set up assessment submission on Blackboard
  • External Examiner administration activities
  • Exam board servicing, help to prepare for meetings
  • Collecting and filing past exam scripts and arranging the archiving of student work

Progress Management

To include:

  • Process awards and maintain records
  • Undertake progression activity
  • Notification to students about progression
  • Requests for academic references

Graduation Processes

  • Support Graduation activities

Requirements and prospects

Desired skills

  • Able to contribute to team efficiently through sharing information and constructively supporting others
  • Able to efficiently organise allocated work activities and assist with the effective organisation of non-standard tasks and events
  • Able to seek and clarify detail
  • Able to explain procedures and provide assistance where necessary
  • Good communication skills
  • A good eye for detail
  • Ability to work as part of a close knit team
  • Self-motivated

Personal qualities

  • Confident with experience of working in a customer service context.
  • Able to communicate confidently both verbally and in writing with people at all levels
  • Be confident in using IT systems including Microsoft Office applications
  • Enthusiasm to ensure a quality service is provided


Qualifications required

GCSE in maths and English.

Good ICT skills

Future prospects

This apprenticeship will not automatically lead to a permanent job role at the University of Southampton but the aim is for an apprentice to attain valuable competence, workplace skills and proven work experience that can be demonstrated to any future employer.

About the employer

The University of Southampton is in the top 1% of universities worldwide. It is a global centre for excellence in research and education, being a research-intensive university and a founding member of the Russell Group. The University’s structure includes eight faculties, where academic and research activities take place. They are supported by a number of professional services departments including Student and Academic Administration (SAA) which are engaged in a broad range of activities which support the student lifecycle. This apprenticeship is based within the SAA team supporting the Faculty of Natural and Environmental Sciences which consists of 1,560 undergraduates, 50 taught and 340 research postgraduate students. It has 240 academic and 130 other staff. Academic activity is located at the Waterfront campus, based at the National Oceanography Centre Southampton (NOCS) and the main Highfield campus.


National Oceanography Centre Southampton

Training provider

  • Level 2 Diploma in Business Admin
  • Functional Skills in maths, English and ICT
  • Employment Rights and Responsibilities

You will be required to attend off the job training as and when required.

Apprenticeship framework

Business and Administration

Training provider


Applications for this apprenticeship are being processed by HTP Training


Nikki Cruttenden 02392 374752

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Closing date: 30 Mar 2017