The demand for data and technology skills continues to grow, and recruiting people with the right experience isn't always straightforward.
When you're competing for experienced talent, there is another option: develop the skills you need through apprenticeships.
An apprenticeship can help you recruit new talent, upskill existing employees or build a pipeline of future skills, while combining structured training with practical experience in your organisation.
Are apprenticeships a good alternative to traditional recruitment?
They can be, particularly when you're looking to develop skills over the longer term rather than fill a vacancy immediately.
- Who can do an apprenticeship? You can use apprenticeships to recruit new employees or develop existing members of your team, provided the role and individual meet the relevant eligibility requirements.
- How much does it cost? Government funding can cover some or all of eligible training and assessment costs, depending on factors including your levy status and the apprentice's age.
- How much time does it take? Apprentices need protected time for off-the-job training. At Kaplan, this averages six hours a week, alongside their normal role.
- What's the potential ROI? You can build skills that are directly relevant to your organisation while reducing reliance on external recruitment and supporting employee development.
- How do you get started? Identify the skills you need, find the right apprenticeship programme, check your funding and work with a training provider to set up the apprenticeship.
Why is recruiting data and technology talent becoming harder?
Data and technology skills are now relevant across almost every part of a modern organisation.
Businesses need people who can analyse data, use digital tools, understand AI and automation, manage technology infrastructure and turn information into better business decisions.
But when you need these skills, recruiting externally isn't your only option.
You could already have employees with the potential to develop them. Or you could recruit someone at an earlier stage of their career and give them structured training alongside practical experience.
Apprenticeships give employers a way to develop those skills while the employee works.
Is in-house training or an apprenticeship better?
In-house training can be valuable, particularly when you have experienced employees who can share their knowledge.
However, it can also place additional demands on your existing team. Your subject-matter experts need time to train colleagues, and you'll need to plan the learning, provide resources and make sure it meets the skills you need.
An apprenticeship gives you an alternative, with a training provider taking responsibility for delivering the structured apprenticeship training and supporting the learner.
| In-house training | Apprenticeship |
|---|
| Training expertise | You need to provide the expertise internally | Training is delivered by a specialist provider |
| Structure | You design and manage the training | Learning follows an apprenticeship standard and training plan |
| Manager time | Managers or subject-matter experts may need to deliver training | Managers support workplace learning while the provider supports the technical training |
| Workplace application | Can be built into the training | Learning is designed to be applied in the workplace |
| Funding | Your organisation covers the cost | Government funding may contribute towards eligible training and assessment |
| Assessment | You need to decide how to measure progress | The apprenticeship includes formal assessment against the standard |
| Support | Depends on your internal resources | Apprentices have support from their training provider and, at Kaplan, a dedicated Talent Coach |
The right approach depends on your organisation, but an apprenticeship can give you the structure and specialist support that may be difficult to build internally.
How does an apprenticeship work in practice?
An apprenticeship combines learning with the apprentice's day-to-day role.
The apprentice develops knowledge and skills through structured training and then applies what they've learned in the workplace.
This could mean an existing employee developing data skills to improve reporting, or a new recruit developing the technical capability needed for a future data or technology role.
At Kaplan, we work with employers to make sure the apprenticeship is appropriate for the role. Our Role Suitability Assessment helps establish the link between the employee's job and the chosen programme. We then create a Training Plan based on the individual's learning needs, involving the apprentice, line manager and Talent Coach.
How much time does an apprentice need away from their normal role?
One of the biggest concerns employers have about apprenticeships is the time commitment.
Apprentices need protected time for off-the-job training, which must take place during their working hours.
At Kaplan, the average expectation is six hours of off-the-job training each week. This can include structured learning, workshops, study and other activities that contribute to the apprenticeship.
That doesn't mean an apprentice simply disappears from the business for six hours every week.
The learning is designed to complement their role, and the skills they develop can be applied to real workplace projects and activities.
Line managers also play an important role. At Kaplan, they review the apprentice's Learning Journal at least every four weeks and attend formal progress reviews with the apprentice and Talent Coach at least every 12 weeks.
So, rather than viewing the training time simply as time away from work, it's useful to consider it as protected time spent developing capability that the business can use.
How much does an apprenticeship cost an employer?
The cost depends on the apprenticeship, your funding position and the apprentice's circumstances.
For new apprenticeship starts from 1 August 2026, the funding rules include:
| Employer situation | Employer contribution towards eligible training and assessment |
|---|
| Non-levy employer, apprentice aged 16–24 | 0% |
| Non-levy employer, apprentice aged 25+ | 5% |
| Levy-paying employer with sufficient funds | Eligible costs can be paid from levy funds |
| Levy-paying employer without sufficient funds, apprentice aged 16–24 | 0% |
| Levy-paying employer without sufficient funds, apprentice aged 25+ | 25% |
Government funding applies up to the relevant apprenticeship funding band maximum. Employers may still have other costs, including the apprentice's salary and the time needed to support them in the workplace.
What could that mean in pounds?
For example, the current funding band maximum for the Level 4 Data Analyst apprenticeship standard is £15,000.
For an eligible apprentice aged 25 or over:
- A non-levy employer contributing 5% would contribute up to £750 towards £15,000 of eligible training and assessment.
- A levy-paying employer with insufficient funds contributing 25% would contribute up to £3,750.
- A levy-paying employer with sufficient funds could use available levy funds to cover the eligible training and assessment cost, up to the funding band maximum.
These figures are illustrative. The actual amount depends on the apprenticeship, the agreed training cost, the apprentice's circumstances and the funding rules that apply to their start date.
What about the Apprenticeship Levy?
If your organisation has an annual pay bill of more than £3 million, you generally pay the Apprenticeship Levy.
Your levy funds can be used to pay for eligible apprenticeship training and assessment through your apprenticeship service account.
This means apprenticeships can be a way to turn your existing levy investment into skills that are relevant to your business.
If you don't have enough funds in your account, additional government funding may be available. For new starts from 1 August 2026, eligible apprentices aged 16 to 24 can receive full government funding for eligible training and assessment, while levy-paying employers with insufficient funds generally contribute 25% for apprentices aged 25 and over.
How do you start an apprenticeship with Kaplan?
You don't need to have everything worked out before speaking to us.
We'll help you work through the process.
1. Identify your skills need
Start by looking at the skills your organisation needs now and in the future.
Are you struggling to recruit for a particular role? Could an existing employee take on more responsibility with the right training? Are you preparing your workforce for changes in data, AI or technology?
2. Find the right apprenticeship
Once you know what you're trying to achieve, look at the apprenticeship standards that could support it.
The right programme should match both the employee's role and the skills you want them to develop.
3. Check eligibility and funding
Your training provider can help you understand the eligibility requirements and funding route for the apprenticeship.
This will depend on factors including whether you pay the Apprenticeship Levy and the apprentice's circumstances.
4. Assess the role and learner
At Kaplan, our Role Suitability Assessment helps make sure there's a clear link between the employee's role and the apprenticeship programme.
We'll also carry out skills scans and other assessments to understand the learner's starting point and identify their development needs.
5. Agree the training plan
The apprentice, line manager, and Kaplan Talent Coach agree a Training Plan before the apprenticeship begins.
This sets out the learning programme and how it will fit with the employee's role.
6. Support the apprentice
Once the apprenticeship starts, the line manager provides workplace support while the training provider delivers the structured learning.
At Kaplan, apprentices also have a dedicated Talent Coach and regular progress reviews to help keep their learning on track.
Can an apprenticeship help you recruit new talent?
Yes. Apprenticeships aren't only for existing employees.
You can recruit someone specifically into an apprenticeship role and give them the structured training they need alongside practical workplace experience.
This can widen your talent pool by allowing you to consider people based on their potential as well as their existing experience.
It can also give new employees a clear development pathway from the beginning of their career with your organisation.
For employers, that means you're not simply recruiting for the skills someone has today. You can also think about the skills you'll need them to develop over time.
Can an apprenticeship help you retain existing employees?
Apprenticeships can give employees a structured opportunity to develop new skills and progress their careers.
That can be particularly valuable when employees are looking for development opportunities but don't necessarily want to leave their organisation to find them.
Kaplan's Data and Technology apprenticeship page currently reports that 96% of Kaplan apprentices say they apply the skills they've gained in their day-to-day work.
Kaplan has also previously reported a 96% retention rate for its Data and Technology apprentices. If you use this figure, it's worth checking the underlying reporting period before publication rather than presenting it as a current universal retention rate.
What can an apprenticeship achieve in practice?
Tina Waldock, an Internal Quality Assurer at Kaplan, undertook a Data Technician apprenticeship after identifying a gap in her data and analytics knowledge.
The apprenticeship was directly connected to a business need. Her team had increasingly time-consuming month-end reporting, and her manager saw an opportunity for Tina to develop the skills needed to take on more of that work.
As Tina progressed, she took ownership of one of the team's main month-end reports, freeing up her manager to focus on other work. She also began looking for ways to improve the reporting process and use data more effectively.
It's a useful example of how apprenticeship learning can benefit both the employee and the wider organisation: the learner develops new skills, while the business gains additional capability that can be applied to a real operational need.
Which data and technology apprenticeships can you choose?
Kaplan offers a range of Data and Technology apprenticeship programmes for different roles and levels of experience.
These include:
You can also explore the wider range of Data and Technology apprenticeships to find a programme that fits your organisation's needs.
Ready to build the skills your business needs?
Whether you're struggling to recruit for a specialist role or looking to develop the people you already have, apprenticeships can provide a structured route to building skills within your organisation.
Kaplan can help you understand your options, choose the right programme and support your apprentice throughout their learning journey.
Talk to our team to explore apprenticeships for your business
FAQs
Can I put an existing employee on an apprenticeship?
Yes. Apprenticeships can be used to develop existing employees as well as recruit new people. Kaplan's employer process is designed to assess whether the employee's role is suitable for the chosen apprenticeship.
Can I recruit a new employee as an apprentice?
Yes. Apprenticeships can be used as a recruitment route as well as a way to develop existing employees.
Can apprentices work remotely?
The delivery arrangements depend on the apprenticeship and training provider. Apprentices still need appropriate opportunities to apply their learning in the workplace, and employers need to provide the required support and training time.
What happens if an apprentice leaves the business?
If an apprentice leaves their employer, there are processes to follow with the training provider and apprenticeship service. The outcome will depend on the apprentice's circumstances and whether they can continue their apprenticeship with another employer.
Your training provider can explain what happens in your specific situation.
Do apprentices have to be paid?
Yes. Apprentices are employees and must be paid at least the applicable National Minimum Wage or National Living Wage rate for their circumstances. Employers should check the current government rates when setting pay.
How much time does an apprentice need each week?
At Kaplan, apprentices have an average of six hours of off-the-job training each week, although the exact requirement depends on the apprenticeship and individual circumstances. This training must take place during working hours.
Is an apprenticeship suitable for an experienced employee?
Yes. Apprenticeships aren't limited to people starting their careers. They can be used to develop existing employees and build new skills within an organisation, provided the individual and role meet the relevant eligibility requirements.
How do I find out which apprenticeship is right for my business?
Start by identifying the skills you need to develop and the roles those skills relate to. A training provider can then help you explore suitable apprenticeship standards, funding options and the practical requirements involved.