Apprentice Communications and Events Administrator - University of Oxford Engineering Science

University of Oxford

Oxford (OX1 3PJ)

Closes in 20 days (Monday 14 September 2026 at 11:59pm)

Posted on 24 August 2026

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Summary

You will primarily support the work of the Communications and Events Team in the Department of Engineering Science. We are responsible for the department website and staff intranet, organising a wide range of events and conferences, social media, and internal communications and engagement. Applicants must be 18yrs+ due to event requirements.

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
This is an 18 month apprenticeship within a 2 year employment contract. Monday - Friday, office hours to be confirmed.

36 hours 30 minutes a week

Start date

Monday 26 October 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 Communications and Events Administrator will primarily support the work of the Communications and Events Team in the Department of Engineering Science. The team is responsible for the department website and staff intranet, organising staff, researcher, alumni and academic events and conferences, social media, and internal communications and engagement.

Responsibilities:
 

The apprentice will assist the team with a wide variety of tasks across internal and external communications, which will provide excellent training for a wide variety of communications related roles across the University and more widely.

With guidance from the Internal Communications Manager, you will:

·    Learn to make simple updates to the Department Website and SharePoint Intranet, and produce reports on Intranet usage

·    Develop the skills to manage the Department’s photo library and media on the website to ensure that images are tagged and stored appropriately, including GDPR consents

·    Organise and manage staff photo sessions

·    Learn to create profiles on the main website for researchers and DPhil students

·    Assist in the organisation of staff events such as coffee mornings

·    Monitor supplies of branded materials and stationery, and make orders when needed

·    Manage photography and event equipment and keep it secure and ready for use. Keep records of any equipment loans and ensure it is returned

·    Maintain staff mailing lists and manage communications inboxes, referring queries to colleagues where necessary

·    Learn to create small surveys and feedback forms, extracting and presenting data

·    Learn to gather content for and create staff newsletters such as the fortnightly Bulletin

·    Help Events Managers to prepare for events including academic conferences, by creating registration lists and badges, and helping with registration where needed

Support team members with communications-related projects.

Where you'll work

Department of Engineering Science
Parks Road
Oxford
OX1 3PJ

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 also on site in the workplace

Requirements

Essential qualifications

GCSE in:

Maths and English (grade A*-C/9-4 or equivalent)

Desirable qualifications

A Level in:

any subject (grade Pass)

Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.

Skills

  • IT skills
  • Attention to detail
  • Organisation skills
  • Customer care skills
  • Team working
  • Written communication skills
  • Clear verbal communication
  • Accuracy
  • High level of professionalism
  • Microsoft Office experience
  • Able to prioritise work
  • Aptitude to learn skills
  • Interest in writing content

Other requirements

PLEASE NOTE:

  • INTERVIEWS WILL BE HELD during w/c 12th October 2026
  • PLEASE ENSURE YOU VISIT THE UNIVERSITY OF OXFORD JOBS PAGE TO READ THE FULL JOB DESCRIPTION BEFORE YOU APPLY. This will be available to view on the University website from 24th August and the VACANCY ID IS 188362
  • Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description
  • APPLICANTS MUST BE 18 OR OVER by October 2026 - this is due to the receipt and handling of alcohol for events

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 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.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

Your earnings can increase over time with an apprenticeship. Find out about potential future pay (opens in new tab).

  • 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 VAC2000049526.

Apply now

Closes in 20 days (Monday 14 September 2026 at 11:59pm)