Apprentice Receptionist and Administration Assistant - University of Oxford BioEscalator

University of Oxford

Oxford (OX3 7FZ)

Closes in 21 days (Monday 30 November 2026 at 11:59pm)

Posted on 9 November 2026

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Summary

This is an exciting opportunity to kickstart your career at the BioEscalator, the University of Oxford’s incubator for early-stage biomedical start-up companies. You will be a key member of the team, managing reception and supporting the team’s administrative functions. 

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 contract of employment. Generally, 8.30am - 4.00pm, Monday - Friday (with some flexibility for agreed start and finish times).

36 hours 30 minutes a week

Start date

Monday 22 February 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 BioEscalator Apprentice Receptionist and Administration Assistant is a key member of the BioEscalator team and the first point of contact for the resident start-ups and the wider BioEscalator community. We are seeking motivated individuals who are keen to learn and develop their skills, and willing to take on new challenges with a passion for supporting others.

Reception tasks

  • Forward enquiries promptly and provide appropriate information; redirect more complex queries to other members of the team as appropriate.
  • Sign visitors in and ensure that they are met by their host.
  • Sort outgoing mail and assist in organising couriers as requested.
  • Email general announcements to the BioEscalator community.
  • Keep building signage up to date.
  • Maintain tidiness and organisation of the reception, kitchen spaces and communal areas ensuring a smart professional image.
  • Work collaboratively with the BioEscalator team and ensure that reception is continuously staffed during break times and arrangements are made for annual leave.

Administrative and finance tasks

  • Oversee all aspects of the day-to-day running of the reception, including managing the shared inbox, the diary of day-to-day activities and building access; ensuring enquiries and interactions are handled efficiently and effectively.
  • Manage room and break out space bookings and ensure meeting rooms and break out spaces are prepared in advance. Assist in organising materials and venues for meetings or events.
  • Manage visitor parking requests and issue visitor parking permits.
  • Use the Salto system to organise access rights for building users and ensure the access is up to date.
  • Monitor and maintain stationery and refreshment supplies, perform financial processes with general office orders and deliveries using Oracle.
  • Maintain and update databases as appropriate, including the telephone list, mailing list and BioEscalator community information. Record and update information and filing system when required.
  • Contribute to updating SOPs and handbooks by testing, reviewing and suggesting edits.
  • Provide general administrative duties and support to the BioEscalator team.

Building and facilities

  • Ensure familiarity with local alarms and alerts in the building and emergency and evacuation procedures. In the event of unpredicted problems, deal with the situation in a calm and professional manner and alert the relevant colleagues and, if necessary, follow emergency procedures.
  • Be alert for security or building issues and communicate to relevant colleagues, including the BioEscalator team, University Security and Estates Services.
  • Raise faults and building issues, liaise with Facilities and Estates when necessary.
  • Report incidents, accidents or near-miss incidents to the BioEscalator team.

Event support

  • Assist with both internal and external event preparations and provide on-the-day support, maintaining a helpful and professional attitude throughout.
  • Support events as required and contribute to the smooth and professional execution of events
  • Undertake any other duties as appropriate to the nature of the post, demonstrating flexibility and a willingness to support the BioEscalator.
  • Maintain a proactive approach to all responsibilities, ensuring that tasks are completed to a high standard and in a timely manner.
  • Provide support and cover for colleagues as required.
  • Work effectively in a team environment and build effective working relationships with staff and external parties at all levels.

Where you'll work

BioEscalator
Medical Sciences Divisional Office.
Old Road Campus, Headington
Oxford
OX3 7FZ

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)

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

Skills

  • Attention to detail
  • Organisation skills
  • Customer care skills
  • Problem solving skills
  • Logical
  • Team working
  • Experience within a workplace
  • Interpersonal skills
  • Clear verbal communication
  • Accuracy
  • Written Communication skills
  • Microsoft Office skills
  • Motivated
  • Prioritisation Skills

Other requirements

Please note:

  • Applicants must be 18 years or over by the start date (Feb 2027) due to the increasing responsibilities of the role as training progresses (including handling alcohol for events).
  • Interviews will take place during the week commencing 18th January 2027 and will be held face-to-face at the BioEscalator - Innovation Building, Old Road Campus, Headington.
  • PLEASE ENSURE YOU VISIT THE UNIVERSITY OF OXFORD JOBS PAGE TO READ THE FULL JOB DESCRIPTION AND ENSURE YOU MEET THE FULL SELECTION CRITERIA AND ADDITIONAL INFORMATION BEFORE YOU APPLY. VACANCY ID IS 189118.
  • 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 VAC2000062813.

Apply now

Closes in 21 days (Monday 30 November 2026 at 11:59pm)