Job Description

Role Purpose & Context

Oxford Professional Education are a leading provider of Apprenticeships, working with a diverse range of employers from public sector organisations, large multinational blue-chip organisations, through to SMEs. We pride ourselves upon the exceptional service that we provide to both our apprentices and employers, thus resulting in extremely high customer satisfaction and achievement rates.

As an Administrator within our Apprenticeships Team, you will play a crucial role in ensuring our programmes run smoothly and our apprentices receive outstanding support throughout their journey with us. This role underpins the operational efficiency of the team, enabling a positive, learner-centred experience and contributing to the success of every apprentice's development.

Role Summary

Administrative Leadership: Provide high-level administrative support to the Apprenticeship team, apprenticeship programmes, including timetable scheduling, trainer and learner liaison.

Communication Hub: Act as a central point of communication between apprentices, trainers and employers - making sure information flows smoothly, meetings and reviews are scheduled promptly, and any queries are addressed or directed to the right person.

Key Responsibilities

Your key responsibilities will include:

Timetable Scheduling: Create and maintain training and assessment schedules. Coordinate calendars for trainers to ensure sessions (workshops, reviews, assessments) are booked and communicated well in advance. Document Handling: Manage all apprenticeship documentation. This includes preparing enrolment forms and apprentice agreements, health and safety forms, organising induction materials, updating tracking spreadsheets and filing review notes or completion certificates. Monitor and chase for outstanding paperwork Communication Coordination: Act as a central communication hub for the apprenticeship team. Liaise daily with apprentices, trainers, and employers via email and phone to relay information and reminders. Arrange and send invites for progress review meetings or workshops. Respond to general inquiries from learners and employers promptly, or channel questions to the appropriate team member. Maintain a courteous and supportive tone in all communications, aligning with OxPE's learner-centred approach. Induction Support: Play an active role in the apprentice induction process. Work closely with trainers and the onboarding team to organise induction schedules. Set learners up on all platforms and send out associated login details and information emails Issuing apprentice screening forms and verifying prior learning achievement information for each new apprentice Team Support: Contribute positively to the Apprenticeship Team's overall operations. This might include assisting colleagues with ad-hoc administrative tasks, participating in team meetings to provide updates on administrative matters, and suggesting improvements to our processes.

Equality, Diversity and Inclusivity

Ensure that pastoral support is inclusive and sensitive to the diverse needs of our apprentices. Promote an inclusive learning environment that values and respects differences. Ensure that apprentices are fully familiar with Safeguarding, the Prevent Duty and Fundamental British Values.

Skills & Experience

Some of the key attributes we look for include: 2 years' administrative experience ideally within an apprenticeship department Detail oriented, task focused with an emphasis on getting things right on time, first time. Excellent communication skills when working with colleagues, customers, learners and trainers. Professional, courteous, passionate, flexible, pragmatic, personable with a confident, 'can do' attitude. Innovative, inspiring, incisive individual who works with integrity. Good IT skills, particularly with the Microsoft Suite of applications.
We are a dog friendly office.

Job Types: Full-time, Permanent

Pay: 26,000.00 per year

Benefits:

Company events Company pension Cycle to work scheme Enhanced maternity leave Enhanced paternity leave Health & wellbeing programme Private medical insurance Work from home
Ability to commute/relocate:

Oxford OX2 7LG: reliably commute or plan to relocate before starting work (required)
Work authorisation:

United Kingdom (required)
Work Location: Hybrid remote in Oxford OX2 7LG