Apprentice Research Administrator - University of Oxford, Division of Cardiovascular Medicine AMIIC

This is an entry level position specifically designed for candidates who would like to take a different route into research administration via a L3 Business Administrator Apprenticeship, rather than for those who have previously studied for a degree or higher qualification. You do not need any experience, but should be able to show a keen interest and basic understanding of what working in the field of clinical research involves. An office-based role with opportunity to get involved in some research delivery aspects as part of the training e.g. preparation and management of blood samples, and to observe some participant visits towards the latter end of training. This role will require a high level of collaboration and close working with all members of the multidisciplinary team.
 
As well as your substantive contract with the University, we will apply for an honorary contract with the Oxford University Hospitals NHS Foundation Trust on your behalf, which is required to complete parts of the role that relate to patient records and data. You will need to uphold the highest standards of patient confidentiality and be compliant with all aspects of research data management and GDPR. 
 
Responsibilities/duties - you will carry out the following, with full training given as required:

• Respond to basic enquiries and redirect them as appropriate e.g. answering the door, monitoring generic email boxes, taking deliveries etc.
• Monitor and maintain ORFAN supplies as required (blood tubes, cryovials, gloves etc.)
• Carry out general office duties including filing, photocopying version-controlled research documents, e.g. Patient Information Leaflets, Informed Consent Forms and recruitment record forms
• Perform basic data entry, update databases and assist in maintaining electronic and paper records; this may include Castor and REDCap or other Electronic Data Capture
• Provide administrative support to the ORFAN Project Manager, covering all aspects of the ORFAN project e.g. assisting with gathering information for reports and presentations, maintaining the Trial and Site files, uploading research consent forms to participants’ Electronic Patient Record (EPR), and maintenance of the secure database storing participant details
• Assist with coordinating and booking research participant appointments/scans, and in documenting research visits for the relevant spaces/areas on the AMIIC appointment booking system.
• Assist with management of taxi bookings and expense claims for research participants as needed
• Liaise with other departments (University Departments and the OUH) regarding participant research visits, coordinating research activities as required
• Assist the team with aspects of PPIE (Patient and Public Involvement and Engagement) within the ORFAN project and wider AMIIC research portfolio
• Assist with the management of frozen blood samples, for HTA-compliant (Human Tissue Act) storage within AMIIC and assist in selection of samples for analysis and/or shipping. This will involve completion of Dry Ice and other health and safety and lab-based skill training. To undertake management of human samples, the successful candidate would need to be prepared to undertake vaccination for Hepatitis B as per local policy
• Depending on the interests of the individual, there would also be the opportunity to undertake the preparation of bloods for freezing as serum/plasma samples, e.g. use of the centrifuge and pipetting as an introduction to basic research lab skills
• Be aware of and adhere to locally agreed policies and standard operating procedures (SOPs) as supplied by AMIIC and the Division of Cardiovascular Medicine, wider Oxford University SOPs, as well as policies of Oxford University Hospitals NHS Trust (OUH) where appropriate

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

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.

Please note:

• Interviews will be held in person on 7th/8th December 2026
• PLEASE ENSURE YOU VISIT THE UNIVERSITY OF OXFORD JOBS PAGE TO READ THE FULL JOB DESCRIPTION AND FULL SELECTION CRITERIA BEFORE YOU APPLY. VACANCY ID IS 189699
• Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description
• Previous applicants need not re-apply.

This job includes duties that will require additional security pre-employment checks: 

University security screening (e.g. identity checks). 
A satisfactory basic Disclosure and Barring Service check due to need for OUH Honorary Contract, to access electronic patient records, and to observe some patient-facing activities. 

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.

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.

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.