Apprentice Clinical Trials Receptionist and Administrator University of Oxford - Paediatrics

University of Oxford

Oxford (OX3 7LE)

Closes in 20 days (Tuesday 20 October 2026 at 11:59pm)

Posted on 29 September 2026

---

Summary

You will be the first point of contact for phone calls, emails and visitors to the Oxford Vaccine Group within the Department of Paediatrics. You'll learn to manage enquiries, bookings and calendars. You'll support clinical trial administration, maintain databases, handle post, coordinate repairs, order stock and provide office support.

• 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 fixed term contract and is an in-office role due to the requirements of the post.

  36 hours 30 minutes a week

• Start date:

  Monday 4 January 2027

• 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 Clinical Trials Receptionist and Administrator is the first point of contact for phone calls, emails and visitors coming into the Oxford Vaccine Group (OVG). They deal with enquiries and requests from members of the public, study participants, employees and staff over the phone, email, and face-to-face. They assist in managing visit bookings with study participants, maintaining study visit calendars, and supporting colleagues in the administration of clinical trials. 
They have responsibility for elements of the day-to-day functioning of the building: e.g. management of incoming and outgoing post, maintaining information on databases, collating requests for repairs, forwarding of appropriate information throughout the group. They provide administrative/secretarial support to OVG including data entry, minutes of the team meeting, ordering stock, maintaining the Buddy System and acting as Display Screen Equipment (DSE) Assessor. This role requires adaptability, a can-do approach and a high level of attention to detail. 
Responsibilities: 

• Provide a reception service for visitors coming in to the office or clinic, ensuring that all visitors comply with our procedures. 
• Be the first point of contact for emails, phone calls and day-to-day administrative queries from members of the public, study participants, employees and line managers, including accepting and distributing deliveries.
• Management of incoming and outgoing post and forwarding of appropriate information throughout the team.
• Liaise with study participants and/or the study team to book appointments, resolve disrupted appointment times, offer new appointments and re-arrange existing appointments according to protocol timelines.
• Keep calendars for visit appointments up to date, and support the preparation of paperwork in readiness for visits.
• To administer, maintain and coordinate the logistical aspects of the clinical trials according to Good Clinical Practice (GCP) and Standard Operating Procedures (SOPs).
• To assist colleagues working on studies by monitoring and maintaining the study documents, databases, spread sheets and equipment.
• Maintain discretion and confidentiality of study participants and medical records.
• Undertake regular sample runs to the lab as requested.
• Set up meetings and actively participate in taking minutes at the team meetings.
• Maintain the Buddy System, compiling rotas monthly, ensuring that staff know when to call / or it’s their turn to be Buddy / Senior Buddy, also ensuring that the ‘on call’ phones are tested weekly. 
  Act as DSE Assessor to ensure a safe working environment for staff (training will be provided).
• Be responsible for practical support i.e: creating Induction folders and arranging meetings for new starters, in conjunction with the team PA’s and line managers.
• Be responsible for maintaining stationary supplies and ordering stock within the office.
• General office duties including: photocopying, shredding, filing and arranging couriers. Liaise with building staff regarding the maintenance of departmental equipment such as the printers.
• Undertake a range of clerical or administrative tasks, which require a high level of attention to detail, as requested and is reasonable for the role. This includes assisting in travel arrangements e.g. taxi bookings, preparing interview documents for staff conducting interviews, and supporting in event arrangement where appropriate.
• Follow standard operating procedures (SOPs) for the Oxford Vaccine Group (OVG).
• Work after hours on occasions (with time taken back at a later date). 
   

Where you'll work

Oxford Vaccine Group
Churchill Hospital
Headington
Oxford
OX3 7LE

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
• Confidentiality

Other requirements

PLEASE NOTE:

• INTERVIEWS WILL BE HELD in person on Thursday 12th November 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 and the VACANCY ID is 188696
• Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description

The hazards or safety-critical duties involved are as follows:  

• Regular manual handling

Additional security pre-employment checks: This job includes duties that will require additional security pre-employment checks:  

• A satisfactory enhanced Disclosure and Barring Service check due to activity involving children
• University security screening (eg identity checks)  

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 VAC2000054816.

Apply now

Closes in 20 days (Tuesday 20 October 2026 at 11:59pm)