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Apprentice HR Assistant – University of Oxford – Medical Sciences Divisional Office

University of Oxford

LOCATION
📍 Oxford, OX3 9DU
PAY
💶 £26,686 a year
HOURS
⏰ 37 hours per week hrs/week
DURATION
📅 1 Year 6 Months
APPLY BY
SECTOR
Business and administration

Employer information

Requirements

Apprenticeship Standard: HR support (level 3) (Level 3) Desired 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

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About this apprenticeship

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

What you could go on to do

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.

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