Apprentice Communications and Events Administrator - University of Oxford - DPIR

University of Oxford

Manor Road Building, Manor Road, Oxford (OX1 3UQ)

Closes in 18 days (Wednesday 8 October 2025 at 11:59pm)

Posted on 19 September 2025

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Summary

We have an exciting opportunity for you to join the Communication and Events Team in the Department of Politics and International Relations at the University of Oxford. This role includes communications activities such as website editing, social media, marketing, public relations, alumni relations and running both internal and external events.

• Wage:

  £25,895 a year

  Check minimum wage rates (opens in new tab)

  All University of Oxford Apprentices start on the Apprentice salary scale at grade 1A - £25,895 p.a.

• Training course: Business administrator (level 3)
• Hours: Monday - Friday full-time. Times to be confirmed. This is an 18 month apprenticeship within a two year employment contract.

  36 hours 30 minutes a week

• Start date:

  Monday 17 November 2025

• 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 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 in both colleges and other departments. This will include assisting with the planning and organisation of events (including high-profile lectures, alumni events, celebratory events and internal events), responding to a wide range of enquiries from both internal and external contacts, assisting with website and social media activities, and delivering communications support to the rest of the team, as well as to the wider department.

Responsibilities

You will be fully trained to carry out the following main tasks listed below:

Enquiry handling:

• Act as the first port of call for all types of enquiries. Respond to emails, phone calls, and other communications
• Deal with requested edits to the department’s website, including department members’ website profiles and the department’s intranet
• Respond to queries about internal and external events in a timely and helpful manner
• Respond to a wide variety of department members’ queries, including senior academics, with a helpful manner, and demonstrate a high level of attention to detail

 

Website and social media administration:

· Support the Website Officer in updating the Department’s website and intranet, and review content regularly to ensure it is accurate

· Liaise with lecturers and students about the creation of, and edits to, their profile pages on the Department website

· Assist with creating and scheduling posts on the Department’s social media accounts, including content creation with the support and guidance of the team.

 

Event administration:

· Support the Events and Alumni Officer with planning internal and external events that align with department goals and strategy

· Assist with answering queries, booking rooms and venues, catering, accommodation, travel arrangements, and any other relevant requirements for departmental events

· Input and edit information about department events onto OxTalks

· Assist with the promotion of internal and external events, including email newsletters, social media and intranet posts

· Attend events to ensure all arrangements run smoothly, sometimes out of hours work for such events will be required, with sufficient notice

Additional duties:

 

As a new starter, you will be expected to complete mandatory training for the department and, if applicable, your role, these include:

· Information security and Data Protection

· Implicit Bias

· Bullying and Harassment training

· Equality and Diversity briefing

· Harassment in Higher Education

 

This is to ensure the department remains committed to providing a positive, supportive and inclusive environment for all.

Access to these training courses will be provided once in post.

Please note that there is a more detailed Job Description/Selection Criteria on the University of Oxford jobs and vacancies page - vacancy reference 182155. Please read this before applying.

Where you'll work

Department of Politics and International Relations
Manor Road Building, Manor Road, Oxford
OX1 3UQ

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
• Level 2 Functional Skills in maths and English (7 days at college for each, if required)
• Off the job training will count for at least 6 hours per week of an apprentice’s time at work

Qualifications included:

• Level 2 Functional Skills in English and maths (if required)
• Level 3 Business Administrator apprenticeship standard

End Point Assessment:

• Knowledge test
• Portfolio based interview
• Project/improvement presentation

Requirements

Essential qualifications

GCSE in:

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

Desirable qualifications

A Level in:

English Language or Literature (grade C or above)

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
• Initiative
• MS Excel, Outlook and Word
• Willing to learn new skills
• Adaptability
• Interest in marketing
• Social media skills

Other requirements

INTERVIEWS WILL BE HELD DURING W/C 5th November 2025. 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, provide an up-to-date CV 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 16,000 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.politics.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 VAC1000342978.

Apply now

Closes in 18 days (Wednesday 8 October 2025 at 11:59pm)

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