Apprentice HR Assistant - University of Oxford - Medical Sciences Divisional Office
University of Oxford
Oxford (OX3 9DU)
Closes in 20 days (Monday 19 October 2026 at 11:59pm)
Posted on 28 September 2026
Contents
Summary
A varied and busy role covering a wide range of procedures around the recruitment, retention and development of staff in the Medical Sciences Division Office. You will be handling day to day queries and providing human resources advice that covers the full employee life cycle – applying policies and procedures consistently.
- Wage
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£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
- HR support (level 3)
- Hours
-
This is an 18-month fixed term apprenticeship contract within a 2 year employment contract.
Majority of the working week on site working; Tuesday current team on site day.
36 hours 30 minutes a week
- Start date
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Tuesday 1 December 2026
- Duration
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1 year 6 months
- Positions available
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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
You will be fully trained to carry out the following duties:
HR Service & Administrative Support
- Act as the first point of contact for routine HR queries from employees, managers, and external contacts by email or in person, answering straightforward questions or redirecting as appropriate
- Provide efficient administrative support to the HR team, ensuring accurate and timely processing of routine tasks – supporting with the University Card processes, monitoring HR inboxes, creating and maintaining processes and procedures
- Support with casual worker recruitment, administration and payroll processing
- Utilise the HR systems to maintain accurate employee records throughout the employment lifecycle
- Record and monitor staff sickness, annual leave, probation periods, and appraisal dates, escalating issues as needed
- Process monthly payroll changes in line with University deadlines, ensuring information is accurate and complete before submission
- Continually looking to improve, digitalise and streamline processes
Recruitment & Induction
- Support recruitment administration, including editing job adverts and descriptions using University templates, placing adverts, preparing shortlisting packs, and issuing standard correspondence to candidates
- Assist with pre-employment checks, including right-to-work and references
- Prepare offer letters and contracts
- Support the organisation and delivery of induction sessions for new staff
Compliance
- Ensure that all HR records are maintained securely and in accordance with GDPR and Information Security policies
- Follow University procedures relating to immigration and right-to-work requirements and payroll procedures – seeking guidance where necessary
- Run basic reports from HR systems to support operational processes and monthly checks
Academic
- Support with the review process for the Initial Period of Office for Associate Professors
- Administer and track all honorary titles within the Medical Sciences Division – VP, HSCL, HCL, HCTF, Tutors in GP etc.
- Support the Divisional Academic HR Manager and HR Officers with adhoc requests relating to Academic related work
Teamwork & Development
- Attend appropriate training and development to maintain knowledge of HR systems and procedures and HR policies – to maintain up-to-date knowledge
- Build strong, trusted relationships with the HR team, divisional colleagues and wider stakeholders, in order to facilitate smooth HR operations and foster a positive image of the university’s professional services
Where you'll work
Medical Sciences Divisional Office
John Radcliffe Hospital Headington
Oxford
OX3 9DU
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
HR support (level 3)
Understanding apprenticeship levels (opens in new tab)
What you'll learn
Course contents
- Service Delivery: Delivers excellent customer service on a range of HR queries and requirements, providing solutions, advice and support primarily to managers. Builds managers’ expertise in HR matters, improving their ability to handle repeated situations themselves where appropriate. Uses agreed systems and processes to deliver service to customers. Takes the initiative to meet agreed individual and team KPIs in line with company policy, values, standards. Plans and organises their work, often without direct supervision, to meet commitments and KPIs.
- Problem Solving: Uses sound questioning and active listening skills to understand requirements and establish root causes before developing HR solutions. Takes ownership through to resolution, escalating complex situations as appropriate.
- Communication & Interpersonal: Deals effectively with customers/colleagues, using sound interpersonal skills and communicating well through a range of media eg phone, face to face, email, internet. Adapts their style to their audience. Builds trust and sound relationships with customers. Handles conflict and sensitive HR situations professionally and confidentially.
- Teamwork: Consistently supports colleagues /collaborates within the team and HR to achieve results. Builds/maintains strong working relationships with others in the team and across HR where necessary.
- Process Improvement: Identifies opportunities to improve HR performance and service; acts on them within the authority of their role. Supports implementation of HR changes/projects with the business.
- Managing HR Information: Maintains required HR records as part of services delivered. Prepares reports and management information from HR data, with interpretation as required.
- Personal Development: Keeps up to date with business changes and HR legal/policy/process changes relevant to their role. Seeks feedback and acts on it to improve their performance and overall capability.
Training schedule
Duration:
13 months practical training period, plus 6 months for End Point Assessment
Delivery model:
- Work-based training with your employer
- Day release during term time (approximately 1 day a week for 1 year)
- Regular meetings with your training coordinator to monitor progress and well-being
- Apprentices will need to complete a minimum of 326 hours of off-the-job training during their apprenticeship
Qualifications included:
- Level 2 Functional Skills in English and Maths (if required)
- CIPD Level 3 Foundation Certificate in People Practice
- Level 3 HR Support Apprenticeship
End Point Assessment:
- Consultative project
- Professional discussion
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:
Share if you have other relevant qualifications and industry experience. The apprenticeship can be adjusted to reflect what you already know.
Skills
- Communication skills
- IT skills
- Attention to detail
- Organisation skills
- Customer care skills
- Administrative skills
- Written communication skills
- Clear verbal communication
- Accuracy
- High level of professionalism
- Microsoft Office experience
- Accuracy and timekeeping
- Prioritisation skills
- Commitment to values of dept
- Honesty and integrity
- Confidentiality
Other requirements
Please note:
- Interviews will be held on 12th November and are in person
- PLEASE ENSURE YOU VISIT THE UNIVERSITY OF OXFORD JOBS PAGE TO READ THE FULL JOB DESCRIPTION AND SELECTION CRITERIA BEFORE YOU APPLY. VACANCY ID IS 187951
- All long-listed applicants must provide a full CV with the names of 2 referees, as part of the recruitment process and we will request these if needed. These could be school/college tutors, volunteering supervisor/manager. However, if you have had a job, we would expect one of the referees to be your most recent line manager. Referees must not be friends/family
- 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.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 VAC2000055853.
Apply now
Closes in 20 days (Monday 19 October 2026 at 11:59pm)