Apprentice HR Assistant - - Medical Sciences Divisional Office

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.

What you'll do

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

Training

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

College training will be at Abingdon & Witney College's Abingdon Campus, and also on-site in the workplace.

After the 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.

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

Qualifications

• Essential: GCSE, Maths and English (grade A*-C/9-4 or equivalent)

Things to consider

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.

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.

About the 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.

Apprenticeship details

• Course: HR support (level 3), Business and administration
• Apprenticeship level: Advanced (level 3)
• Training provider: ABINGDON AND WITNEY COLLEGE
• Expected duration: 1 Year 6 Months
• Hours: 36.5 hours a week. Working week: 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.

• Start date: 1 December 2026
• Positions available: 1
• Wage: £26,686 a year