Apprentice Facilities & Communications Assistant - University of Oxford Department of Paediatrics
University of Oxford
Oxford (OX3 7TY)
Closes in 21 days (Monday 4 May 2026 at 11:59pm)
Posted on 13 April 2026
Contents
Summary
An exciting opportunity to join the University of Oxford as an Apprentice Facilities & Communications Assistant in the Institute of Regenerative & Developmental Medicine (IDRM) on the Old Road Campus, Headington. A great opportunity to gain hands-on experience in communications, events, and facilities management.
- Wage
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£26,686 a year
Check minimum wage rates (opens in new tab)
All University of Oxford Apprentices start on the Apprentice salary scale at grade 1A - £26,686 p.a.
- Training course
- Business administrator (level 3)
- Hours
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Monday - Friday, Times to be confirmed.
36 hours 30 minutes a week
- Start date
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Tuesday 1 September 2026
- Duration
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1 year 6 months
- Positions available
-
1
Work
Most of your apprenticeship is spent working. You’ll learn on the job by getting hands-on experience.
What you'll do at work
The post holder will support and be line managed by the Institute’s Buildings & Facilities Manager with a dotted line to the Communications and Events Officer and will work closely with both teams. The post will include but not be limited to the responsibilities detailed below.
Responsibilities:
You will be fully trained to carry out the following:
Supporting internal and external communications:
- Assist the Communications and Events Officer in developing original written and visual content (including photos and video), gaining experience creating materials for social media channels, the Institute website, and internal communication platforms such as digital signage, email, and the intranet
- Support the regular review of intranet content, learning how to edit relevant SharePoint pages to ensure information remains accurate and up to date
- Assist with uploading content and scheduling posts for publication on Bluesky and LinkedIn, developing an understanding of social media planning and scheduling
- Support the uploading of news items, events, and job opportunities to the website, and assist with updating general web content as required
- Contribute ideas and help collate content for the termly Institute newsletter, building skills in content planning and editorial processes
- Communicate health and safety updates via internal channels (intranet, digital signage, and email)
Supporting the planning and delivery of events:
- Support the planning and delivery of a range of events, developing practical experience across the full event lifecycle
- Assist with the organisation and delivery of seminars, Institute away days, ad hoc meetings, and seasonal events (such as Christmas and summer parties), building confidence through hands-on involvement
- Support event promotion activities by creating written and visual content and learning how to advertise events through appropriate channels, including email, digital displays, and social media
- Provide administrative and logistical support for events, gaining experience in liaising with suppliers to obtain quotes, raising and receipting purchase orders, and assisting with travel and accommodation bookings
- Support event catering orders and assist with event set-up and shutdown as required
- Assist with setting rooms up for events – this will involve light manual handling tasks such as moving chairs or tables
- Depending on skills, providing advice to room users on connecting to the audio/visual systems
Supporting the facility management of the Institute:
- Support the circulation, filing and version control of health and safety policies, SOPs and guidance documents
- Maintain accurate records on relevant systems and files
- Ensure confidentiality and integrity of all sensitive information in accordance with the Data Protection Act and other relevant legislation and Codes of Practice including the University’s Information Security Policy
- Help keep records up to date for inductions, access permissions and training completion
- Liaise with teams to coordinate dates for upcoming Health & Safety inspections
- Learn and assist with various regular building and systems checks and updating necessary records
- Occasional cover of reception/front of house, providing guidance and advice to visitors, contractors and staff
- Occasional assistance with deliveries and stock control processes
Where you'll work
Ims Tetsuya Nakamura Building, Old Road Campus
Roosevelt Drive, Headington
Oxford
OX3 7TY
Training
Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.
Training provider
ABINGDON AND WITNEY COLLEGE
Training course
Business administrator (level 3)
Understanding apprenticeship levels (opens in new tab)
What you'll learn
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.
Training schedule
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
- 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
More training information
College training will be at Abingdon & Witney College's Abingdon Campus and also on site in the workplace
Requirements
Essential qualifications
GCSE in:
Desirable qualifications
A Level in:
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- Attention to detail
- Organisation skills
- Customer care skills
- Team working
- Initiative
- MS Excel, Outlook and Word
- Willing to learn new skills
- Adaptability
- Social media skills
Other requirements
PLEASE NOTE:
INTERVIEWS WILL BE HELD on Wednesday 10th June 2026. PLEASE ENSURE YOU VISIT THE UNIVERSITY OF OXFORD JOBS PAGE TO READ THE FULL JOB DESCRIPTION BEFORE YOU APPLY. VACANCY ID IS 185689. 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. PLEASE NOTE APPLICANTS MUST REPLY PROMPTLY TO THESE REQUESTS - PLEASE CHECK YOUR EMAILS/JUNK EMAILS SO THAT YOU DON'T MISS OUT. 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.
About this employer
We are the largest employer in Oxfordshire with around 17,000 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.
https://www.idrm.ox.ac.uk/ (opens in new tab)
Company benefits
You'll enjoy 38 days’ paid holiday, generous pension schemes, travel discounts and professional development opportunities. Free entry to the Botanic Gardens and university colleges, and discounts at university museums.
After this apprenticeship
- 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
Ask a question
The contact for this apprenticeship is:
ABINGDON AND WITNEY COLLEGE
Jane Phipps
apprenticeships@abingdon-witney.ac.uk
01235 216216
The reference code for this apprenticeship is VAC2000025916.
Apply now
Closes in 21 days (Monday 4 May 2026 at 11:59pm)