Adding new talent to your business via apprenticeships is a smart move. And it can be similar to recruiting a non-apprentice employee. Here we break down the process of getting an apprentice.
Firstly, the good news is you don’t have to do it alone. You can get support from an approved apprenticeship training provider like Kaplan.
We offer a full range of apprenticeship programmes, and we will be with you every step of the way – from helping you identify your training needs to finding the best candidates and delivering the programme once your new apprentice is on board.
Ready to get started?
1. Identify the job role
First, identify the skills gaps that an apprentice would fill in your business. Remember, apprenticeships aren’t just for people in the early stages of their careers – they can also provide opportunities for middle-ranking and senior roles.
All can be delivered through an apprenticeship with seamless progression from one level to another.
2. Create an apprenticeship service account
All apprenticeships in England must be managed through the government’s apprenticeship service – an online portal through which you can manage your apprenticeships.
To create an account you will need an email address, permission to add your PAYE schemes to the account, and permission to accept the employer agreement on behalf of your organisation. You’ll also need either the Government Gateway login for your organisation or your accounts office reference number (AORN) and employer PAYE scheme reference number.
3. Know your funding
While you’re at this early stage, you can speak with one of our advisors who can provide information on funding. For employers in England, this varies depending on the size of your company.
If you have an annual payroll of more than £3m, you’re already investing in the apprenticeship levy. Your contributions will appear in your online apprenticeship service account, as detailed above. You can use these funds to cover the cost of apprenticeship training and End Point Assessment (EPA) with an approved training provider like Kaplan.
Levy funds can’t be used towards an apprentice’s wages or wider training programme – and after 24 months since you start paying into the levy, any unused funds will expire and return to the government.
SMEs with under 50 members of staff can get 100% funding for an apprentice aged 21 or under.
There are also £1,000 incentive payments available for hiring a new apprentice where applicable. You also won’t pay any National Insurance contributions for apprentices who are aged 24 and under. You can read more about National Insurance relief on the Government UK website.
4. Find a training provider
Your next step is to pick a training provider to work with for your apprenticeships. They can also guide you on what standard best fits the role you are recruiting for. Therefore, if you are unsure what standard to pick, contact our team who can help.
Finding a training provider that’s right for your business is really important. Consider how well they communicate with you about the training, what other employers say about them, and how apprentices rate them.
At Kaplan, we are trusted by industry as 79 of the FTSE 100 companies use us for training. We are also top-rated by apprentices – voted Number 4 in a list of the top 50 apprenticeship providers on Rate My Apprenticeship 2023-24.
5. Set the salary
The government has set a minimum apprenticeship wage, but many employers decide to pay more to attract the ‘best’ candidates. We will send you a recruitment form where you can complete this information, and we can advise on the given salary if needed.
We do see a higher interest for vacancies with higher salaries, particularly amongst people wanting a career change who have many transferable skills. And the lower hourly rates tend to attract recent school leavers and those newer to the world of work.
6. Advertise your apprenticeship
Now’s the time to attract some talent! You can work with us at Kaplan to advertise your vacancy. At Kaplan, your apprenticeship will be advertised on the most relevant sourcing channels including Find an Apprenticeship, GetMyFirstJob, and our own website. We also proactively search for high-calibre candidates using the GetMyFirstJob database and our pool of active candidates.
Your advert should cover all the basics such as the apprenticeship qualifications offered, the job location, starting salary, any benefits, a description of the role and typical duties. It’s also useful to include any skills or interests that are desirable. For example, if you’re hiring a Data Analyst apprentice, you’ll want someone who is a good communicator, likes problem-solving and can maintain confidentiality.
7. Shortlist applicants and conduct the interviews
This is the time-consuming part, but Kaplan can help. Our Recruitment Team will screen candidates via a telephone or video interview to establish their drive and motivation for the role, as well as their culture fit for your organisation. We aim to understand their personalities, strengths and weaknesses, and what they’re looking for in their careers.
We’ll assess whether an apprenticeship is the right route for the applicants, and go through any candidate-specific circumstances to ensure they are successful during their apprenticeship. We’ll then send you the screened shortlist for your review and the final decision is yours.
“Our recruitment coordinators have a wealth of experience and support our clients to ensure we work with the best candidates for the role.
By understanding each candidate's unique journey and goals, we can effectively match them with opportunities that align with their skills and aspirations - ultimately benefiting both our clients and candidates.”
If you prefer handling the recruitment process yourself, we can provide a less extensive service whereby we can advertise vacancies and direct suitable candidates to your online application page.
8. Preparing for your apprentice to start
Once you have found the perfect candidate for you, offering them the role and contracting them to your team is very similar to the process you would follow for a non-apprentice full-time member of staff.
You’ll need to sign an apprenticeship agreement with your new apprentice. This gives details of the skill, trade or occupation the apprentice is being trained for; the name of the apprenticeship they’re working towards; the start and end dates for the apprenticeship; and the amount of training you’ll give them.
You must also sign a commitment statement with your apprentice and the training provider. It 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 or complaints.
Your commitment statement will also set out how you intend to meet the requirement for your apprentice to spend six of their paid working hours doing off-the-job training.
9. Support your apprentice
To give your apprentice the greatest chance of success, you’ll want to offer encouragement and support aside from the practical training. Help them find their feet by providing a thorough induction. Include them in social enrichment and networking opportunities, and keep an eye on their mental health and well-being.
Supported to achieve their full potential by Kaplan throughout, at the end of their programme your apprentices will pull together all their technical knowledge, skills and behaviour training to demonstrate competence across the whole apprenticeship standard – giving you greater confidence your apprentices can deliver the best results within your business.
One way in which Kaplan supports our clients and apprentices is through our Talent Coaches. Their role is dedicated to supporting and helping to keep apprentices on track throughout their training.
Ready to hire an apprentice?
I you’re ready to recruit an apprentice, contact the team and find out more about how we help employers.