An Employer s Guide to Apprenticeships

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1 An Employer s Guide to Apprenticeships

2 Contents Introduction 3 How can Apprentices help your business? 3 Apprenticeships - what s involved? 3 Things to consider before recruiting an Apprentice 4 Funding 4 Apprenticeship Length 4 Salaries 5 Absence from Work 5 Performance 5 Apprenticeship completion 5 Recruiting and selecting Apprentices 5 Apprenticeship induction 6 Delivering learning programmes 7 Reviewing work based learning progress 8 Equality and Diversity 9 Health and Safety and Safeguarding 10 Let s get started 11 Ten easy steps to recruiting an Apprentice 11

3 Introduction Are you interested in taking on a new recruit or training one of your existing employees as an apprentice? This guide will help you to understand how Fast Forward Training and Development can support you and help you understand the role which you can play in the process. Our Business Development Consultant and Apprenticeship Team can offer you advice and guidance specific to your exact needs. How Can Apprentices Help Your Business? Recruiting the right member of staff for your company and ensuring that they have the relevant skills and knowledge to do the job are extremely important. Our Apprenticeship and work-based learning programmes can provide you with a number of key benefits: Cost effective recruitment Development of a well-trained, well-motivated workforce Help with meeting the costs of training Increased productivity through better trained staff Improved company performance with measurable impact Demonstration of your commitment to staff development How can we help your business? Apprenticeships are part of a national programme of funded training to raise skill levels. They aim to develop an individual s knowledge and skills within the work environment and present a real opportunity for employees who want to continue their learning outside full-time further and higher education. It provides support for employees to work towards the achievement of Apprenticeships and vocational qualifications. Apprenticeships - what s involved? The Government s new apprenticeship reforms from 1st May 2017 put employers in control of designing apprenticeships so that people are equipped with the skills that meet the needs of the organisation. The government s agenda is to have 3 million apprenticeship starts by Through these new reforms, each apprenticeship is designed by industry to equip apprentices for industry specific needs. These new types of Apprenticeships are called Standards. Standards are designed to meet the knowledge, skills and behaviours required by industry and are assessed by an independent body called An End Assessment Organisation. As a training provider we ensure the apprentice is trained to meet the standard specification and when we are both confident they will meet the requirements of the end point assessment, they will be put forward to the final independent assessment process. Standards may or may not have qualifications attached to them, however New College have made a decision to include qualifications in all of our apprenticeships, to add value to the learner and their employer. Standards are eventually replacing the current apprenticeship frameworks. The current Apprenticeship frameworks, which are still available in some sectors, are made up of either a combined knowledge and competence diploma or 2 separate qualifications and assessed by ourselves and the awarding body certificates them. 3

4 Functional Skills As part of their training programme, apprentices who do not hold a relevant level in Maths, English or ICT will also develop these Functional Skills. Functional Skills address the personal development of an individual. Functional Skills are considered by employers to be an essential part of occupational competence. Our Functional Skills qualifications are offered flexibly and apprentices can also complete their qualification using distance learning. Things To Consider Before Recruiting An Apprentice Before employing an apprentice, it s important to consider the following: 1. Ensure your business has a belief in Apprenticeships and their worth and be prepared to invest in them. 2. Spend time looking at roles that might be suitable for apprentices. You may have tempting roles that you could develop into Apprenticeships, or a certain facet of the business that is growing and needs support developing. 3. Be willing to support your apprentice should they be required to attend training off-site. 4. Ensure your apprentice is employed for a minimum of 30 hours per week (there are some exceptions. Please talk to us). 5. Ensure your apprentice receives the same holidays as their colleagues, unless special circumstances are identified and other arrangements agreed. 6. Consider converting a current employee to an apprentice, as long as they are being upskilled. Their terms and conditions will remain unchanged. Funding There are Government grants available to help with the costs of having an apprentice. Apprenticeship incentives for employers who employ less than 50 employees of 1000 per apprentice are available for employers who recruit a new apprentice aged between 16 and 18 years old. Apprentices who are aged are fully funded for those with less than 50 employees, which means the government fund 100% of the training. For any other apprentice the Government covers 90% of the training fees. There is a mandatory financial 10% contribution, which varies in price dependant on the apprenticeship standard/framework. Please contact a member of the team to discuss. Apprenticeship Length An Apprenticeship must last at least 12 months, particularly where a learner is aged but they can last for up to four years, dependent upon the level you wish your apprentice to work towards. 4

5 Salaries The National Minimum Wage for apprentices is 3.70 with effect from 1st April 2018, this rate usually changes each year although many employers tend to pay more than this. This rate is for apprentices aged and those aged 19 or over who are in their first year. All other apprentices are entitled to the National Minimum Wage for their age, after completing 12 months of Apprenticeship training. (Your business is free to pay any amount over the minimum wage which many employers do, however this is at your discretion) Absence from Work You should contact Fast Forward if your apprentice has four weeks or more continuous non-attendance (due to sickness, maternity/paternity leave, religious observance etc) as procedures apply. We will establish if the apprentice has a genuine intention to return to training. Any hours an apprentice spends attending training as a part of their Apprenticeship (i.e. at a training centre or college), must be paid at the same rate they receive for time spent in work. Performance Poor performance should be addressed and it is essential that all apprentices receive regular constructive feedback and clear guidance on areas for improvement. However, it is very important to consider that apprentices are usually inexperienced individuals (which is reflected in their salary) and therefore may need more support, guidance and patience than would be expected for a regular employee. Fast Forward staff are always willing to give advice and support on these matters. If appropriate, apprentices should be subject to the same discipline and grievance procedures as other members of your organisation. Apprenticeship Completion If you wish to employ an apprentice as a full time member of staff once their Apprenticeship training is complete, normal employment rules apply including those requiring payments of National Minimum Wage. If, however, you can t retain the apprentice, it is anticipated that you as the employer and your training provider will give the individual all relevant support to find new employment, including time off for attending interviews. You may wish for your apprentice to progress to the next level of Apprenticeship. Please talk to a member of the team to discuss the training options available. Recruiting and Selecting Apprentices Now that you re aware of your commitments when employing an apprentice, recruitment begins. The recruitment and selection process aims to attract and select apprentices who are best suited to the work and the training you can offer. Having discussed your particular needs, we will advertise your position using a number of channels in order to meet your vacancy requirements. Once advertised, at the closing date we will sift the applications and if required, will interview the applicants before forwarding only those most suited to the position you are offering. Alternatively you may wish to undertake your own recruitment activities. As the employer, the final decision regarding selection will be yours. 5

6 Training Provider s role Complete an Organisational Training Needs Analysis with you if required Offer current, impartial Information, Advice and Guidance Create suitable advertising material to attract appropriate candidates Use effective and fair selection methods Sift and pre-screen applicants ensuring only suitable candidates are sent to you for shortlisting Advise you on selection methods and help with interviewing, if required Refer you to an alternative provision if appropriate Employer s role Advise us on the types of positions you are seeking to fill and the characteristics which potential apprentices will require Interview a number of applicants and keep us informed on the outcomes of these Consider applicants from under-represented groups Give applicants accurate information about the work which they will be doing and the training which you will provide Treat all candidates fairly and consistently during the selection process Offer a salary in line with current guidance Advise us of any existing employees who may wish to become an apprentice and benefit from the training provided Apprenticeship Induction Once you have recruited your apprentices, we work hard to ensure that you and your apprentice are fully aware of our commitment to you. Having hired the right person, you will also want to ensure that they stay with you. One way of doing this is by carrying out an induction meeting. Our induction meeting helps apprentices to settle quickly into your company by helping them understand what their Apprenticeship consists of. Our Employer Engagement Officer/Assessor will meet with you and your apprentice to talk about what their training programme consists of. We explain how the training will be delivered, the timeframe, what they should expect in terms of all of the Apprenticeship components, the number of visits they ll receive from the Assessor and how we review work-based learning progress to check the apprentice is getting the most out of their learning programme. Our Assessor will work with you, the employer, to ensure there is scope within the apprentice s job role to ensure they successfully complete their programme. We will fully involve the apprentice s supervisor and agree with you the best time for support to take place, so as not to cause disruption to normal workplace activities. 6

7 Delivering Learning Programmes Having planned the apprentice s learning programme, we will work together to deliver the training that is required to develop the apprentice s skills and help them achieve their qualification. Much of the training will take place within the workplace itself. The more learning opportunities that you can provide, the greater range of skills the apprentice is likely to acquire, which will be of benefit to your company. You may also wish to consider giving the apprentice projects to undertake, or want them to attend formal training sessions that will develop their skills and knowledge even further. You are able to choose the type of off-the-job training this is a matter of personal choice. Some of our Apprenticeships include formal taught sessions designed to help your apprentice apply theory to the workplace. We will discuss these with you. Many employers and apprentices find these sessions extremely helpful and find they add a great deal of value to the Apprenticeship programme. We will agree when and where this will take place when developing the learning programme. Training Provider s role Provide help and advice on planning workplace training and learning activities Be aware of the learning activities that are taking place within the workplace Where necessary, provide appropriate off-the-job training sessions to support the skills that the apprentice is developing in the workplace, in order that they can achieve their qualification Keep you informed of what the apprentice has covered during off-the-job training activities Keep you informed of any additional learning where appropriate Provide an induction meeting Explain about work-based learning and the role of everyone Explain how apprenticeships are achieved Explain to apprentices their employment/learner rights and responsibilities Ensure they are ready for the end point assessment if applicable Check that apprentices have understood the information which they have been given at induction Provide apprentices with written information to support what they have been given during induction, to which they can refer to in the future Provide a Learning Agreement Assess any learning needs and share information with the employer if relevant to the Training provider s role To monitor that the apprentice is having 20% off-the-job training for the whole programme 7

8 Employer s role To help apprentices develop their knowledge and skills by providing a wide range of learning and training opportunities Allow apprentices to attend off-the-job training sessions equating to 20% of their whole training programme Help apprentices put into practice what they have learnt during off-the-job training sessions Allow the apprentice time off for training and study Initiate a meeting with us if you have any concerns about any aspect of the training delivery Introduce apprentices to the people they will work with and their supervisor Train them in the health and safety of your workplace Explain your company policies and procedures Provide your apprentice with Terms and Conditions of Employment, Contract and Job Description Provide apprentices with full information about the job which they will be doing Provide the apprentice with a mentor Reviewing Work-Based Learning Progress To check the apprentice is getting the most out of their learning programme, it is important to monitor their progress at regular intervals. This will ensure that any additional training or support needs that are identified, are properly addressed. We will fully involve the apprentice s supervisor and agree with you the best time for support to take place, so as not to cause disruption to normal workplace activities. Training Provider s role Organise a schedule of regular review meetings Involve the apprentice and the workplace supervisor in the review Record and share the progress made by the apprentice Agree and record actions and targets between this and the next review Make sure the apprentice and the workplace supervisor have a copy of the record of the review Employer s role Let us know how the apprentice is progressing in the workplace Advise us of any concerns which you may have regarding the apprentice s progress Attend apprentice progress reviews Advise on workplace training and assessment opportunities that may occur in the period before the next review 8

9 Equality and Diversity Fast Forward is committed to the elimination of both direct and indirect discrimination. This is reflected in our recruitment practices where we welcome applications from all persons regardless of sex, marital status, race, disability, colour, age, sexual orientation, nationality or ethnic origin. We aim to treat apprentices fairly and equally during their training programmes and ensure that they know what to do if they have a complaint. Training Provider s role Promote equality and diversity throughout the work-based learning process Have a written Equality and Diversity policy which staff are committed to Advise you on equality and diversity issues and legislation Make sure that apprentices know what to do if they feel they are being unfairly treated in the workplace Act on any complaints received from apprentices Employer s role Comply with equality and diversity legislation Demonstrate your commitment to equality and diversity in the workplace Ensure equality and diversity in selection, recruitment and learning activities Ensure that apprentices are treated fairly and equally Make sure that apprentices are not bullied, harassed or made to feel unwelcome in the workplace Explain to apprentices what to do if they have a complaint about the way they are treated 9

10 Health & Safety and Safeguarding As an employer you must take all necessary steps for securing the health, safety and welfare of any apprentice in your care and ensure they are treated no differently than other members of your workforce. This includes risk assessment, supervision, provision of personal protective equipment, and training. If there is an accident that affects an apprentice it must be reported to Fast Forward so our legal obligations to monitor accidents can be met. Training Provider s role Using competent staff to verify that you can provide a healthy, safe and supportive learning environment Complete HASP assessments Assist you on questions of health and safety and safeguarding requirements and application to individual apprentices Monitor workplace health and safety practices on an ongoing basis Check apprentice s understanding of health and safety, safeguarding and Prevent Investigate any accidents involving apprentices within the workplace and agree preventative action Ensure our staff are trained to recognise potential safeguarding issues Ensure our staff are registered are DBS cleared Employer s role Ensure the health, safety, safeguarding and welfare of apprentices and bring your policy statement(s) to their attention Comply with health and safety and safeguarding legislation Ensure the apprentices know who is responsible for health and safety and safeguarding matters within your company If required, provide necessary protective clothing Report any accidents, concerning apprentices, immediately to us Assess the risks to which apprentices are exposed at work and apply the general principles of prevention Introduce and maintain appropriate measures to eliminate or minimise risks to the apprentice Ensure apprentices are properly supervised by a competent person Ensure that apprentices are covered by employer s liability insurance 10

11 Let s Get Started You now have the information and you re ready to go. Recruiting an apprentice through Fast Forward Training and Development couldn t be easier. Ten easy steps to recruiting an Apprentice 1. Speak to our Apprenticeship Team to discuss your requirements and talk through the various options available to you 2. You ll be given guidance regarding the training your apprentice will receive, the time commitment (in terms of time away from the business), length of the Apprenticeship and salary expectations. We ll even advise about what to expect from your new recruit 3. You (the employer) completes and sends us a Vacancy ProForma detailing the role the apprentice will undertake 4. We advertise your Apprenticeship on your behalf via The National Apprenticeship website, Fast Forward website, external websites and within New College 5. At the closing date, we review the applications. Working to your specific requirements, and removing any unsuitable applicant, we save you time and effort by pre-screening potential apprentices forwarding only the highest calibre of candidate to you for shortlisting 6. You decide who and when to interview; we contact all of the unsuccessful candidates on your behalf 7. We carry out pre-employment testing 8. Final interviews are conducted by you 9. If you are satisfied with your candidate(s), make the job offer 10. You arrange a start date and we arrange to meet you and your apprentice for sign up and induction 11. Our Delivery Team meets with you and the apprentice to discuss and agree the training delivery and visit schedule We hope you ve found this guide helpful. If you have any questions, please don t hesitate to contact a member of the team on (01793) or (01793)

12 Fast Forward Training and Development provides the highest quality training in vocational skills. We also offer NVQ Work-based Learning Qualifications Assessor and Verifier Awards Professional Bespoke Training Business Improvement ILM and CIPD Professional Qualifications Compliance Courses Fast Forward Training and Development Proud to be part of New College Swindon since 1996 New College New College Drive Swindon SN3 1AH (01793)

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