Taking On An Apprentice – Everything You Need to Know

If you’re looking to take on an apprentice, it’s important to know the full details of what’s involved. Apprenticeships are a great way to bring new talent into your business and help them develop the skills they need to succeed in their chosen field. By taking on an apprentice, you can benefit from their enthusiasm and fresh perspective, while also providing them with valuable training and experience.

To start an apprenticeship, an individual needs to be aged 16 or over (by the end of the summer holidays) and cannot be in full-time education. Apprenticeships are available in a wide range of industries, from engineering and construction to healthcare and finance. The apprenticeship agreement sets out the details of the training and the responsibilities of both the employer and the apprentice.

There are many benefits to taking on an apprentice, including the opportunity to develop new skills and fresh perspectives within your business. Apprenticeships can also help to address skills shortages and provide a pathway for young people to enter the workforce. If you’re considering taking on an apprentice, it’s important to understand the full details of the process and what’s involved.

Understanding Apprenticeships

If you’re considering taking on an apprentice, it’s important to understand what an apprenticeship is and what it involves. Apprenticeships are a form of work-based training that combines on-the-job learning with off-the-job training. The aim of an apprenticeship is to provide individuals with the skills, knowledge, and experience they need to succeed in their chosen career.

Apprenticeship Frameworks and Standards

There are two types of apprenticeships: those based on frameworks and those based on standards. Apprenticeship frameworks are a series of qualifications that an apprentice needs to complete to gain their apprenticeship. Apprenticeship standards, on the other hand, are a set of skills, knowledge, and behaviors that an apprentice needs to demonstrate to gain their apprenticeship.

Levels of Apprenticeships

There are four levels of apprenticeships available, ranging from intermediate level 2 apprenticeships to degree apprenticeships. Intermediate level 2 apprenticeships are equivalent to GCSEs, while advanced level 3 apprenticeships are equivalent to A-levels. Higher apprenticeships and degree apprenticeships are equivalent to foundation degrees and bachelor’s degrees, respectively.

Each level of apprenticeship provides a different level of training and qualification, so it’s important to choose the right level for your apprentice and your business needs. Intermediate and advanced level apprenticeships are suitable for individuals who are new to a job or industry, while higher and degree apprenticeships are suitable for individuals who want to develop their skills and knowledge further and progress to more senior roles.

The Recruitment Process

When you have decided to take on an apprentice, the recruitment process begins. This involves advertising the apprenticeship vacancy, conducting interviews, selecting the apprentice, and creating an induction and training plan.

Advertising and Interviews

To recruit an apprentice, you will need to advertise the apprenticeship vacancy. You can use a variety of methods to do this, such as posting the vacancy on job boards, social media, or your company website. You can also contact your local apprenticeship provider or the National Apprenticeship Service for help with advertising your vacancy.

Once you have received applications, you will need to conduct interviews to select the most suitable candidate. You can use a range of interview techniques, such as competency-based interviews, to assess the candidate’s skills, knowledge, and experience.

Selecting an Apprentice

After conducting interviews, you will need to select the apprentice who is the best fit for the role. You will need to consider factors such as their skills, qualifications, and experience, as well as their motivation and enthusiasm for the apprenticeship.

Once you have selected the apprentice, you will need to provide them with an apprenticeship agreement. This agreement outlines the terms and conditions of the apprenticeship, including the duration of the apprenticeship, the training plan, and the pay and benefits.

Induction and Training Plan

After selecting the apprentice, you will need to create an induction and training plan. This plan outlines the training and development that the apprentice will receive, as well as any support or guidance that they will need during their apprenticeship.

The induction and training plan will include details such as the qualifications that the apprentice will work towards, the training provider that will deliver the training, and the on-the-job training that the apprentice will receive.

Legal and Contractual Considerations

When taking on an apprentice, there are several legal and contractual considerations that you need to be aware of. This section will provide an overview of some of the key areas you need to consider.

Apprenticeship Agreement and Contract of Employment

An apprenticeship agreement is a legally binding agreement between you and your apprentice. It sets out the terms and conditions of the apprenticeship, including the training and qualifications the apprentice will receive, the length of the apprenticeship, and the pay and benefits the apprentice will receive. The agreement must be signed by both you and the apprentice.

In addition to the apprenticeship agreement, you will also need to provide your apprentice with a contract of employment. This sets out the terms and conditions of their employment, including their hours of work, pay, and holiday entitlement. It is important to ensure that the contract of employment complies with the Apprenticeships, Skills, Children and Learning Act 2009 and the Equality Act 2010.

Working Time Regulations and Rights

As an employer, you have a legal duty to ensure that your apprentices are not working excessive hours. The Working Time Regulations set out the maximum number of hours that an apprentice can work each week. In general, apprentices aged 16-18 can work a maximum of 40 hours per week, while those aged 19 and over can work a maximum of 48 hours per week. Additionally, compliance with the Equality Act 2010 is essential to ensure non-discriminatory practices.

In addition to the Working Time Regulations, your apprentice will also have a number of other employment rights. These include the right to be paid the National Minimum Wage, the right to receive statutory sick pay, and the right to be protected from unfair dismissal.

It is important to ensure that you are aware of your obligations as an employer and that you comply with all relevant legislation. This will help to ensure that your apprentice receives the training and support they need to succeed in their apprenticeship, while also protecting your business from legal issues and disputes.

Financial Aspects of Apprenticeships

Apprenticeship Levy and Funding

As an employer, you may be required to pay the Apprenticeship Levy if your annual pay bill is over £3 million. The levy is set at 0.5% of your pay bill, and you can use the funds to pay for apprenticeship training and assessment. If you do not use the funds within two years, they will expire and be used to fund apprenticeships in other organisations.

If you do not pay the levy, the government will co-fund the cost of apprenticeship training and assessment. The government will pay 95% of the cost, and you will be required to pay the remaining 5%. If you have fewer than 50 employees and you take on an apprentice aged 16-18, you will not have to pay the 5% contribution.

Salary and Minimum Wage

As an employer, you must pay your apprentices at least the national minimum wage for apprentices. The current rate is £4.30 per hour for apprentices under 19 or in their first year of an apprenticeship. After the first year, you must pay them the national minimum wage for their age.

You can choose to pay your apprentices more than the minimum wage for apprentices, and many employers do so. This can help you attract high-quality candidates and retain them after they complete their apprenticeship.

Managing Finances and Incentives

Managing the finances of your apprenticeship program can be complex, but there are resources available to help you.

You can register for the Apprenticeship Service, which will help you manage your apprenticeship funds and find training providers. You can also top-up your funds if you need more money to pay for apprenticeship training and assessment. For instance, understanding the process of VAT registration and reporting can assist in better financial planning for your apprenticeship program.

There are also incentives available to help you pay for apprenticeship training and assessment. For example, if you take on an apprentice aged 16-18, you may be eligible for a £1,000 incentive. You can also claim back the cost of apprenticeship training if you pay the Apprenticeship Levy and have used all of your funds.

Training and Development

Taking on an apprentice involves the development of new skills and knowledge through training. The training plan is a key document that outlines the training and development required for the apprentice to succeed in their chosen occupation.

The plan is developed by the employer, apprentice, and the training provider, and is reviewed and updated regularly throughout the apprenticeship to ensure that it remains relevant and effective.

Role of Training Providers

The training provider is responsible for delivering the training and assessing the apprentice’s progress towards their qualification. They work with the employer to develop the apprenticeship training plan, which sets out the commitment of the provider, employer, and apprentice and records key details.

The plan must include the planned content and schedule for training, what is expected and offered by the employer, the training provider, and the apprentice, and how to resolve queries and complaints.

Off-the-Job Training Requirements

At least 20% of an apprentice’s normal working hours must be used for off-the-job training. This ensures that the apprentice has the knowledge, skills, and behaviors they need for their chosen occupation.

Off-the-job training can take many forms, including attending college, studying online, and attending training courses. It is important that the training is relevant to the apprenticeship and is delivered by a suitable provider.

Assessment and Qualification

End-point assessment is the final stage of the apprenticeship and is designed to test the apprentice’s knowledge, skills, and behaviors. It is carried out by an independent assessment organization and can take many forms, including written exams, practical assessments, and professional discussions.

The apprentice must achieve the minimum standard set by the assessment organization to pass the apprenticeship.

Support and Resources

If you are considering taking on an apprentice, there are several resources and support systems available to help you through the process. Here are a few options to consider:

Government and Institutional Support

In England, The National Apprenticeship Service provides free support and advice to employers looking to take on an apprentice. You can contact them by email, phone, or through their website.

They can help you find the right apprenticeship program for your business, connect you with training providers, and provide guidance on funding and incentives.

In Scotland, Skills Development Scotland offers similar support and advice to employers. They can help you find apprenticeship programs, connect you with training providers, and provide information on funding and incentives.

In Wales, the Welsh Government provides support and advice to employers through the Apprenticeship Skills Wales program. They can help you find apprenticeship programs, connect you with training providers, and provide guidance on funding and incentives.

In Northern Ireland, the Department for the Economy provides support and advice to employers through the ApprenticeshipsNI program. They can help you find apprenticeship programs, connect you with training providers, and provide information on funding and incentives.

Online Resources and Accounts

The Apprenticeship Service is an online platform that allows employers in England to manage their apprenticeship programs. Through the service, you can find apprenticeship programs, select a training provider, and manage your funding and incentives. You will need to create an online account to access the service.

In Scotland, the Skills Development Scotland website provides a range of resources and information for employers looking to take on an apprentice. You can find information on funding and incentives, as well as guidance on how to find the right apprenticeship program for your business.

In Wales, the Business Wales website provides information and resources for employers looking to take on an apprentice. You can find guidance on funding and incentives, as well as information on how to find the right apprenticeship program for your business.

In Northern Ireland, the NI Direct website provides information and resources for employers looking to take on an apprentice. You can find guidance on funding and incentives, as well as information on how to find the right apprenticeship program for your business.

Advantages of Hiring Apprentices

Benefits to Employers

Taking on an apprentice can provide many benefits to employers. Apprenticeships allow employers to train and develop their workforce according to their specific needs. This means that employers can ensure that their employees have the practical and specific skills required for their business. By doing so, employers can increase productivity and efficiency.

Apprenticeships also provide a cost-effective way for employers to recruit and train new staff. This is because the government offers funding to support apprenticeships, and employers may also be eligible for further financial incentives.

Workforce Development and Productivity

By hiring apprentices, employers can develop a skilled and motivated workforce. Apprenticeships provide a structured training programme that combines practical on-the-job training with classroom-based learning. This means that apprentices gain valuable experience and knowledge while working towards a recognised qualification.

Apprentices are often highly motivated and loyal to their employer. This is because they have been given the opportunity to learn and develop new skills, and they appreciate the investment that their employer has made in them. This can lead to increased staff retention and reduced recruitment costs.

Addressing Skills Shortages

Apprenticeships can also help to address skills shortages in the UK. By providing training and development opportunities to new and existing staff, employers can ensure that they have the skills they need to grow and succeed. This is particularly important in industries where there are specific skills shortages.

Challenges and Considerations

Balancing Work with Study

Taking on an apprentice can be challenging for both the employer and the apprentice. One of the biggest challenges is finding the right balance between work and study. As an employer, you need to ensure that your apprentice is given enough time to complete their off-the-job training, which is a key requirement of the apprenticeship scheme.

This can be particularly difficult if your business is busy or if you have a small team. To help your apprentice balance work and study, you may need to consider flexible working arrangements. This could include allowing your apprentice to work from home on certain days or adjusting their working hours to fit around their training schedule.

You may also need to provide additional support and guidance to help your apprentice manage their workload and stay on track with their studies.

Recruitment Difficulties and Retention

Recruiting and retaining apprentices can also be a challenge for employers. The apprenticeship scheme is designed to provide young people with the skills and experience they need to succeed in their chosen field, but it can be difficult to find the right candidates for your business.

To overcome recruitment difficulties, you may need to consider using technology to help you find and attract the right candidates. This could include using social media to promote your apprenticeship vacancies or using online job boards to reach a wider audience. Leveraging resources such as freelance job sites can also broaden your search for potential apprentices.

Retention can also be a challenge, particularly if your apprenticeship programme is not well-structured or if your apprentice is not given enough support and guidance. To retain your apprentices, you need to provide them with clear responsibilities and opportunities for professional development. This could include regular training sessions, mentoring, and opportunities for career progression within your business.

Completing the Apprenticeship

Congratulations, you have successfully completed your apprenticeship programme! This is a significant achievement, and you should be proud of yourself. In this section, we will discuss what happens after you complete your apprenticeship, including the final assessment and certification, and progression opportunities.

Final Assessment and Certification

To complete your apprenticeship, you will need to go through the end-point assessment. This is a rigorous assessment process that measures your knowledge, skills, and behaviours against the apprenticeship standard.

The end-point assessment is conducted by an independent assessor who is appointed by the employer or training provider. Once you have successfully completed the end-point assessment, you will receive your apprenticeship certificate.

The certificate is a recognised qualification that demonstrates your competence in your chosen occupation. You can use your certificate to show potential employers that you have completed a recognised apprenticeship programme.

Progression Opportunities

Completing an apprenticeship is just the beginning of your career journey. There are many progression opportunities available to you, depending on your career goals and aspirations. Some of the options available to you include:

• Continuing your education: You may want to continue your education by pursuing a higher-level apprenticeship or a university degree. You can use your apprenticeship certificate as evidence of your prior learning and experience.
• Finding a job: You can use your apprenticeship certificate to find a job in your chosen occupation. Many employers value apprenticeships and prefer to hire candidates who have completed an apprenticeship programme.
• Starting your own business: If you have an entrepreneurial spirit, you may want to start your own business. Your apprenticeship training will have provided you with the skills and knowledge you need to run a successful business.

Completion Conditions

To successfully complete your apprenticeship, you must meet the standard completion conditions. These conditions vary depending on the apprenticeship standard you are following. However, in general, you must:

• Complete all the training and assessment required by the apprenticeship standard.
• Demonstrate that you have achieved the required level of knowledge, skills, and behaviours.
• Meet any additional requirements set by the employer or training provider.

Recognised Apprenticeship Framework

Your apprenticeship programme is part of a recognised apprenticeship framework. This means that it has been designed to meet the needs of employers and provides you with the skills and knowledge you need to succeed in your chosen occupation. The apprenticeship framework includes:

• A set of occupational standards that define the skills and knowledge required for each occupation.
• A set of assessment criteria that measure your competence against the occupational standards.
• A set of completion conditions that you must meet to successfully complete the apprenticeship.

Time Off

As an apprentice, you are entitled to time off for training and assessment, which is in addition to your normal holiday entitlement. Your employer must give you time off for training and assessment, and they must pay you your normal wage during this time. Understanding what business expenses you can claim can help you manage your finances effectively during your apprenticeship.