Apprenticeship Recruitment Process

Ensuring the Apprenticeship recruitment process is conducted correctly is essential.

 

There are a number of different ways that you might recruit/enrol a member of staff onto the Apprenticeship programme, but in all instances and before a vacancy is advertised, Appointing Managers must discuss their intentions with the Widening Participation and Apprenticeship Team. There are a number of reasons for this and the team will be happy to discuss these in more detail with you.

 

We hope the below information is helpful and supports you in the recruitment/enrolment journey. The team are always on-hand to support appointing teams with Apprenticeship recruitment and enrolment.

Apprenticeship Recruitment & Enrolment Process - New Apprentice

New Trust Employees

Salary – Apprenticeship Wage

  1. Appointing Manager to first agree that there are sufficient funds available to support the desired apprenticeship enrolment with the Widening Participation and Apprenticeship Team (bfwh.apprenticeandworkexperience@nhs.net).
  2. Appointing Manager to identify and agree a suitable Apprenticeship Standard and Training Provider with the Widening Participation and Apprenticeship Team using the Job Description (bfwh.apprenticeandworkexperience@nhs.net).
  3. Appointing Manager to raise the vacancy on Trac in the normal way (be sure to add bfwh.apprentice.vacnacies@nhs.net to the list of authorisers).
  4. Appointing Manager to complete the shortlisting, interview and selection process.
  5. Once an employment start date has been confirmed, Appointing Manager to confirm the date with the Widening Participation and Apprenticeship Team (bfwh.apprenticeandworkexperience@nhs.net).
  6. The Apprenticeship ‘Sign-Up’ appointment can then be confirmed between the Appointing Manager and the Training Provider. The Widening Participation and Apprenticeship Team must be informed of the agreed date (bfwh.apprenticeandworkexperience@nhs.net).
  7. Apprenticeship ‘Sign-Up’ appointment to be completed by Appointing Manager, Apprentice and Training Provider. Apprenticeship enrolment paperwork completed.
  8. Apprentice now enrolled onto their Apprenticeship and the learning journey can begin.

Note – The Apprenticeship Wage can only be paid for the first 12 months of the Apprenticeship from the point of enrolment (not employment) and is regardless of age. When paying the Apprentice Wage, the enrolment onto the Apprenticeship programme must be within the first week of employment.

Recruitment Tips and Tricks

 

The Job Description 

  • Ensure that the Job Description reflects that the vacancy is an Apprenticeship position and that there is an expectation that the successful candidate will enrol onto a programme of learning alongside their day to day duties.
  • List the Apprenticeship Standard that the successful candidate will be enrolling onto within the Job Description.
  • Ensure that you use terminology appropriate for the role and the responsibilities. You may need to avoid words such as supervise, lead and manage. Use words instead such as support, provide and assist.
  • Expectations relating to the completion of the Apprenticeship can form part of the roles and responsibilities associated with the job role.

Person Spec

  • Ensure that the Essential Criteria meets any eligibility criteria set by the Training Provider relevant to the chosen Apprenticeship Standard
  • Ensure you do not list qualifications in the Essential or Desirable columns that are the same or very similar as the Apprenticeship Standard that the new apprentice will enrol onto. Failure to do so could result in the new apprentice being unable to enrol; therefore, the job role and contract may be in put into jeopardy.
  • Essential and Desirable criteria – does it limit your potential audience? For Higher or Degree apprenticeship, is it stringent enough?

Consider how the vacancy will appear when advertised, have you placed the term ‘Apprentice’ or ‘Apprenticeship’ in the title?

When shortlisting, it is important to check that the candidates(s) have not achieved the qualification already or achieved a qualification that is materially similar. This could result in the candidate being unable to enrol.

If the candidate is already enrolled onto a Government Funded programme, they cannot enrol onto the Apprenticeship programme until they have completed their exiting programme of study or withdraw.

Ensure the Contract length if Fixed Term covers the duration of the Apprenticeship programme. Apprenticeships have a minimum time on-programme of 15 months.

Apprenticeship Recruitment Enrolment Process - Trainee Positions

New to the Trust employees or existing members of staff who are applying for an apprenticeship opportunity through Trac

Salary – Trainee (Annex 21)

Annex 21 Arrangements for pay and banding of trainees – NHS Employers

  1. First agree that there are sufficient funds available to support the desired Apprenticeship enrolment with the Widening Participation and Apprenticeship Team (bfwh.apprenticeandworkexperience@nhs.net).
  2.  Identify and agree a suitable Apprenticeship Standard and Training Provider with the Widening Participation and Apprenticeship Team using the Job Description (bfwh.apprenticeandworkexperience@nhs.net).
  3. Appointing Manager to raise the vacancy on Trac in the normal way (be sure to add bfwh.apprentice.vacnacies@nhs.net to the list of authorisers).
  4. Complete the shortlisting, interview and selection process.
  5. Once an employment start date has been confirmed or for existing members of staff, the date in which they will commence their new post, inform the Widening Participation and Apprenticeship Team (bfwh.apprenticeandworkexperience@nhs.net).
  6. The Apprenticeship ‘Sign-Up’ appointment can then be confirmed between the Line Manager, Trainee and Training Provider. The Widening Participation and Apprenticeship Team must be informed of the agreed date (bfwh.apprenticeandworkexperience@nhs.net).
  7. Apprenticeship ‘Sign-Up’ appointment to be completed by the Line Manager, Trainee and Training Provider. Apprenticeship enrolment paperwork completed.
  8. Trainee now enrolled onto their Apprenticeship programme and the learning journey can begin.

 

Note – Although the term Trainee is used above, these individuals may still be referred to when appropriate as ‘Apprentices’ while they are enrolled onto an Apprenticeship Standard.

Recruitment Tips and Tricks

The Job Description 

  • Ensure that the Job Description reflects that the vacancy is a Trainee or apprenticeship position/opportunity and that there is an expectation that the successful candidate will enrol onto a programme of learning alongside their day to day duties.
  • List the Apprenticeship Standard that the successful candidate will be enrolling onto within the Job Description.
  • Ensure that you use terminology appropriate for the role and its responsibilities. You may need to avoid words such as supervise, lead and manage. Use words instead such as support, provide and assist.
  • Expectations relating to the completion of the apprenticeship can form part of the roles and responsibilities associated with the job role.

 

Person Spec

  • Ensure that the Essential Criteria meets any eligibility criteria set by the Training Provider relevant to the chosen Apprenticeship Standard
  • Ensure you do not list qualifications in the Essential or Desirable columns that are the same or very similar as the Apprenticeship Standard that the new apprentice will enrol onto. Failure to do so could result in the new apprentice being unable to enrol; therefore, the job role and contract may be in put into jeopardy.
  • Essential and Desirable criteria – does it limit your potential audience? For Higher or Degree apprenticeship, is it stringent enough?

 

When shortlisting, it is important to check that the candidates(s) have not achieved the qualification already or achieved a qualification that is materially similar. This could result in the candidate being unable to enrol.

If the candidate is already enrolled onto a Government Funded programme, they cannot enrol onto the apprenticeship programme until they have completed their exiting programme of study or withdraw.

When utilising Annex 21, the contract should be Permanent and not Fixed Term.

Apprenticeships have a minimum time on-programme of 15 months

Existing Trust Employees

No change to Contract, Terms and Conditions

  1. Candidate to first agree that there are sufficient funds available to support the desired Apprenticeship enrolment with the Widening Participation and Apprenticeship Team (bfwh.apprenticeandworkexperience@nhs.net).
  2. Candidate to seek Department/Divisional Manager approval to enrol onto the Apprenticeship programme. The Workforce Education Team will require evidence of the approval.
  3. Candidate to identify and agree a suitable Apprenticeship Standard and Training Provider with the Widening Participation and Apprenticeship Team using the existing Job Description (bfwh.apprenticeandworkexperience@nhs.net).
  4. Once confirmed, the Apprenticeship ‘Sign-Up’ appointment can then be confirmed between the Line Manager, candidate and Training Provider. The Widening Participation and Apprenticeship Team must be informed of the agreed date (bfwh.apprenticeandworkexperience@nhs.net).
  5. Apprenticeship ‘Sign-Up’ appointment to be completed by the Line Manager, Candidate and Training Provider. Apprenticeship enrolment paperwork completed.
  6. The existing member of staff is now enrolled onto the Apprenticeship programme and the learning journey can begin.

When an existing member of staff requests to enrol onto the Apprenticeship programme to enhance their skills, knowledge and behaviours in their current role, they will remain on the same contract, terms and conditions during and upon completion of the Apprenticeship.

 

Widening Participation and Apprenticeship Team

Remember, the Widening Participation and Apprenticeship Team are on hand to support you through every step of the way when enrolling a member of staff onto the Apprenticeship programme.

Apprenticeship Enrolment & Recruitment Resources