Apprentice Academic Office Assistant (Student Records)
University of Oxford
Oxford (OX2 6PN)
Closes in 24 days (Sunday 21 June 2026 at 11:59pm)
Posted on 28 May 2026
Contents
Summary
Join the University of Oxford as an Apprentice Academic Office Assistant at Kellogg College, supporting the university’s largest graduate community. You’ll provide essential administrative support and help maintain accurate student records from induction through graduation.
- Wage
-
£26,686 a year
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
-
Monday - Friday, office hours to be confirmed.
36 hours 30 minutes a week
- Start date
-
Tuesday 1 September 2026
- Duration
-
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 Apprentice (Academic Office Assistant – Student Records) is part of Kellogg College’s Academic Office, working alongside the Academic Registrar, Academic Advisors, the Academic Officer and Administrators.
The role role includes maintaining student records, assisting with enrolment and contributing to smooth, effective office operations.
Some of your day-to-day activities will be:
Student Record Keeping
- Contribute to the maintenance of accurate student records, updating the college’s management system (SITS:eVision for Colleges), and physical student records in the archive as needed.
- Assist with the student enrolment exercise by completing designated tasks such as completing right to study visa checks, responding to student queries and distributing university cards
- Assist the Academic Advisor and Academic Officer by completing designated tasks such as data-entry for the fee billing exercise, data-entry for the college advisor allocation exercise, and administrative support for graduation and matriculation ceremonies
- Complete a termly address check to ensure residency requirements for full-time students are met
Student Administration
- Assist the Academic Registrar and Academic Advisor with exam administration (exam entries, change of options, in-college examinations and invigilation)
- Stamp and sign student enrolment certificates, or create confirmation letters by request
- Provide transcripts and other documents upon request from alumni
- Ordering of replacement cards for on-course students as needed
Academic Office Administration
- Provide a friendly point of contact for variable and diverse queries in the Academic Office for students, staff and visitors, responding to enquiries in person, online, by phone, or email. Report any issues that arise
- Provide administrative support to the Academic Office; filing, photocopying, note taking, preparing, and distributing papers, letters, and other correspondence, and carrying out small administrative projects as needed by the department
Job descriptions can never be comprehensive, and you may be required to undertake other similar tasks and responsibilities.
Where you'll work
Kellogg College
Banbury Road
Oxford
OX2 6PN
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 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 on-site in the workplace.
Requirements
Essential qualifications
GCSE 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
- MS Excel, Outlook and Word
- Willing to learn new skills
- Adaptability
- Can learn to meet deadlines
- Proactive
- Able to work independently
- Discretion and confidentiality
Other requirements
PLEASE NOTE:
INTERVIEWS WILL BE HELD in the week commencing 20th July 2026.
PLEASE ENSURE YOU VISIT THE UNIVERSITY OF OXFORD JOBS PAGE TO READ THE FULL JOB DESCRIPTION BEFORE YOU APPLY. VACANCY ID IS 186649. 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, 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.kellogg.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 VAC2000033790.
Apply now
Closes in 24 days (Sunday 21 June 2026 at 11:59pm)