The Small Business Guide To Apprenticeships Everything you need to know about the Apprenticeship Journey.
96% of Apprenticeship employers say their business has benefited
1
72% of employers say Apprenticeships have improved productivity
Contents Welcome Meet The People In This Guide The Apprenticeship Journey - An Overview Apprenticeships: The Big Picture Apprenticeships: In Close Up What Is An Apprenticeship Funding And Costs Your Responsibilities As An Apprentice Employer What To Expect FromYour Training Organisation Your Apprenticeship Journey Choosing A Training Organisation Questions To Ask A Training Organisation Choosing A Framework Recruiting Your Apprentice Apprenticeship Vacancies Apprentice Recruitment Checklist Welcoming Your Apprentice
170
Apprenticeships cover more than 170 industries
1500 There are over 1500 Apprenticeship job roles
Your Apprentice In The Workplace
510,200 people began Apprenticeships in 2012
After The Apprenticeship Celebrating The Apprenticeship Apprenticemakers Useful Links And Contacts
2
Meet The People In This Guide Throughout this guide, small businesses that have taken on apprentices and the training organisations supporting them along the way, share their experiences of the Apprenticeship journey. Sometimes they simply share a thought or a quick piece of advice, but at other points we’ll consider in more detail how Apprenticeships work for them. These are the five business / training organisation partnerships you’ll encounter.
Welcome to the Small Business Guide to Apprenticeships
Business:
Grove & Dean Training Org: Havering College
Business:
DJ Tech Direct Training Org: Access Apprenticeships
Grove & Dean is a family-run insurance business. Training Manager Adam Thomas, works with Roy Gander of Havering College’s Business Engagement Team to run Grove & Dean’s Apprenticeships programme. The company currently has 16 apprentices.
Jamie O’Callaghan is Operations Manager at DJ Tech Direct, a growing music technology business. Mehrnisa Khan is the business’s first apprentice. The Apprenticeship was established with help from Andrew Clayton, Employer Liaison Officer at Access Apprenticeships.
Apprenticeships are returning to the heart of small businesses as employers realise the value of on-the-job training. As well as motivated, skilled employees, Apprenticeships deliver:
Improved Productivity
Low Recruitment Costs
Apprenticeships now cover a vast number of subjects and industries, giving talented people the chance to realise their potential within businesses that really value them. This guide covers everything from Apprenticeship funding, through choosing a training organisation and recruitment, to celebrating your apprentice’s success.
Increased Profits
Better Team Morale
Your starting point is the National Apprenticeship Service, England’s dedicated Apprenticeship body, who signpost you to the training organisation, resources and support you need to shape your apprentice into a productive, dedicated member of your team. Good luck on your Apprenticeship journey, The National Apprenticeship Service
3
Roy Gander, Havering College “Apprentices tend to be more committed to their employer because they can see that the employer is investing time and effort in training them.”
Jamie O’Callaghan, DJ Tech Direct “We needed additional expertise, and with the huge pool of talent available within Birmingham and the fantastic support offered by Access Apprenticeships, it made sense for us to take advantage of the opportunity an Apprenticeship could present.”
Business: Mace Montessori Schools
Business: Trifix Electronic Services
Business: Core Creative &
Training Org: Lifetime Training
Training Org: SETA Engineering and
Training Org: Yeovil College
Since January 2012, Mace Montessori, a nursery school business in London has employed apprentices in almost all of its seven nurseries. Business Development Director Jon Lloyd chose Lifetime Training, based in Bristol, to provide Apprenticeship training and works with George Dee, Vacancy Matching Team Leader. Despite the distance they have built a strong working relationship.
Group Training Association Mark Ferguson founded Trifix Electronic Services in 2003. Trifix’s apprentice, Layton, is completing the SETA Advanced Engineering Apprenticeship. David Hickman is Mark’s contact at SETA. It’s especially important that this relationship should be a positive one, as unlike many other Apprenticeships, this programme begins with intensive training away from work, before the apprentice starts his onthe-job training.
Hannah Turner is Production Manager at Core Creative, a 10-strong design and marketing business in Yeovil. Adrian Bromfield is Contracts Manager for employer engagement at Yeovil College, which works with 1000 apprentices. Core Creative had little knowledge of Apprenticeships before working with Adrian.
Meet the Apprentices...
cement into ed her work pla Gemma turn eative. Cr eship at Core an Apprentic
Layton is Trifix’s enginee ring apprentice. He spe nt his first six months as an em ployee in full time trainin g.
apprentices George is one of 16 an De & ve at Gro
Jon Lloyd Mace Montessori “I really like to see apprentices gaining confidence, starting to use their initiative and developing team working skills. Beyond that, they begin to develop leadership skills too. I’d love for one of our apprentices to head towards management - anything could happen for the right person.”
4
Siran and Charlotte are apprentice Nurse ry Teachers at Mace Mo ntessori.
Mark Ferguson Trifix Electronic Services “We took on an apprentice because we found it almost impossible to find anybody with the skills we need in our sector. It didn’t come down to money – it was just a case of finding the right candidate to train up.”
Hannah Turner Core Creative “The Apprenticeship has been a fantastic way to pass on knowledge and to help someone get a worthwhile qualification.”
e and digital Mehrnisa is a creativ DJTechDirect. at tice ren app media
The Apprenticeship Journey - An Overview
5
Apprenticeships: The Big Picture So, who makes Apprenticeships happen in England? Take a look at the roles different organisations play, including yours.
1: National Apprenticeship Service The National Apprenticeship Service funds and coordinates Apprenticeships in England. It increases the number of Apprenticeship opportunities, working with employers and training organisations.
2: The National Apprenticeship Service’s Small Business Team The Small Business Team is your point of contact. It gives employers with fewer than 250 employees impartial support and advice on Apprenticeships. Businesses contact the team when they want to find an apprentice or when they have an employee they’d like to put on an Apprenticeship. The team then sends the business’s details to training organisations running appropriate Apprenticeship programmes so that they can get in touch with the business and discuss an Apprenticeship. It’s up to you which training organisation you choose to work with.
3: Training Organisations Most Apprenticeship employers use external training organisations. There are two main types: colleges of further education and independent training organisations. Training organisations delivering Apprenticeships leading to nationally recognised qualifications receive Government funding through the Skills Funding Agency. They are inspected by the Office for Standards in Education, Services and Skills (Ofsted).
Trifix: Peterlee
There may be many training organisations providing the training you require, or just one or two. Your choice of organisation may depend on location, training provided, training quality, or the support offered for recruitment and sourcing funding.
4: Apprentice Employers
DJ Tech Direct: Birmingham Grove&Dean: Havering
Core Creative: Yeovil
6
Mace Montessori: London
Right now, over 100,000 businesses are apprentice employers. All sorts of businesses can take on apprentices. There are sole traders and international corporations, plus every business in between operating in every sector. Any of these businesses, whatever stage of the journey they’re at, can join Apprenticemakers.org.uk. This online community helps budding and existing apprentice employers connect and share the opportunities and challenges of being an Apprenticemaker.
Contact the Small Business Team by calling 08000 150 600 or via the online contact form or online advisor at www.apprenticeships.org.uk.
APPRENTICESHIPS: IN CLOSE UP t Publicis
r e h c t Bu
Bookkeeper
Dental Nurse
Silversmith
r e t s Fore Administrator
Firefighter
t s i r Flo
Accounts Man ager
Campaigns OfFIcer
Sailor
Jockey
t s i n o i t p e c Re
Businesses that run Apprenticeships are developing a skilled member of staff as well as helping someone earn a wage while they train for a real job and gain a real qualification. Apprenticeships cover more than 170 industries and 1,500 job roles
Upholsterer
Dog Handler
nd
Lithographer
r e n i Tra
Welder
Archivist r e g a an
M
Artworker
Rigge Carpenter r Woodla 7
r e s i a r d n Fu
r e b m
Plu
Photographer
t n a is s s A e r a Healthc
Classroom Lab Assist a n t t n a t s Assi
What Is An Apprenticeship? Each Apprenticeship is a set of qualifications, known as a Framework, developed by the Sector Skills Council most relevant for the sector. Most fit into one of three levels – Intermediate, Advanced or Higher. The level of Apprenticeship will depend on the level of duties you expect the candidate to complete and the level of candidate you want or have. Training organisations work closely with employers to find the Apprenticeship Framework that’s the best fit for the role, the employer and the learner.
Higher Apprenticeships: Higher Apprenticeship (Level 4 and above) – degree level Advanced Level Apprenticeships: Advanced Level Apprenticeship (Level 3) – equivalent to two A Levels Intermediate Level Apprenticeships: Intermediate Level Apprenticeship (Level 2) – equivalent to five A*–C GCSEs
Hannah Turner Core Creative “The main selling point for us was that our apprentice would gain by working on real work in the studio whilst benefiting from a structured course.” A Typical Framework Includes: • A nationally recognised vocational qualification • Functional skills such as team working, problem solving, literacy and numeracy, communication and working with new technology • A technical certificate such as a BTEC or City & Guilds (relevant to the specific Apprenticeship) • Personal learning and thinking skills Most Apprenticeship training is done at the employer’s premises with a mentor to learn job-specific skills in the workplace. Off-the-job training may be delivered in the workplace or through ‘day or block release’ at premises away from the working environment. The modular delivery means the apprentice achieves milestones throughout. The Employment Hours
Traineeships
Like an Apprenticeship, a Traineeship combines training and work experience. However, a Traineeship gives young people core work skills and, if they need it, English and Maths training. A Traineeship lasts between six weeks and six months and is very flexible.
As a guide, the minimum Apprenticeship contract is 30 hours a week with a minimum of 4 hours paid time devoted to education either at college or as work based learning. There are exceptions to this depending on the business. If your business would struggle with this, speak to a few training organisations to see if there are alternative ways for their Apprenticeships to be delivered.
Funding and Costs Grants Available
Funding For The Apprenticeship Training
Small businesses can claim a grant of £1,500 per apprentice.
The size of the contribution for training, provided by the Skills Funding Agency, (via your training organisation), varies depending on your sector and the age of the apprentice at the start of the training.
It’s called the Apprenticeship Grant for Employers of 16 to 24-year-olds (AGE 16 to 24), is administered by your training organisation, and arrives approximately 13 weeks after the apprentices’ start date. The grant can be claimed for a maximum of up to 10 apprentices and is available until December 2014. To receive the grant, businesses must employ fewer than 1000 people and must not have enrolled a new recruit or existing employee onto an Apprenticeship programme in the previous12 months.
Adam Thomas Grove & Dean “The grant is useful but not a deal breaker. Our priority is finding someone really good that’s going to be with us for years.”
Your Apprentices’ Wages The National Minimum Wage for the first year of every Apprenticeship is £2.73 per hour. However, many employers pay above this amount. For every year after, you must pay the minimum wage relating to the Apprentice’s age.
Roy Gander Havering College “Most of our apprentices start off at least £3 an hour because that’s what we recommend and our employers support it.” 8
YOUR RESPONS AN APPRENTIC IBILITIES AS ESHIP EMPLOY ER
Apprentices are employe d You are resp
What Are The Options If The Training Isn’t Fully Funded?
Training org anisations ar e responsib providing a le for range of sup port to the Apprenticesh ip employers they work w ith. TO HELP YO U PREPARE , YOUR TRA ORGANISAT INING ION SHOULD :
Support With Recruitment
“We deal with the whole application process from start to finish for both the grant and training, so the employer doesn’t have to.”
e wages of yo
WHAT TO EXPE YOUR TRAINING CT FROM ORGANISATION
Generally employers make a contribution towards the training costs with the remaining costs being met by the individual. It’s always worth checking how different training organisations deliver the Apprenticeship you’re interested in as they may be able to provide funded training due to the volume of training they provide.
George Dee Lifetime Training
ave the sam e ri
ghts as any other emplo yee. u r You must issu apprentice, including pai e a Contract d study time. o of 30 hours, but where th f Employment. The Con tract of Emp is is impossib loyment is n le an abso duration of the Apprenti lute minimum of 16 ho ormally for a minimum urs ceship must There needs be extended must be met and the to be an Ap . agreement p re n ti cesh between th e employer, ip Agreement in place – lear th of employm ner and training organ is is a legally required w ent and train isation conta ri ing of the ap ining the co tten nditions prentice. onsible for th
16 – 18 years old: 100% of the training cost. 19 – 23 years old: Up to 50% of the training cost 24 or above: A contribution to the cost of the training.
If you don’t have someone already lined up for the Apprenticeship, your training organisation or college will help you advertise your vacancy on Apprenticeship vacancies. There is no charge for this service, so it’s a really cost effective way to recruit. Many Training Organisations will actively recruit through other channels too as part of the service they offer.
by you and h
for the role,
•
employer an
d learner support you ’re entitled to Discuss train ing timescal es with you needs when possible
TO HELP YO U RECRUIT, YOUR TRAIN ORGANISAT ING ION WILL O FTEN: • Help yo u advert Apprenticesh ise your vacancy using th ip vacancy sy e • Manage stem the recruitm ent process a shortlist o and give yo f candidates u to interview DURING TH E APPRENTIC ESHIP, YOU ORGANISAT R TRAINING ION SHOULD : • Manage the paperwo rk associate and funding d with grants once a cand idate has be chosen en • Provide training to yo ur apprentice • Provide assessment an d support th the Apprenti roughout ceship
Your Apprenticeship Journey So, Why Would You Choose To Take The Apprenticeship Journey And How Do You Get Started? The Why Is Easy... Whether you have read about Apprenticeships in your local paper, heard another business singing the praises of their apprentice, or got chatting to someone from a training organisation at a networking event, here’s some great reasons why you should take advantage of an Apprenticeship for your business: - If you don’t have someone in mind your training organisation will support with recruitment - The training is often fully funded - You can receive a grant for £1,500 13 weeks after they start - You’re gaining a new resource for your business, someone who will add increasing value as they learn - You’re helping someone earn while they learn and developing the future skills of your business
Employers have reported benefits including the introduction of new ideas to their business, improved staff morale and better staff retention. It’s been estimated that the average Apprenticeship increases productivity by £214 a week. How to get started is easy. Simply contact the National Apprenticeship Service’s Small Business Team who can let you know about training organisations that could be right for the job role you have in mind. To contact them phone 08000 150 600 or chat to an online advisor on www.apprenticeships.org.uk. If you’re already in contact with a training organisation and you’re happy with what’s been offered to you that’s great, your journey has already begun.
Choosing A Training Organisation
Choosing A Framework
Jon Lloyd Mace Montessori Your Apprentice In The Workplace
Welcoming Your Apprentice
9
Recruiting Your Apprentice
“Up until we recruited apprentices, we had been concentrating all our efforts on the growth of the business, and had only recruited qualified people, but then you get to a point where you need some more junior members, and Apprenticeships was one thing I thought may be worth looking at, we decided to try one or two and see how they got on.”
Choosing A Training Organisation
Questions To Ask A Training Organisation
Ultimately, you are responsible for choosing the correct Apprenticeship framework for your business, and the right training organisation to deliver it.
Here’s a useful checklist of questions to help you decide if the training organisation is right for you:
Real Experience:
The apprentice will be an employee of YOUR business and you know best what your business needs. The best training organisations will support you along the way and be attuned to your business’s needs. Remember to use the National Apprenticeship Service’s free online tool to help you with your research into the best organisation for you.
How To Choose The Right Training Organisation For You All training organisations are quality assured by Ofsted, so you can review the results of their assessments on the Ofsted website. Remember to drill down to the grade for the Apprenticeship provision you require. It’s important to make sure that they have trainers and assesors that understand your business and can teach the relevant frameworks that are necessary for your Apprenticeship. If there are businesses in your sector on Apprenticemakers you could drop them a line and ask about the frameworks they required and who they worked with to deliver them. Having selected a training organisation, some businesses choose to set up a Service Level Agreement that outlines both parties’ responsibilities and deliverables. This can be helpful if you feel that delivery is not satisfactory at any point of the Apprenticeship, as it could be that you choose to seek an alternative training organisation.
10
Background and Experience
Andrew from Access Apprenticeships with Jamie and Mehmisa from DJ Tech Direct.
It’s vital to choose a training organisation that you trust and one that takes the time to understand your business and industry. Jamie O’Callaghan of DJ Tech Direct knew there was a wealth of young local talent to tap into but was unsure how to go about it: “Before we spoke to Access Apprenticeships, we didn’t know much about Apprenticeships. We kind of associated them with manufacturing or building trades.” Andrew Clayton, employer liasison officer at Access Apprenticeships demonstrated to Jamie just how farreaching Apprenticeships have become: “We’ve had a recycling sorting centre, a pub, a tattoo parlour, a cafe, a purveyor of DJ equipment…” With a specialism in creative Apprenticeships, Access Apprenticeships has proved the perfect choice for DJ Tech Direct. Without the training organisation’s support, Jamie says his business “… probably couldn’t have afforded such an employee, let alone the resources and support needed to develop the skills needed to make it work.”
• What experience do you have in providing training for my business sector? • What experience do trainers and assessors have? • Can you provide references? • Can I see your last Ofsted inspection report and success rates? • What other quality marks, if any, do you hold? • Do you offer recruitment support? • Do you have any students ready to take on Apprenticeship training?
Costs and Facilities • What funding do you receive to support the costs of training? • What contribution, if any, will I be expected to make? • Are there any other costs involved, registration fees, travel costs, etc? • What facilities and equipment do you have and will I have to provide any? • How is the Apprenticeship training delivered (day release, on site, etc.)
Delivery of Training • Which Apprenticeship qualifications are you accredited to deliver? • Can the Apprenticeship be tailored to meet the needs of my business? • Can you deliver training out of hours if required? • How are individual training needs assessed? • How often will you visit the workplace to carry out assessments? • Can an apprentice start the Apprenticeship at any time of year? • How much extra work will the apprentice need to do each week? • How will you keep me informed about the progress of candidates?
Choosing A Framework There are many Apprenticeship frameworks to choose from. Each one is simply a set of qualifications that, alongside on the job training, forms a whole Apprenticeship. (See page 7). It’s important to match your business needs against the frameworks. Think about: • The basic skills you need the job role to have • Skills that you’d like to introduce to your business • New directions you’d like your business to explore
Recruiting Your Apprentice Remember, if you can’t find what you’re looking for you can always contact the National Apprenticeship Service’s Small Business Team who are a source of impartial advice. Throughout the process you can also connect with other businesses and ask questions by joining the Apprenticemakers community.
Real Experience:
Browse the apprenticeships.org.uk website to explore potential frameworks. Ask yourself, which is the closest match to my business’s needs? You may find yourself inspired as you explore the available frameworks.
Additional Modules For Small Businesses All Apprenticeship frameworks have set content. However, small businesses can add two additional modules that meet their specific business needs. Perhaps you’d like your apprentice to take a customer service module to complement their primary subject. Or, how about an IT module to boost your business’s technological knowhow? Think about what would suit your business. A good training organisation will listen to your requests and deliver what is possible.
11
Hannah Turner at Core Creative with Adrian Bromfield from Yeovil College.
Adrian Bromfield is contacts manager for employer engagement at Yeovil College in South Somerset, working with 10,000 apprentices. He likes to work with employers to select the right Apprenticeship framework for their business needs: “It’s a partnership and that is the key word. From the initial engagement all the way through, we’re out to help and support you where we can.” Hannah Turner of Core Creative is one of those employers. She describes her apprentice’s framework as “very thorough, structured and well organised”.
Real Experience:
The National Apprenticeship Service If you have fewer than 250 employees, the National Apprenticeship Service’s Small Business Team can provide recruitment guidance. They’ll help you decide on your business’s needs and tell you how to recruit apprentices using the Apprenticeship vacancies online tool. The team will also provide ongoing support as the Apprenticeship progresses. Your Training Organisation
Apprenticeships are an excellent way to introduce new thinking and fresh abilities into businesses, inspiring existing staff to start learning again. Take some time to talk to your training organisation about the detail of the frameworks on offer. It’s important to choose the one that will deliver for you and your business.
Unless you’re putting an existing employee through an Apprenticeship, you will need to recruit someone new. You’re not alone when recruiting your apprentice. Be sure to take all the advice and support you can from the National Apprenticeship Service and your training organisation.
Most training organisations provide comprehensive recruitment support to the businesses they work with. However, the support available varies from one training organisation to another so it’s worth speaking to a few to ask how they support if recruitment is necessary. Good training organisations know your apprentice is a long term commitment so will do what they can to help find you the right candidate.
Jamie O’Callaghan DJTechDirect “We chose Mehrnisa because she really shone. She wanted to start a career within the creative media and marketing industry and felt that the ideal result would be a role in our company - she showed dedication and ambition.”
Adam Thomas at Grove & Dean with Roy Gander at Havering College.
Adam Thomas has worked closely with Roy Gander of Havering College to recruit Grove & Dean’s 16 apprentices. He says: “Everyone we’ve taken on has remained employed with us so that’s testament to how the college has given us the right candidates.” Roy explains that the college uses the National Apprenticeship Service’s website as its primary recruitment tool. He says that all applicants are invited to the college for interviews and skills assessment prior to them being referred to the employer. He says that businesses that he works with are often surprised at how easy the recruitment process is: “All our apprentices are in employment before they start their Apprenticeship at the college but we do help employers find apprentices. We use the National Apprenticeship Service website. Right now we’ve got over 30 vacancies on there. When a business asks us to help them recruit an apprentice, the National Apprenticeship Service website is our main tool.”
Apprenticeship Vacancies
Apprentice Recruitment Checklist
Apprenticeship vacancies is an online tool created by the National Apprenticeship Service (NAS). It’s designed to be used by employers, training organisations and apprentices themselves.
Here’s a ten step checklist to attracting and selecting the right person for your Apprenticeship position. Your training organisation should be able to help you throughout the process.
Using Apprenticeship vacancies, employers and training organisations can advertise and manage vacancies. Apprenticeships advertised using Apprenticeship vacancies must be linked to a real position in a real business - training organisations can’t simply advertise their programmes. It’s important to note that you are not permitted to specify an age range for your Apprenticeship vacancies unless there is a genuine occupational requirement for someone of a certain age. For example, if your Apprenticeship involves serving alcohol and therefore only over 18’s could legally perform the role. Potential apprentices can use the tool to search, apply and manage their applications. The system is completely free to use and you can access it at www.apprenticeships.org.uk.
Mark Ferguson Trifix “We contemplated contacting local schools, but when we went to SETA they found candidates and shortlisted for us. We interviewed two apprentices and we took one on and recommended the other to another company.”
12
Adrian Bromfield Yeovil College “We work in partnership with employers. Some want to recruit themselves, some want to work with us - it’s a mixed market. A lot like the reassurance that we are here to help them with the recruitment process using the National Apprenticeship Service’s website.”
David Hickman SETA ”There are three ways that an employer can get an apprentice. Route one, the employer already knows the apprentice. Route two, which is more common, we furnish them with a list of candidates. And, finally (route three), an individual goes to the company direct requesting an Apprenticeship opportunity.”
1. Write A Person Specification And A Job Description This will help you decide what you want from an apprentice. Which skills are vital, and which just ‘desirable’? Do you want your apprentice to have any particular type of experience? Your job description should include details about your business, a list of duties and the purpose of the role. 2. Decide How Much To Pay Check out the wage levels for Apprenticeships to see what the minimum should be, but also consider the work and level of study your apprentice will be expected to undertake when you set your rate. Many employers offer more to attract the right candidate. 3. Advertise The Vacancy With Apprenticeship Vacancies Once you are working with a training organisation they will advertise your Apprenticeship opportunity on Apprenticeship vacancies which enables you to invite candidates that fit the criteria to apply. The site filters candidates’ details according to data capture questions and enables you to add questions specific to your business. 4. Spread The Word The more widely you advertise your Apprenticeship opportunities, the higher your chances of finding an excellent apprentice. Your training organisation may use additional channels, but you can also use your own website and social media channels. Research has shown that clients like apprentice employers, so spreading the word about the opportunity you’re offering is good for business too.
5. Shortlist Suitable Candidates To shortlist, you can either look at all the applications or have your training organisation send you the strongest. Sift through the applications you’ve received – it’s best for a few people to get involved to avoid bias. Contact the candidates you’d like to interview. 6. Prepare For The Interview Have more than one interviewer and make sure everyone is familiar with the job description and person specification. Decide beforehand who will ask which questions and prepare a practical task if it’s appropriate for the role. 7. Conduct Interviews Remember, some candidates may be new to interviews and so it’s worth thinking what will get the most out of them on the day. It could be useful to get junior members of staff involved, who It could be useful to get junior members of staff involved, who the candidates might feel more relaxed around. Start with an overview of the company and the role and make notes. Give candidates time to think about each question, and invite them to ask some too! 8. Select And Appoint The Successful Candidate Once you’ve chosen a candidate you’ll need to work with your training organisation to officially make the appointment. The Gov. uk website provides guidanceon writing a contract of employment. 9. Create An Apprenticeship Agreement Apprenticeship agreements have been legally required documents since April 2012. You can find out how to create one and what they mean to you and your apprentice on the National Apprenticeship Service’s website. 10. Give Feedback To Unsuccessful Candidates Constructive and honest feedback can help unsuccessful candidates to understand where they went wrong and how to do better on future applications.
Welcoming Your Apprentice
Your Apprentice In The Workplace
Finally, it’s time for your new apprentice to start Plan Your New Apprentice’s Induction working and learning in your business. In the days before they arrive, make sure you’ve got It’s important to be prepared for your all the details in place. apprentice’s arrival. Remember, this young person may have no experience of a Send A Welcome Letter And Induction Pack professional environment and may feel To Your New Employee apprehensive. Put an induction plan in place. Decide what will be involved, who will lead the Set a friendly tone by sending out a welcome induction and exactly what your apprentice’s letter to help the apprentice know what to first few days will entail. expect during their first few days with your business. Prepare The Team
Real Experience:
MD, Mark Ferguson with apprentice, Layton.
As with any new member of staff, it’s important to make apprentices feel at home as quickly as possible. To this end, carefully planning their first day and preparing their work area well in advance is a good idea. Mark Ferguson of Triffix Electronic Services made sure his apprentice Layton felt welcome from the start by assigning specific people to the job: “Dave, one of our engineers is very good at working with young people, He enjoys passing his skills and knowledge on, showing our apprentice the tricks of the trade.”
13
Recruiting an apprentice has been shown to increase morale and improve productivity across the business, so help your team get involved and enable them to pass on their skills and experience. Let your team know how the Apprenticeship will work. What can they expect from this new employee? How many hours will the apprentice be working alongside them and when will they be off-site? How often and when will visitors from the training organisation pop in? Choose individuals to take responsibility for different parts of your apprentice’s experience. Who will be working most closely with the apprentice? Who will show them round, let them know what time lunch is, how to use equipment, etc.? Make the Apprenticeship a team effort. Let your people know that you expect their support in nurturing this young person’s talents.
Once the Apprenticeship is underway that’s when a business starts to see the real benefits. The apprentice will start their training, whether that’s in house or at the training organisation, but the majority of the time they’ll be working in your business and adding real value.
Andrew Clayton Access Apprenticeships “We base each apprentice’s goals on real tasks within that business. So we’re adapting the Apprenticeship framework to reflect the business.”
You may receive occasional visits from a trainer or assessor to support the apprentice as they progress their studies. These visits also give you a chance to ask any questions, although you can always call your point of contact within the training organisation too. Many employers report that their apprentices add value to their business right away but more often this happens a few months into the Apprenticeship. Once an Apprenticeship period has ended, it’s been shown that the average Apprenticeship completer increases business productivity by £214 a month.
George Dee Lifetime Training “We help employers think through what practicalities need to be in place, such as safety checks and a contract, but also the simple things like the equipment they need, a computer, and desk space. We make sure they have a plan.”
Real Experience:
Hannah Turner Core Creative “We restructured our workflow to ensure that the right level work was available so that Gemma could benefit from working on real life projects.”
Siran, an apprentice at Mace Montessori
Once your apprentice has settled into your business, the support you receive from your training organisation will continue. Jon Lloyd of Mace Montessori nursery schools, says: “Our apprentices are allocated a regional trainer who comes in every 6-8 weeks to make sure we’re looking after the apprentice and that the apprentice is doing what they’re supposed to be doing as well. The trainer will spend some time with the apprentice to go through their work assignment and give them their next work assignment and so on. They might say ‘this apprentice is doing fine in these areas but she’s struggling with her maths so could you give her a bit of support?’ and we’ll do that. They work full time and they have a bit of homework to do for their modules, evening and weekends or in their lunch hours.” “I really like to see apprentices gaining confidence, starting to use their initiative and developing team working skills. Beyond that, they begin to develop leadership skills too. I’d love for one of our apprentices to head towards management - anything could happen for the right person.”
After The Apprenticeship
Celebrating The Apprenticeship
As the Apprenticeship period draws to an end, you will hopefully be delighted with the business benefits your apprentice has delivered. You may be keen to make them a permanent member of staff or extend their Apprenticeship to a higher level.
Once your apprentice has been with you for some time, it’s time to celebrate! Whether or not they go on to take a permanent role in your business, completing an Apprenticeship is a real achievement – for an individual and for the business that created the opportunity. Here are a few ways to mark the Apprenticeship, let the world know your good news and congratulate your apprentice.
Real Experience:
Jamie O’Callaghan DJ Tech Direct “I expect our apprentice to become a qualified and experienced member of staff, with a portfolio of work that continually contributes to our overall business output. I hope she goes on to a full time position here.”
Research has shown that apprentices tend to be more loyal, remaining at their company longer than non-apprentices. Nearly a third of apprentices receive a promotion within 12 months of the Apprenticeship ending and 75% take on more responsibility in their jobs.
Andrew Clayton Access Apprenticeships “Most employers see a positive effect on the bottom line after a 12 to 18 month period. As apprentices come to the end of their Apprenticeship, it’s my job to speak with the employer to find out what the future holds, see if there are any other areas we can help with and find out how we can work with the employer to transition the apprentice into full time work.”
14
Worldskills Uk Competitions
Jon Lloyd with apprentices at Mace Montessori
After the Apprenticeship many businesses progress their apprentice on to the next level of Apprenticeship, like Mace Montessori, Jon Lloyd says: “When we first started Apprenticeships in early 2012, we took three that have since completed their level 2 and are now well on their way to completing their level 3, so they are a good success story. They are really part of the family now. I’d love for at least one of these people to become a room leader once they have their level 3 and head towards management. Beyond that, anything could happen for the right person.“ George Dee at Lifetime Training is delighted when employers see fantastic results, he says: “We do tell business owners that they’re under no obligation to take on an apprentice once they have completed their Apprenticeship, however more often than not we see them stay on and progress to levels 3, 4 and 5.”
WorldSkills UK is a chance for apprentices to enjoy public recognition of their progress and a platform to celebrate the investment your business has made in a young person’s future. There are all sorts of competitions to match today’s huge range of Apprenticeships. There are skills competitions in games development, automotive body repair, nail art, mobile robotics, CNC turning, and many, many more. The National Apprenticeship Awards For over a decade the National Apprenticeship Awards has been recognising outstanding employers and apprentices. Perhaps your apprentice has made a significant contribution to your business. Or, maybe you’re particularly proud of the work your business has done to release your apprentice’s full potential. There are regional heats and competitions too. Ask your training organisation what awards are happening in your area. National Apprenticeship Week There are lots of ways to get involved in National Apprenticeship Week (NAW) that could bring promotional and morale boosting benefits to your business, such as; supporting a job swap, or arranging a ‘Made by apprentices’ open day at your business for colleagues, parents, suppliers and customers. You can then shout about your NAW activities on social
media, via PR or through activities such as the #Madebyapprentices Pinterest board. Tell The World! Savvy businesses know the power of good public relations. If you have something to say about your Apprenticeship, spread the word. It may be a simple tweet to welcome your new apprentice to the team. Or, there may be a bigger story to tell. Sharing your Apprenticeship story will boost awareness of the positive investment you’re making in a young person’s future. Your training organisation may be keen to share your story through their media channels too, to promote their own Apprenticeship activities. Recruit Another Apprentice! This is the best outcome of a successful Apprenticeship. You’ve gone through the process and you’ve been rewarded with an excellent employee who’s loyal to your business and has exactly the skills you need. Now you know how good apprentices are for small businesses, when are you recruiting your next one?
Roy Gander Havering College “We identify the best candidate and then we work with the employer to get that person released from work. It can be good publicity for SMEs and a good thing for the apprentice to say they have done.”
Apprenticemakers
Useful Links And Contacts
Connect, Share, Learn & Inspire
A reminder of where to find the information you need
Apprenticemakers is an online community where businesses interested in Apprenticeships come together. Businesses that have run successful Apprenticeships can share the benefit of their experience with those just starting out. Businesses at the beginning of their Apprenticeship journey, or those that would like some real-world advice, will find lots of informed individuals ready to lend a hand.
Adrian Bromfield, Yeovil College “There’s more communication between employers now. One might say ‘We’ve got an apprentice’ and the other says ‘how did you get one of those?’ I’d say 5-6% of new Apprenticeships come from word of mouth, an employer has taken one on, and word has spread.”
Apprenticemakers www.apprenticemakers.org.uk National Apprenticeship Awards www.apprenticeships.org.uk/awards World Skills www.worldskillsuk.apprenticeships.org.uk
It’s a place where peer-to-peer support is exchanged and new connections are forged. Some businesses use Apprenticemakers to strike up useful mentoring relationships, which can be as formal or laidback as you want. Browse other members’ profiles to find businesses similar to yours in size, sector or location, then make contact. The best advice will always come from someone who’s already had an experience themselves.
The National Apprenticeship Service (NAS) www.apprenticeships.org.uk Call the Small Business Team on; 08000 150 600
Ofsted www.ofsted.gov.uk
George Dee Lifetime Training “We often find that employers learn about Apprenticeships from each other. That’s how Mace Montessori started to take on apprentices across their different sites, as the managers were spreading the word. Therefore, it’s not just talking between colleagues and peers too.”
CIPD www.cipd.co.uk ACAS www.acas.org.uk
Many Thanks To:
15
The businesses:
The training organisations:
Trifix: www.trifixgroup.co.uk Grove & Dean: www.grove-dean.co.uk Mace Montessori Schools: www.macemontessori.com Core Creative: www.corecreative.co.uk DJTech Direct: www.djtechdirect.com
Access Apprenticeships: www.accesstomusic.co.uk SETA: www.seta.co.uk Havering College: www.havering-college.ac.uk Yeovil College: www.yeovil.ac.uk Lifetime Training: www.lifetimetraining.co.uk
If you own or manage a small business this guide is the starting point for your Apprenticeship journey. Produced by the National Apprenticeship Service, this guide highlights the benefits of Apprenticeships for SMEs. It is a ‘how to’ of Apprenticeships, covering everything from choosing a training organisation, through to recruiting an apprentice and celebrating their success within your business.
Developed by The National Apprenticeship Service www.apprenticeships.org.uk Produced by Small Firms Enterprise Development Initiative (SFEDI) www.sfedi.co.uk
