NTriples description of Apprentice HR Assistant
Job Description _________________________________________________________________________ DEPARTMENT NAME Job title Apprentice HR Assistant Division University Administration and Services (UAS) Department Estates Services Location The Malthouse,Tidmarsh Lane, Oxford. Grade and salary Apprentice Grade 1: £22,631 per annum Hours Full time (36.5 hours per week) Contract type Fixed-term Apprenticeship (2 years) Reporting to HR Manager Vacancy reference 168990 Additional information No relocation expenses apply to this post. Apprenticeships at the University of Oxford Becoming an apprentice at the University of Oxford is an excellent opportunity to gain practical experience and training. You will work alongside experienced colleagues, whilst learning on the job and appropriate objectives will be set during the course of the Apprenticeship. At the same time, you will study for formal qualifications in your field. For more information, please see some of our current apprentice’s case studies: https://www.apprenticeships.ox.ac.uk/meet-our-apprentices For advice on how to make you application for this apprenticeship the best it can be, please go to: https://www.apprenticeships.ox.ac.uk/how-apply The role (This section describes the training you will receive and a brief overview of the job) You will work as an Apprentice HR Assistant. You will be required to complete a 2-year training programme that will cover all aspects of the role and will be delivered through in-house training, as well as day-release or other distance learning methods delivered by GLP Learning. You will complete a Level 3 HR Support Apprenticeship which is within the Business Administration sector and you will gain a CIPD qualification. College attendance and successful completion of these studies is an essential requirement of this Apprenticeship. The role holder will provide administrative support to the HR Team within Estates Services, gaining an understanding of HR within the context of a large department in a large organisation. There will be exposure to all aspects of the employee lifecycle. Responsibilities (This section tries to give you a feel of what your day-to-day activities at work will be. This is just the basics, there will be more as your training progresses) • Learn a range of general office administration tasks, including IT skills (Word, Excel and Outlook). You will learn how to set up monitoring systems, draft and send out correspondence, and how to respond to enquiries in a helpful and professional manner (via face-to-face, email and telephone). You will learn to plan and manage your own workload. • Gain an understanding of GDPR as it relates to your work and the HR Office. • Learn about the University Administration and Services (UAS) and support the HR team in administrative tasks. • Learn about the annual leave process and assist the HR team in calculating leave entitlement and maintaining/updating electronic records • Learn about payroll processes and support the HR team in processing new starter paperwork, changes to pay, leavers and managing fixed-term contract processes. • Learn about the University’s HR Information System (People XD) and become familiar with reviewing information, running reports and updating employee information. • Learn about the onboarding processes to support the department with inductions, IT equipment & access requirements, university cards and general queries. • Learn about communication strategies and support the HR team in delivering timely and effective activities. • Undertake other duties as may be assigned that are commensurate with the grade and responsibilities of the post Pre-employment screening All offers of employment are made subject to standard pre-employment screening, as applicable to the post. If you are offered the post, you will be asked to provide proof of your right-to-work, your identity, and we will contact the referees you have nominated. You will also be asked to complete a health declaration (so that you can tell us about any health conditions or disabilities so that we can discuss appropriate adjustments with you), and a declaration of any unspent criminal convictions. We advise all applicants to read the candidate notes on the University’s pre-employment screening procedures, found at: https://www.jobs.ox.ac.uk/pre-employment-checks Apprenticeship roles are not eligible for sponsorship under the Tier 2 visa route normally used for employed roles but there are other visa routes which candidates may be eligible to apply under. If you are eligible to apply under a different route the department is happy to discuss any queries, with support from the University’s Staff Immigration Team. There is also government residency requirements for Apprenticeship funding on which the Training Provider will be able to offer advice. Selection criteria (When your application is assessed these are the things that we will look for. Try to show in your application that you have these qualities and qualifications. It doesn’t matter if you haven’t got all of them but try to show how good you are in as many areas as you can. Give workplace examples if you can, even if it is from work experience at school, or examples from extracurricular activities such as a sport you play) • Educated to GCSE standard (English and Maths grade 4 or above) or equivalent Apprentice HR Assistant JD October 2023 2 • Ability to communicate clearly and accurately when drafting information for documents, handbooks or websites • Ability to communicate messages clearly and accurately on the telephone and in person • Able to demonstrate an aptitude for the skills taught in the Apprenticeship (for example through work experience, qualifications or references) • Confidence in working with Microsoft Office applications, including Word and Excel • Ability to work effectively as part of a team; willingness to learn from others, sharing information and communicating in a way that encourages mutual co-operation and understanding. • A desire to learn new skills and try new things. Desirable selection criteria (These are some extra things that would be nice if you had but if not, don’t worry) • A basic understanding of HR. About the University of Oxford Welcome to the University of Oxford. We are the largest employer in Oxfordshire with around 14,000 staff working in and around Oxford in a huge range of roles. We are proud of the apprenticeship opportunities we offer and have a successful record of helping local young people from education in to their first job. Apprentices are never on their own, working with the support of their colleagues, managers and trainers they develop the skills and qualifications required in the modern world of work. 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. We provide all of our staff with a welcoming and inclusive workplace, offering support and development opportunities that enable everyone to progress and do their 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. For more information, please visit our Working at Oxford page. Department Estates Services is responsible for the management and strategic direction of Oxford University's functional and commercial estate within Oxfordshire. This comprises some 450 buildings and the infrastructure associated with them. Estates Services has a broad and diverse remit covering: • Development of the University’s Estate Strategy • Management of the University’s functional estate (which includes laboratory and teaching facilities, offices, museums, and libraries) and housing for graduate students and staff; • Facilities Management for a growing number of University buildings • Management of the University Parks and Wytham Woods Apprentice HR Assistant JD October 2023 3 • Management of the University's commercial, agricultural and residential land and property assets • The development of all capital building projects, running at around £60m - £90m per annum • Repairs and maintenance of buildings and infrastructure (except IT and Telecoms) • Programmes of refurbishment, replacement and minor works • Reactive maintenance via the Helpdesk • Environmental sustainability • Space management and maintenance of space and property records • Maintenance of a safe and secure physical environment for staff, students and visitors by Security Services. For more information please visit: www.ox.ac.uk/estates How to apply If you would like to apply, click on the Apply Now button on the ‘Job Details’ page and follow the on-screen instructions to register as a new user or log-in if you have applied previously. You will be asked a series of questions as part of your application. Your responses should explain how you meet the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or hobbies. Your application will be judged solely based on how you demonstrate that you meet the selection criteria stated in the job description. All applications must be received by midday on the closing date stated in the online advertisement. Please visit our ‘How to apply’ page for apprenticeship vacancies for more advice and information. Should you experience any difficulties using the online application system, please email recruitment.support@admin.ox.ac.uk. Further help and support is available from https://hrsystems.admin.ox.ac.uk/recruitment-support. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our e-recruitment system to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy Equality of Opportunity Apprentice HR Assistant JD October 2023 4 Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.web.ox.ac.uk/staff-benefits. University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/home. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/. There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme. Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to My Family Care, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/family-friendly-benefits. Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/home#/. Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support. Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks. Apprentice HR Assistant JD October 2023 5 The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Apprentice HR Assistant JD October 2023 6
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**Role Start date: January 2024** **Apprenticeship start date: 16 February 2024** **About the role** We have an exciting opportunity for you to join the University of Oxford as an Apprentice HR Assistant in the Estates Services department. You will step into the role of an Apprentice HR Assistant, embarking on a comprehensive two-year training program. This journey includes in-house training, remote learning through GLP Learning, and college attendance to complete a Level 3 HR Support Apprenticeship within Business Administration. Successful completion of studies is a crucial component of this apprenticeship, culminating in a CIPD qualification. Throughout, you will provide crucial administrative support to the Estates Services HR Team, gaining invaluable insight into HR within a large organization, spanning all facets of the employee lifecycle. **About the apprenticeship** As part of this role, you will undertake an Apprenticeship with GLP Training, where you will complete a level 3 HR Support Apprenticeship. For this apprenticeship, you will work at the Estates Services department at The Malthouse. As part of your apprenticeship, you will be required to attend online master classes and your one to one with your tutor on a monthly basis. Dates will be diarised at the beginning of the apprenticeship. In total, it will take 2 years to complete all elements of the apprenticeship, with support from the Department, University, and College throughout. Becoming an apprentice at the University of Oxford is an excellent opportunity to gain practical experience and training. For more information, please visit: https://www.apprenticeships.ox.ac.uk **About you** You will be passionate about starting your career in HR and excited about the opportunity of becoming an apprentice at the University of Oxford. You may be starting your career or you may be looking for a career change. To complete the level 3 apprenticeship, you will need to evidence passes at 9-4 or A*-C in GCSE Maths and English. If you did not achieve these grades, do not let that put you off from applying as you can study Functional Skills as part of the apprenticeship giving you the equivalent qualifications needed. To help check that you have the potential to achieve these, GLP Training will ask you to complete a short initial assessment during the application process. There are also government residency requirements for Apprenticeship funding which the Training Provider will be able to advise on. **What we offer** Our apprentices are never on their own, you 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. 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. You will receive 38 days’ annual leave inclusive of Bank Holiday and fixed closure dates, discounted travel, an excellent contributory pension scheme, and student discount. You will also be part of the University’s annual apprenticeship awards. **Contact us and apply** If you would like further information or support in your application, please contact: • Rachel Wilcock – Recruiting Manager – rachel.wilcock@admin.ox.ac.uk • Hamdan Yafai – GLP Training – hamdan.y@glptraining.co.uk Only applications received before **12:00 pm on Monday 13 November 2023** will be considered. Interviews will be taking place in-person on **Wednesday 22 November 2023.**
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Role Start date: January 2024 Apprenticeship start date: 16 February 2024 About the role We have an exciting opportunity for you to join the University of Oxford as an Apprentice HR Assistant in the Estates Services department. You will step into the role of an Apprentice HR Assistant, embarking on a comprehensive two-year training program. This journey includes in-house training, remote learning through GLP Learning, and college attendance to complete a Level 3 HR Support Apprenticeship within Business Administration. Successful completion of studies is a crucial component of this apprenticeship, culminating in a CIPD qualification. Throughout, you will provide crucial administrative support to the Estates Services HR Team, gaining invaluable insight into HR within a large organization, spanning all facets of the employee lifecycle. About the apprenticeship As part of this role, you will undertake an Apprenticeship with GLP Training, where you will complete a level 3 HR Support Apprenticeship. For this apprenticeship, you will work at the Estates Services department at The Malthouse. As part of your apprenticeship, you will be required to attend online master classes and your one to one with your tutor on a monthly basis. Dates will be diarised at the beginning of the apprenticeship. In total, it will take 2 years to complete all elements of the apprenticeship, with support from the Department, University, and College throughout. Becoming an apprentice at the University of Oxford is an excellent opportunity to gain practical experience and training. For more information, please visit: https://www.apprenticeships.ox.ac.uk About you You will be passionate about starting your career in HR and excited about the opportunity of becoming an apprentice at the University of Oxford. You may be starting your career or you may be looking for a career change. To complete the level 3 apprenticeship, you will need to evidence passes at 9-4 or A*-C in GCSE Maths and English. If you did not achieve these grades, do not let that put you off from applying as you can study Functional Skills as part of the apprenticeship giving you the equivalent qualifications needed. To help check that you have the potential to achieve these, GLP Training will ask you to complete a short initial assessment during the application process. There are also government residency requirements for Apprenticeship funding which the Training Provider will be able to advise on. What we offer Our apprentices are never on their own, you 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. 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. You will receive 38 days’ annual leave inclusive of Bank Holiday and fixed closure dates, discounted travel, an excellent contributory pension scheme, and student discount. You will also be part of the University’s annual apprenticeship awards. Contact us and apply If you would like further information or support in your application, please contact: • Rachel Wilcock – Recruiting Manager – rachel.wilcock@admin.ox.ac.uk • Hamdan Yafai – GLP Training – hamdan.y@glptraining.co.uk Only applications received before 12:00 pm on Monday 13 November 2023 will be considered. Interviews will be taking place in-person on Wednesday 22 November 2023.
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Turtle description of Apprentice HR Assistant