Employer Guide to Apprentice Recruitment

34 Pages·2017·1.52 MB·English

Employer Guide to
Apprentice Recruitment
Version 5 – March 2017
Contents
03 Introduction
04 What is changing and why?
05 Apprenticeship funding
06 Selecting a training organisation
07 Calculating the cost of an apprenticeship
08 Supporting existing staff
09 What is an apprenticeship?
10 Getting started
11 Step 1 – Writing the person specification and job description
12 Step 2 – Deciding how much to pay
13 Step 3 – Advertising the apprenticeship vacancy
15 Step 4 – Inviting applications
16 Step 5 – Shortlisting suitable candidates
17 Step 6 – Preparing for the interview
19 Step 7 – Carrying out the interview
20 Step 8 – Selecting and appointing the successful candidate
21 Step 9 – Giving feedback to unsuccessful candidates
22 Step 10 – Creating the Apprenticeship Agreement
23 Traineeships
24 Employing an apprentice through an Apprenticeship Training
Agency
25 Appendix A – Person specification
26 Appendix B – Job description
27 Appendix C – Apprenticeship vacancy template
30 Appendix D – Additional employer questions
33 Appendix E – Interview question bank
Introduction
Finding the right apprentice for your company can feel like a
daunting task if you are not used to the recruitment process.
This booklet has been designed to help you with the
apprenticeship recruitment process, particularly if you
are a small or medium sized employer.
We appreciate that many employers will already have existing HR processes that
cover all or part of the apprenticeship recruitment process, however we hope that you
will find this booklet helpful.
Everyone involved in the recruitment and selection of staff has a responsibility to
ensure that candidates are treated fairly, that decisions are made objectively and that
constructive feedback is offered where possible.
The 10 steps outlined in this booklet will encourage good practice in all aspects of the
recruitment of apprentices, promoting equality and diversity and complying with the
relevant legislation.
Writing the person Advertising the
Deciding how
specification and job apprenticeship
much to pay
description vacancy
Preparing for the Shortlisting suitable Inviting
interview candidates applications
Selecting and
Giving feedback
Carrying out the appointing the
to unsuccessful
interview successful
candidates
candidate
Creating the
Apprenticeship
Agreement
3
What is changing and why?
Apprenticeships already benefit employers, apprentices and
the economy. High quality apprenticeships are essential to
support employers and to help our economy prosper.
Apprenticeship reforms A number of additional measures have
The government is committed to been set out, including:
making sure that apprenticeships are
– 2.3% public sector target
as accessible as possible, to all people,
from all backgrounds. To achieve this, – Measures in the Enterprise Act to
the apprenticeship system has been protect the term ‘apprenticeship’
completely reformed so that from May to prevent misuse by providers in
2017, employers will be England.
– In control of the funding – Changes to government procurement
rules so that all relevant bids for central
– Able to access high quality training that
government contracts worth £10
is more responsive to the needs of their
million or more and lasting 12 months
business
or more must demonstrate a clear
commitment to apprenticeships.
– Confident that the quality of
apprenticeships is improved through
– The introduction of a UK-wide levy
more rigorous assessment and grading
from April 2017 for employers with a
at the end of the apprenticeship
pay bill of £3m or more.
– Doubling the annual level of spending
Government investment on apprenticeships between 2010-11
The English Apprenticeships 2020 vision and 2019-20 in cash terms to £2.5bn,
document outlines the Government’s plan which will be funded by the new
to increase the quality and quantity of apprenticeship levy.
apprenticeships to reach commitment of 3
million apprenticeships by 2020. – An ambitious public target to increase
the proportion of apprenticeships
started by people from BAME
backgrounds by 20% by 2020.

Further information

Visit gov.uk/government/publications/

apprenticeships-in-england-vision-for-2020

4
Apprenticeship funding
From May 2017, the way that apprenticeships are funded is
changing. The new system will make it easier for employers
of all sizes to navigate and choose the apprenticeship
training they want to purchase.
15 funding bands Small employer co-investment waiver
All apprenticeships have been placed into Employers with fewer than 50 people
one of 15 funding bands, with the upper working for them will be able to train
limit of those bands ranging from £1,500 16 to 18 year old apprentices as well
to £27,000. Employers are expected to as 19-24 year olds who were formerly
negotiate a price for their apprentice’s in care or who have an Education and
training and assessment, in the knowledge Health Care plan without making a
that there is a maximum that Government contribution towards the costs of training
is prepared to commit from its funds for and assessment up to the funding band
the off the job training and assessment for maximum. Instead the government will
each apprenticeship. pay 100% of the training costs for these
individuals.
Apprenticeship levy
The apprenticeship levy will only affect Additional payments
organisations with a paybill in excess For both employers and providers, there
of £3m. It will be calculated based on will be a £1,000 payment for taking on
the total annual UK paybill and the % a 16-18 year old on an apprenticeship
of employees living in England. The framework or standard, as well as 19-
vast majority of employers will not 24 year olds who were formerly in care
be eligible to pay the levy and these or who have an Education and Health
employers will continue to benefit from Care plan. This will be paid in two equal
generous government support to pay for instalments at 3 months and 12 months.
apprenticeship training. Employers who benefit from the small
employer co-investment waiver will also
receive these payments.
Co-investment
Employers who do not pay the levy, Further information
and those who want to invest more Visit gov.uk/government/publications/
in training than they have available in apprenticeship-levy-how-it-will-work/
their digital accounts, will benefit from
significant government funding to support
their commitment to apprenticeships.
Employers will make a financial
contribution called ‘co-investment’. This
is calculated based on the government
investing 90% of the cost of the
apprenticeship training and the employer
investing 10%.
5
Selecting a training organisation
You may already have a relationship with a training
organisation that you wish to use to support you in
recruiting and training a new apprentice. If you do not, or
if you would like to explore other available organisations,
there are some simple tools to support you.
The digital apprenticeship service – Their current Ofsted grade
A new online tool available through the
– If they hold any other quality marks or
digital apprenticeship service is ‘Find
awards
apprenticeship training’. This tool enables
you to:
– How the apprenticeship can be tailored
to meet the needs of your business
– search for apprenticeship training by
job role or keyword
– What the delivery model will involve for
on and off the job training
– find training providers who offer the
apprenticeship training you choose
– What the process will be for the
ongoing support and development of
Further information
the apprentice
Visit https://findapprenticeshiptraining.sfa.
bis.gov.uk/
– How the apprentice’s progress will be
reported to you and any concerns
raised
Factors to consider when selecting a
training organisation
– What the requirements and costs for
There are thousands of different training
the End Point Assessment will be
organisations that you can select from.
The digital tool will help you to narrow
– Value for money
down your search based on the type and
level of training that you require and the
preferred delivery model. Other factors
Support available to you
that you may find useful to consider are:
The National Apprenticeship Service
– The experience of the provider in is there to support employers and has
delivering to the sector that you made it easier than ever to employ an
operate within apprentice. Employer teams are on
hand to guide you through the simple
– If they currently work with any similar
process of hiring an apprentice. There has
businesses to yours
never been a better time to employ an
apprentice.
– If they have any testimonials or case
studies
Further information
Visit gov.uk/topic/further-education-skills/
– The qualifications and experience of
apprenticeships
staff
or call us on 08000 150 600.
6
Calculating the cost of an
apprenticeship
Employers can use the new online tool ‘Estimate my
apprenticeship funding’ to help to calculate the costs of
apprenticeship training. This tool will allow employers to
select the type of apprenticeship training the require and
forecast the possible costs.
Using Estimate my apprenticeship Maximise your return on investment
funding Most employers will now contribute in
Think about using this tool to estimate real cash terms for their apprenticeship
if your organisation will pay the training. It is important that you consider
apprenticeship levy, how much your this investment in your business and talk
organisation will have available to spend to your training organisation about how
on apprenticeships and how much the you can put measures in place so that you
government will contribute towards the can see how positively your apprenticeship
cost of training. training has benefitted your business.

Visit estimate-my-apprenticeship-funding. For example, you might want to measure
sfa.bis.gov.uk/forecast/ your employee’s skills against a benchmark
at regular intervals (e.g. monthly/
quarterly) to determine the success of the
Enter your organisation’s annual UK
programme over time. What can they do
payroll
as a result of the apprenticeship that they
Your payroll is based on the total amount
couldn’t do before?
of employee earnings you use to calculate

employer National Insurance contributions
There are also lots of other measures that
before any deductions.
you could put in place. For example, you
could measure staff retention, motivation
levels, increases in sales or profitability.
Select the type of apprenticeship
training you wish to purchase
Further information
Choose one or more apprenticeships to
Visit gov.uk/guidance/pay-apprenticeship-
get a more detailed estimate of how much
levy
you will spend on apprenticeships every
or call the help desk on 08000 150 600
month. If you are not a levied employed,
you will only have to pay 10% of the cost
and the government will pay the rest
View your monthly funding
breakdown
This tool is designed to be illustrative only.
You will need to discuss the costs and
duration of training with your training
organisation in order to put together your
individual payment schedule.
7
Supporting existing staff
Accessing apprenticeship funding and training to support
your existing staff is a fantastic way to develop new
skills and boost motivation and retention amongst your
employees.
Are there any minimum requirements? Do I have to give them a different job?
The expectation is that apprentices are Not necessarily. The government ask that
employed for a minimum of 30 hours. the apprentice must be genuinely learning
In exceptional circumstances, this could new skills to the benefit of the wider
be 16 hours per week however we economy.
would expect the total duration of the
apprenticeship to increase to give the
Does it change their contract of
candidate sufficient time to complete. For
employment?
more detail about hours of employment,
You will not be required to change any of
please read the funding rules available
the terms or conditions of employment for
from gov.uk/government/publications/
an existing member of staff who becomes
apprenticeship-standards-funding-rules
an apprentice. You will be required
to create and sign an Apprenticeship
Is there an age limit? Agreement (see Step 10).
No. Apprenticeships are available to
anyone aged 16+ who is eligible to live
Does it affect their salary?
and work in England. There is no upper
All apprentices must be paid at least the
age limit for apprenticeships.
Apprenticeship National Minimum Wage
relevant to their age (see Step 2). Existing
Can staff who already hold a degree employees that become an apprentice
undertake an apprenticeship? would maintain the same terms and
From May 1st 2017, Employers will be conditions of employment, with the
able to use funds in their digital account addition of the Apprenticeship Agreement
or access government co-investment (see above).
support to train any eligible individual to
undertake an apprenticeship at a higher
Must the employee live and work in
level than a qualification they already hold,
England?
including a previous apprenticeship. The
There is a single test for whether
apprenticeship must be linked to their job,
apprenticeship training can be funded
the learning must be materially different
through the English system: whether the
to any qualifications they already hold
apprentice’s workplace, which is their
and you must evidence that the repeat or
main place of employment, is in England.
lower-level apprenticeship is supporting
If this is the case, employers will be able
the apprentice to acquire new skills and
to use funds in their digital account to
knowledge.
pay for training, or access government

co-investment, regardless of whether the
apprentice lives in England or not.
8
What is an apprenticeship?
Apprenticeships are a great way to progress in work and life
and a great way for employers to improve the skills base
of their businesses. They work for people of all ages and
backgrounds and can transform lives.
What are apprenticeships? Who are they for?
An apprenticeship is a way for all Apprenticeships are suitable for both new
individuals aged 16+ who are in employees as well as for existing staff.
employment, to gain new skills and Even those who already hold a degree
qualifications whilst working. Hiring can benefit from accessing apprenticeship
apprentices helps businesses to grow their funding to gain new skills.
own talent by developing a motivated,
skilled and qualified workforce.
Training
Most of the training is on-the-job at an
How long do they take? employer’s premises, working with a
Depending on the sector and job role, an mentor to learn job specific skills in the
apprenticeship can take anything between workplace. Off-the-job training is provided
one and five years to complete. by a training organisation (sometimes
referred to as a training provider) and may
be delivered through day release, block
Types and levels of apprenticeships
release, on-line/remote learning or a blend
Apprenticeships are available in a wide
of different methods. The delivery model
range of industry sectors with employers
will be something that you will negotiate
from large national companies to smaller
with your training provider to ensure that
local companies. They are available at
it is right for your business.
intermediate, advanced, higher and
degree level, covering more than 170
industries and 1,500 job roles, including
digital media, business improvement
techniques, nursing, cyber security,
engineering, finance, costume design - no
matter what the needs of your business or
how niche the services and products are
that you offer, there will most likely be an
apprenticeship to suit your business.

9
Getting started
Have you written the person specification and job Go to
description for your apprentice? Step 1
No
Yes
Go to
Have you decided how much to pay your apprentice?
Step 2
No
Yes
Have you talked to your training organisation
Go to
about how to maximise the job advertisement
Steps 3 & 4
options for your apprenticeship vacancy? No
Yes
Have you decided your shortlisting criteria andN woho is Go to
going to carry out the shortlisting for this vacancy? Step 5
No
Yes
Go to
Have you decided which questions to ask at interview?
Steps 6 & 7
No
Yes
Do you know what to do when you decide Go to
which candidate you want to appoint to your Steps 8, 9
apprenticeship vacancy? No & 10
10