Apprentice Receptionist and Administration Assistant - University of Oxford BioEscalator

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.

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:

• 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.

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.