Apprentice Office Administrator, University of Arts London

Positions: x1

Weekly wage: 

Working week: 
Monday – Friday, 9.00am-5.00pm 

Apprenticeship duration: 
18 months 

Apprenticeship level: 
Advanced Level Apprenticeship


About University of Arts London
Located within London, the Colleges are at the heart of their respective communities. Drawing on and contributing to the local culture, they foster closely-knit and welcoming environments in which to study, supported by all the resources of the larger University and the wider arts community.

The Colleges offer the University's 20,000 students a diverse range of courses at all levels from foundation and undergraduate to postgraduate and research. The University's 1,228 teaching staff, as active professional artists, practitioners, designers, critics and theorists, lead the way on creative and experimental practice alongside historical and theoretical analysis. The combination of a varied student group, cutting-edge research and highly-experienced staff creates a unique, multifaceted learning experience for students at the University.


Purpose of Role:

  • To provide day-to-day organisational and administrative support for the Study Abroad and Short Course Immigration Compliance office
  • To work collaboratively with colleagues across Academic Enterprise, UAL Short Courses Ltd, and academic and administrative teams in each of the Colleges to ensure a seamless provision of support for potential, current, and past Study Abroad students

Duties and Responsibilities

Office administration

  • Manage information and organise records and storage
  • Act as a point of contact for office colleagues when they are off site
  • Undertake online stationery and other ordering and verify deliveries
  • Generate reports and organise the provision of resources
  • Provide support to Manager and colleagues as required


Meeting support

  • Provide administrative support to Study Abroad team meetings: agenda, minutes, organisation of room and refreshments, distribution of papers and assistance to the Chair as required


Study Abroad administration

  • Monitor email inboxes, identify new Study Abroad applications, and log these on the Filemaker student records system
  • Assist with the preparation of joining instructions for new students
  • Assist with the preparation and distribution of tutor packs
  • Assist with arranging Welcome events for new students, and awards events (occasional evenings may be required)
  • Assist with the enrolment of new students
  • Collate and input data for students’ Records of Study and Achievement, and mail to institutions
  • Collect student feedback via Surveymonkey, and circulate to colleagues
  • Maintain progress logs for Study Abroad legal agreements, and facilitate flow of documents
  • Update student record system as required


Immigration compliance administration

  • Issue visa letters to short course students
  • Provide lunchtime cover for the Immigration Compliance desk
  • Provide seasonal assistance with inputting visa data in the CourseManager student record system



  • Check finance system for student payments
  • Check mailing company invoices for payment
  • Update student record system with financial information


Marketing administration

  • Liaise with mailing house for brochure mailings to overseas institutions, and assist with internal and external mailings
  • Collect information on cultural and other events for the weekly email round-up to students
  • Assist with coordination of incoming partner visits
  • Record outgoing partner visits and meetings on system
  • Update mailing lists



  • Perform such duties consistent with your role as may from time to time be assigned to you anywhere within the University
  • Undertake health and safety duties and responsibilities appropriate to the role
  • Work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work
  • Undertake continuous personal and professional development, and to support it for any staff you manage through effective use of the University’s Planning, Review and Appraisal scheme and staff development opportunities
  • Make full use of all information and communication technologies in adherence to data protection policies to meet the requirements of the role and to promote organisational effectiveness
  • Conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations


Skills required

  • Proficient in Microsoft Word and Excel
  • Ability to communicate information correctly both verbal and in written format.
  • Ability to work within a team
  • Professional and courteous telephone manner Administration and organisation skills
  • Ability to adapt to the changing needs of the service
  • Ability to prioritise workload under supervision
  • Good time management skills

Qualifications required

  • GCSE English and Maths (A to C grade) or equivalent
  • A levels or equivalent

Personal qualities

  • Good interpersonal communication skills
  • Ability to deal with people who may phone or attend face to face who may be upset or angry and deal effectively with their needs
  • Smart professional appearance.


Successful candidate will be provided with the opportunity to complete a fully certified Apprenticeship in Advanced Business and Administration, which will cover the following frame work:

  • Level 3 Intermediate Apprenticeship in Business Administration
  • Knowledge component
  • Employment rights and responsibilities (ERR)
  • Personal Learning and Thinking Skills (PLTS)
  • Functional Skills Maths & English

This Apprenticeship is funded for the duration of:18 months


Important information
Post closes: 28th June 2017
Please be aware that screening for this post will take place the last 2 weeks in June 2017
If you are successful in the screening you will be invited to attend an Assessment with Hawk Training in Twickenham on:  4th July 2017
Interviews with employer are taking place: week commencing: 10th July 2017
Intended start date: 1st September 2017

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