Apprentice Business Administrator in London

Main purpose of the job

The main purpose of this role is to assist with providing excellent and comprehensive administrative support for Postgraduate programmes by working in close collaboration with the EASE team.

You will act as a first point of contact for staff and students, carry out general administrative tasks, maintain records and files, and ultimately support delivering a high quality administrative service to students, colleagues and partners, working in collaboration with academic and professional services colleagues across the Faculty of Medical Sciences and UCL.

This is a Level 3 Business Administration Apprenticeship opportunity, and the successful candidate will be provided relevant training, support and supervision to develop and learn on the job.

The Apprentice will undertake Level 3 Business Administration training both in the workplace and with our training provider to develop the necessary knowledge and skills to become qualified.

After a practical training period of approximately 13 months the apprentice will complete the End Point Assessment (EPA), typically 4 months, which will assess them against the knowledge, skills and behaviours (KSB’s) set out in the occupational standard. Upon successful completion of the apprenticeship, the post holder will be in a strong position to apply for full employment at UCL.

The apprentice is employed for 36.5 hours per week and will complete a minimum of 6 hours per week average of off the job training within working hours. The apprentice may be required to attend training on-site at the training provider premises or in virtual live sessions.

The apprentice will be supported throughout the apprenticeship by a Line Manager and Mentor who will meet with them regularly to guide them through the apprenticeship, discuss their progress, set and monitor appropriate targets, ensure the apprentice is attending and completing their training and development and that appropriate standards of performance and conduct are met.

The first six months of the programme will be probationary and there will be regular reviews to ensure that expected progress is made. The apprentice will only continue if their performance at both work and at the training provider meets the requisite standards.

Duties and responsibilities

Student recruitment and admissions

• Provide prospective students with information about programmes.
• Assist with monitoring and processing student applications, ensuring that they are dealt with in a timely manner
• Collaborate with marketing teams on promotional and student recruitment initiatives, including supporting Open Days and interviews as required
• Keep academic staff informed on student recruitment policies

Student induction and support

• Assist in the coordination of start of session arrangements; registration of new students, help create welcome packs
• Working with colleagues to set up induction week(s)
• Provide guidance on student support services and liaise with Student Support and Wellbeing Services in seeking appropriate assistance for students
• Support students who need to submit extenuating circumstances applications

Assessment management

• Provide support on various assessment tasks including releasing confirmed marks and monitoring student progress
• Assist with collating assessment questions and answers
• Assisting with the entry of marks and to ensure the records of students are accurate and up to date.
• Assisting with the setup of exam boards and appointment of external and internal examiners.
• Liaising with External Examiners to provide them with required documentation.
• Providing secretarial support to Exam Boards, assisting in preparing paperwork, taking minutes and processing results and awards.

Supporting teaching

• Assisting with the day-to-day administration of learning and teaching on Postgraduate programmes
• Assist with room bookings and the production of timetables
• Maintain virtual learning environments and distribute programme materials
• Monitor student attendance and report poor attendance to academic leads

Programme and records administration

• Act as a first point of contact for students and assist in providing information on procedures, regulations, programmes, and module choice
• Drafting and proof reading/editing of documents, templates and communication, including feedback forms and reports
• Assist in creating and maintaining electronic student files and ensure student records are correct, liasing with relevant Faculty and Registry staff as required
• Create and collate student feedback
• Assist with the completion of the annual Curriculum Data Maintenance exercise for the designated degree programmes
• Work closely with colleagues to review and improve processes and systems which support learning and teaching activities
• Providing support with data collation for reporting purposes

General duties

• Provide cross-cover and support for other programmes on occasion (e.g. during short-term absence or peak times), including providing cover for EASE colleagues
• Arranging committee and working group meetings and taking minutes
• Provide support with events organisation
• Respond to requests made under the Data Protection Act and Freedom of Information Act relating to designated programmes
• Work to SOPs, and contribute to SOP development and maintenance as required
• Keeping up-to-date with guidelines, policies and procedures and attending relevant training;
• Undertake other duties commensurate with the level of this role as may reasonably be requested

The role holder will carry out any other duties that are within the scope, spirit and purpose of the job as requested by their line manager or senior education administration and student experience staff.

The post holder will actively follow UCL policies, including Equal Opportunities policies, and be expected to give consideration within their role as to how they can actively advance equality of opportunity and good relations between people who share a relevant protected characteristic and people who do not share it.

The role holder will maintain an awareness and observation of fire and health and safety regulations.

The staff member will have a responsibility to carry out their duties in a way that embodies UCL’s environmental and social sustainability values, actively supporting UCL’s Sustainability Strategy, policies and objectives within the remit of their role.

The successful candidate will need to meet UCL’s expectations of core behaviours as outlined in https://www.ucl.ac.uk/human-resources/policies-advice/core-behaviours-framework

As duties and responsibilities change the job description will be reviewed and amended in consultation with the post holder.

To become an apprentice, you must:

• be 16 or over
• not already be in full-time education

As an apprentice you’ll:

• complete a level 3 Business Administration apprenticeship standard
• have regular one to one sessions with a dedicated trainer either remotely or through visits to your workplace
• learn and train for a specific job
• get paid and receive holiday leave
• get hands-on experience in a real job
• study for 6 hours of your working hours
• complete assessments during and at the end of your apprenticeship
• be on a career path with lots of future potential
• be entitled to a TOTUM membership, find out more here About TOTUM | TOTUM UK