Apprentice Operations Assistant – Development and Alumni Relations Office

Fixed-term Full-time University of Birmingham in Administrative/Clerical Email Job
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Job Description


‘Open House’ Drop In Session: We will be holding an ‘open house’ drop in session at the University’s Exchange building, in Centenary Square, Birmingham, between 10am and 5pm on Monday 15th July 2024. If you’re interested in working at the University of Birmingham and perhaps have a few questions, this is an opportunity to meet colleagues in the Recruitment and Apprenticeships team. It will be a relaxed and informal event – you can drop in at any time.

Position Details: 

Development and Alumni Relations Office

Location: University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary £20,693 per annum rising to £25,866 after 12 months service.

Apprentice Grade 4

Full time / Fixed Term for 18 Months

Apprenticeship Standard: Business Administrator Level 3

Training Provider: HIT Training

Closing date: Sunday 21 July 2024 – please upload a CV with your application.

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years, and we are equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond, support them to succeed, and celebrate their success.

We are committed to helping the people who work here to develop through our sector-leading Birmingham Professional programme which provides all professional services staff with development opportunities and the encouragement to reach their full potential. With almost 5,000 professional services jobs in a wide-range of functions in Edgbaston and in our campus in Dubai, there are plenty of opportunities for you to be able to develop your career at the University.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas, innovation, and debate. We warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we are, and how we work.

Supporting our people to achieve a healthy work/life balance is important both to our employees and to the success of the University and, depending on the role, we offer a variety of flexible working arrangements. We therefore welcome discussions on all forms of flexible working. In addition, you will receive a generous package of benefits including 40 days paid holiday a year, one paid day a year for volunteering, occupational sick pay, and a pension scheme. We also have three high quality subsidised day nurseries.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus, including main bus routes and a train station on site. On campus we have a state-of-the-art sports centre with pool, shops, places to eat and drink, our own art gallery, museum and botanical gardens.

Find out more about the benefits of working for the University of Birmingham

Apprenticeship context

Our University has a proud history of philanthropy stretching back to its foundation in 1900. With a clear vision to change the lives of the people of Birmingham, Joseph Chamberlain raised the funds required to build the University from citizens and corporations based locally and around the globe. Since then, philanthropy has continued to play an important role in shaping the University. There have been a number of fundraising campaigns, including a £1m urgent capital appeal after the Second World War and a £1.4m campaign to fund the Vale ‘student village’ in the 1960s. In 2015 we closed the Circles of Influence Campaign, raising £193 million, making it the largest HE fundraising campaign outside Oxbridge and London.

DARO exists to support our academic and student community by engaging, inspiring, and celebrating alumni, individuals, and charitable funders who give their money, time, and networks to support the University’s strategic priorities. The Office, which is comprised of five teams, is focused on fundraising and volunteering from alumni, organisations and individuals who are passionate about changing lives, through funding various research projects, supporting student bursaries, mentoring students, and providing internships, as well as providing a versatile programme of engagement opportunities for our global alumni community.

As an office, we are committed to sustainability and value green working practices. The environment is an integral part of our campaign, and we encourage eco-friendly ways of working to have a positive impact on our campus and global surroundings.

Apprenticeship summary

The Apprentice Operations Assistant will learn to provide a range of operational and administrative support to the Development and Alumni Relations Office. This will predominately include administrative support for day-to-day office operations, diary support for the Deputy Director and Associate Directors, and support for UK and international travel. The post holder will also provide support for alumni and donor campus visits, undertake general financial administration, and assist in preparing materials for new starters. They will be expected to manage a varied workload and assist the Office Manager with a tasks and activities as they arise.

During this apprenticeship you will learn the following duties:

  1. Provide support to the Deputy Director and Associate Directors; to include diary support, event planning, arrangements for day-to-day portfolio activity and financial administration.
  2. Assist cross-office fundraising teams with logistical arrangements for campus donor visits and ad hoc operational support with pre or follow-up activity.
  3. Responsible for booking UK train travel and accommodation across the office. You will also work with the Office Manager to coordinate office-wide international travel and associated requests.
  4. Act as a main point of contact for day-to-day general office queries (i.e. maintenance, office supplies, post queries), responding in a timely manner and escalating more complex queries to the Office Manager.
  5. Work with the Office Manager to provide administrative support for staff inductions, interviews and other operational processes.
  6. Support the Office Manager in the administration of DARO sustainability initiatives.
  7. Engage fully with the University of Birmingham apprenticeship scheme, attending mandatory group days and contributing to the successful promotion of the scheme by representing your department in a positive manner.
  8. Act as a superuser for internal University systems and offer guidance and advice to the wider office, to help teams navigate these.
  9. Help to maintain the office environment and undertake training to support the wider office i.e. fire warden, evac chair training.
  10. Note-take and provide support to relevant committees and meetings, as required.
  11. Maintain working relationship with key stakeholders.
  12. Support equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
  13. Any other duties commensurate with the grade that may be reasonably expected by the Office Manager.

This apprenticeship would suit:

  • Someone looking to develop a career in business administration and/or office management.
  • The role will require someone who can organise their own time and complete the tasks required of them.
  • We are looking for someone who is keen to learn and enjoys providing excellent customer service.

Required Knowledge, Skills, Qualifications, Experience 

  • Motivated to learn the skills and ability to undertake the role
  • GCSEs to a minimum of grade C/4 in English and Mathematics grade C minimum (or equivalent level 2 qualification)
  • IT skills, in particular experience of Microsoft packages including Outlook, Excel and PowerPoint
  • Able to learn new IT skills and software packages as required
  • Organisation skills and able to multitask
  • An ability to organise your own workload
  • Attention to detail and accuracy
  • Ability to proactively contribute to improving processes and for proposing new ways of working
  • Interpersonal, verbal and written communication skills, with the ability to communicate clearly and effectively with others
  • Ability to work with a diverse range of stakeholders courteously, diplomatically, and confidentiality in order to establish and maintain personal credibility
  • A commitment to excellent customer service
  • Willingness to engage in continuing professional development and training
  • An understanding of the importance of equality and diversity in the workplace
  • The ability to identify and respond to equality and diversity issues in line with relevant policies and procedures and how to respond to issues in line with relevant policies and procedures

Career Pathway

On completion of this apprenticeship, you may be able to progress into one of the following roles:

Operations Assistant


Education Support Administrator

Senior Administrator

Personal Assistant

For enquiries please email:

View our staff values and behaviours here

We believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy. You can find out more about our work to create a fairer university for everyone on our website.

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