Apprentice Clerical Assistant (2 posts) The University of Sheffield

The role will be split across two key areas of business, with half of the appointment spent working as a general administration assistant and half focussing on the student experience on the MBChB programme. There will however be common duties and responsibilities across both components.

This apprenticeship requires you to apply through the employer's website.

Apply now

Closing date: 07 Dec 2023

Apprenticeship summary

  • Annual wage


    Wages explained

    Apprentices are paid for their normal working hours and training that's part of their apprenticeship (usually one day per week).

    Minimum Wage Rates

  • Working week

    Monday to Friday, 8.30am until 4.30pm.

    Total hours per week: 37

  • Expected duration

    18 Months

  • Possible start date

    02 Jan 2024

  • Date posted

    15 Nov 2023

  • Apprenticeship level

    Level 3 (A level)

  • Reference number


  • Positions

    2 available

What you will do in your working day

General administration:

  • First point of contact for departmental enquiries from students, staff and visitors
  • Assist with the maintenance of stationery stocks including reviewing stock levels and ordering items via the SAP finance system as directed
  • Deal efficiently with all incoming and outgoing mail and deliveries including clearing uncollected post
  • Assist with processing finance claims and reconciling corporate card transactions
  • Assist with travel, room & catering bookings as directed
  • Assist with the issuing of lab books to new and existing staff members and students
  • Ensure inductions packs are up-to-date and fully stocked
  • Ensure notice boards are kept up-to-date and display relevant information

MBChB student experience support:

  • Be the first point of contact for student queries relating to attendance and engagement processes for early years of the MBChB
  • Assist with the recording, monitoring, review and reporting of student attendance and engagement data
  • Assist with the attendance data uploads at agreed points during the academic year
  • Assist with the delivery of the assessments throughout the MBChB, including preparing registers, labels, invigilation and general administrative support
  • Provide audio-visual and in-person support (or arrange specialist support) for teachers and tutors as required
  • Support the student feedback and evaluation process
  • Ensure teaching resources are up to date and available for students, liaising with internal and external lecturers

Duties and responsibilities across both components:

  • Work as part of a team to ensure the smooth running of the Department
  • Assist data management and records keeping in line with GDPR, filing confidential files as required and maintaining electronic records and databases including archiving where necessary
  • Respond to requests for creating and formatting documents or correspondence and printing, copying, laminating and binding of paperwork and files
  • Assist with the practical arrangements of events and conferences (producing name badges,printing programmes, etc) as directed
  • Undertake training and development, where necessary, in areas relevant to main activities and responsibilities
  • Attend regular team meetings in order to remain aware of policies and procedures and to contribute to Departmental objectives and priorities
  • As a member of our Professional staff you will be expected to demonstrate a commitment to the professional behaviours set out in the Sheffield Professional Framework
  • Any other duties commensurate with the grade of the post

The training you will be getting

  • Business Admin Level 3

What to expect at the end of your apprenticeship

  • The university is committed to allowing its employees to work to a hybrid model with a combination of working on campus and remotely, where possible
  • This role has been identified as a role that could work to the hybrid model and if successful your manager will discuss these informal arrangements with you
  • We are a campus based residential university and as such the expectation is that all staff will spend some of their time on campus
  • If you join the University you will have access to a Total Reward Package that includes a competitive salary, a generous Pension Scheme and annual leave entitlement, as well as access to a range of learning and development courses to support your personal and professional development
  • You will have access to your own personalised portal where you can also access a comprehensive selection of benefits and offers to suit your changing lifestyle needs, for example financial wellbeing, travel options, shopping and cinema discounts

Requirements and prospects

Desired skills and personal qualities

Communication skills, IT skills, Attention to detail, Organisation skills, Customer care skills, Problem solving skills, Presentation skills, Administrative skills, Number skills, Analytical skills, Logical, Team working, Initiative, Non judgemental, Patience


GCSE or equivalent 5 GCSE's including Maths and English (Grade A*-C/9-4 grades) Essential

Things to consider

To be eligible to apply for an apprenticeship position, you must not have obtained a higher education qualification at Level 3 Business Administration Standard or above including a first degree by a recognised university or other recognised higher education (HE) institution, with the exception of anyone who has participated in the Work Programme. You may still be eligible if the apprenticeship will allow you to acquire substantive new skills and there is evidence that the content of the training is materially different from any prior higher education qualification at Level 3 Business Administration Standard or above or a previous apprenticeship that you have undertaken.

About the employer

With around 1,000 members of staff, the School is a vibrant community that supports a broad portfolio of excellent, internationally-recognised research that ranges from basic science right through to research on international health systems (see Our research is supported by competitive funding from major national and international research bodies including the UK Government, research councils, industrial partners and charities. We have a strong focus on innovation and ensuring that our research has impact locally, regionally, nationally and globally. Our dynamic and exciting research environment is supported by access to world-class facilities.


The University of Sheffield


School of Medicine and Population Health

Barber House 387 Glossop Road Sheffield

S10 2HQ

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Training provider


Adjustments for experience

You could reduce your training time, or finish your apprenticeship faster, if you have relevant prior learning or experience. This could be relevant:

  • training
  • qualifications, like an NVQ in a relevant field
  • industry or sector experience

Apprenticeship standard

Business administrator

Level 3 (A level)

Demonstrating experience

If your application is successful, you will have a chance to discuss your relevant prior learning or experience with your training provider and employer. You will all need to agree any adjustments to your training plan.

You should be prepared to show your competence, and evidence of relevant qualifications

Employer's Application Instructions

This apprenticeship requires you to apply through the employer's website.

Apply now

Closing date: 07 Dec 2023