What is an apprenticeship?
The section below focusses on the definition of apprenticeship, its value and the different levels of apprenticeship.
Apprenticeship: a definition
Before we get into the details of how to hire an apprentice, let’s ensure that the concept of apprenticeship is fully grasped. An apprenticeship is a type of employment where the apprentice splits their time between working for the business and studying towards their qualifications. The apprentice can be 16 years old or over. Apprenticeships exist in many fields and can last from one to four years. Traditionally, apprenticeships emerged for manual work such as mechanics, electrical work, construction or carpentry. Nowadays, many more industries are involved and apprenticeships can be found in many fields.
The value of apprenticeships
A successful apprenticeship sees both sides rewarded by the experience. The employer may be able to recruit a highly skilled worker and improve their productivity and profitability. They get to train and test their potential future recruit to ensure they make the right choice. In addition, employers can utilise apprenticeships to gain new skills within their business.
For the apprentice, there are also multiple benefits. Through the process, they gain hands-on experience, get paid while doing so and benefit from learning at the same time. At the end of the apprenticeship, they should have a good idea of the work environment and have an industry-recognised qualification combined with on-the-ground experience.
The types and levels of apprenticeships
Most industries have apprenticeship programmes. Apprenticeships can be found in fields including manual work, legal, health and digital industries, and many more. However, there are different levels within the programme. The structure considers the level of qualification required and can range from Level 2 to Level 7. A Level 2 apprenticeship is equivalent to five GCSE passes, whereas a Level 7 apprenticeship is equivalent to a master’s degree.
How to effectively hire an apprentice in 10 steps
Not all apprenticeships are successful. To ensure you make the most of this programme, we have highlighted some key steps that will set your business up for success.
Step 1 – Understand the business skills gap and how the apprentice can fill this gap
As explored in the first section of this article, apprenticeships are available in a wide variety of industries. This means that employers are likely to find apprenticeship programmes that suit their needs. As such, they should look within their organisation and identify any skills gap. This will guide them towards the most beneficial apprenticeship and boost their business in terms of skill set.
Step 2 – Make sure you comply with the regulation from an insurance perspective
For apprenticeships, it is mandatory for employers to have liability insurance. This legal requirement ensures that the workforce is looked after and places their wellbeing at the forefront. The insurance will cover the apprentice in case of injury or illness.
Step 3 – Create a profile and a service account on the government website
The government provides a platform where apprenticeships can be managed. The service enables employers to have everything they need in one place. They can set up their account, request the appropriate funding and contact the desired training provider, all from a single point of entry.
Step 4 – Be precise on the goals and the responsibilities of the apprentice
It is essential that the business hiring an apprentice is fully aware of what they are looking for. The employer should be specific and define the length of the contract, the minimum age of the apprentice, the salary they are aiming to provide, the number of hours of work and more depending on the job specifics. While doing so, businesses should keep in mind that the apprentice will need sufficient time for job training which should account for a minimum of 20% of the time. Check our roles and responsibilities template for more information.
Step 5 – Find an apprenticeship training provider
The account provided by the government and set up in Step 3 provides access to training providers. The provider should be selected with care and should deliver the chosen course. As part of this selection process, employers should also ensure it is a good match with their company culture.
Step 6 – Advertise the apprenticeship, as you would for an open position
This step is the recruitment process. Employers should create the job advertisement for the open apprenticeship position. This can be done by the employer themselves but can also be delegated to the training provider.
Step 7 – Choose your apprentice wisely
After screening through the candidates, shortlisting a few and conducting interviews, the employer should be in a position to make an offer to their preferred candidate. At this stage, employers should keep in mind that most of the applicants will not have applied for roles before and therefore this should be considered during the interview process and when selecting the successful candidate. For more on recruitment and selection, check our article on how to achieve an efficient recruitment process in small businesses here.
Step 8 – Prepare the appropriate paperwork
Like with any recruitment process, paperwork is involved. There should be an apprenticeship agreement that covers the salary, length of employment and working conditions. The other essential document is the apprenticeship commitment statement. It highlights the training schedule and any complaints procedures. This document should be signed by both parties.
Step 9 – Pick the end-point assessment organisation, also called EPAO
The end-point assessment organisation needs to be selected within the first three months of the apprenticeship. The EPAO is an independent body that is responsible for evaluating the apprentice and ascertaining their knowledge and skills gained.
Step 10 – Deliver the apprenticeship as planned
This last step consists in delivering the apprenticeship. Employers should keep in mind that this is likely to be the first experience in work for the apprentice. They should provide guidance and feedback throughout. They may prefer a slow approach with extensive support for the apprentice to ensure that their learning curve is steady.
Five essential tips when training your apprentices
An apprenticeship is essentially an “on-the-job” training programme. To ensure the best chance of success for this programme, we have provided some tips in the section below.
Thorough on-boarding and induction
Like with any new employee, having a thorough on-boarding process is essential. The on-boarding process should include:
- one-to-one meetings with the apprentice’s manager;
- one-to-one meetings with other members of the team;
- the implementation of a shadowing system with a specific member of the team;
- general company information such as dress code, company policies, time management and much more;
- clear insight on their roles and responsibilities;
- an introduction to any equipment necessary to conduct the job.
It is common to put in place a “buddy” or pairing system. This consists of having a more senior employee shadowing the apprentice throughout their apprenticeship.
Mentoring apprentices
In line with this buddy system, assigning a mentor for the apprentice will allow them to settle in their role and will set them up for success. The mentor should not be the apprentice’s direct manager. It should be a colleague able to provide support and share expertise with the apprentice. This solution also benefits the mentor. Often, they are a team member on their way to a leadership role and are able to practice their management skills through this setup.
Below are some examples of value the mentor will bring to the apprentice:
- Share their expertise
- Provide constructive feedback
- Provide encouragement and support
- Identify opportunities for development
- Set specific goals
- Build up the apprentice skill set, confidence and independence to deliver the work
The value of connections and networking
Connecting with others and networking within the business brings a lot of value to all employees. This statement is even more relevant for apprentices who may feel isolated when joining the business. It is recommended that employers arrange regular meetings with their apprentices, organise networking opportunities and provide them with professional and emotional support. They should also plan social activities that will help the apprentice integrate within their teams.
Feedback and performance reviews
As an apprentice often has a steep learning curve, it is essential to provide regular constructive feedback. The feedback should aim to contribute to their professional development. As such, managers of apprentices should clearly highlight what the business is looking to achieve, the skills and knowledge required for the role, any areas of development and provide feedback on current deliveries and progress. Find out more on positive and constructive feedback for employees here.
Promote wellbeing throughout
Being an apprentice is not always easy. The work and its environment are new, and the tasks assigned can quickly become overwhelming for the apprentice. Businesses should ensure they encourage dialogue with their apprentice and support them when the situation is challenging. As such, they should provide access to mental health support systems.
Having an apprentice brings a lot of value to businesses. Organisations can employ apprentices at different levels and fill in their skills gap. A win-win for both apprentices and employers.
