Executive Support Apprentice in Swindon

Are you highly organised, enjoy working with others, and have an interest in how senior leaders and teams operate? Join UKRI as an Executive Support Apprentice and develop key skills in administration, communication, and coordination within the External Affairs and Communications Private Office. Salary to increase annually throughout the apprenticeship.

Training course: Business administrator (level 3). Hours: Monday to Friday, 37 hours a week. Start date: Tuesday 1 September 2026. Duration: 2 years.

Most of your apprenticeship is spent working. You’ll learn on the job by getting hands‑on experience.

Responsibilities

• This is a key role within a small, friendly, and high‑performing team at the heart of the directorate, providing direct support to senior leaders and contributing to the smooth running of the office while supporting the delivery of effective communications across UKRI.
• Support Deputy Directors of Communication by helping to manage their diaries and scheduling meetings, visits, and events.
• Work with Private Secretaries to help prepare senior leaders for their commitments and understand how to prioritise effectively.
• Arrange domestic and international travel, working with internal and external partners to identify the most efficient options.
• Help maintain the team’s SharePoint site, ensuring documents, processes, and resources are well organised and easy to find.
• Assist with risk management, corporate compliance, and directorate-wide activities as needed.
• Contribute to planning and delivery of team events, including directorate Away Days.
• Support colleagues across the Private Office to ensure the team operates smoothly, professionally, and collaboratively.

Where you'll work

Polaris House, North Star Avenue, Swindon, Wiltshire, SN2 1PL

Training

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to:

• write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages.
• Able to choose the most appropriate IT solution to suit the business problem.
• Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals.
• Makes recommendations for improvements and present solutions to management.
• Drafts correspondence, writes reports and able to review others' work.
• Maintains records and files, handles confidential information in compliance with the organisation's procedures.
• Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement.
• Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way.
• Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation.
• Demonstrates ability to influence and challenge appropriately.
• Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face‑to‑face, on the telephone, in writing or on digital platforms.
• Uses the most appropriate channels to communicate effectively.
• Demonstrates agility and confidence in communications, carrying authority appropriately.
• Understands and applies social media solutions appropriately.
• Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard.
• Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work.
• Is able to review processes autonomously and make suggestions for improvements.
• Shares administrative best‑practice across the organisation e.g. coaches others to perform tasks correctly.
• Applies problem‑solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines.
• Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace.
• Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation).
• Manages resources e.g. equipment or facilities.
• Organises meetings and events, takes minutes during meetings and creates action logs as appropriate.
• Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report.
• Plans required resources to successfully deliver projects.
• Undertakes and leads projects as and when required.

The apprenticeship is delivered in partnership with New College Swindon over 18‑21 months. The first 15‑18 months form the ‘practical period’, combining on‑ and off‑the‑job training with New College Swindon and UKRI to develop and apply the required Knowledge, Skills and Behaviours of the Level 3 Business Administrator Apprenticeship. This includes attendance at a blend of in‑person and virtual facilitated workshops throughout the practical period. In the final 3‑months of the apprenticeship, learners will undertake and lead a work‑based improvement project, deliver a presentation on the project, complete a Knowledge Test, and take part in a professional discussion underpinned by a work‑based portfolio as part of the End Point Assessment.

Requirements

• GCSE in Maths (grade 4/C)
• Have evidence of 2 GCSE including maths and English GCSE at grade 4/C or above (or equivalent i.e. Level 2 Functional Skills).
• Have lived in the UK and/or EU for 3 consecutive years prior to the apprentice start date.
• Please check your eligibility here.
• Confirm that this apprenticeship offers substantive new skills and knowledge and that you have not already achieved an equivalent or higher‑level qualification in a similar or related subject.

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long‑term health condition. This includes non‑visible disabilities and conditions. You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

You’ll gain hands-on experience in prioritisation, communication, professional judgement, and coordination, all essential skills for progressing within the Private Office.