In today’s competitive job market, apprenticeships offer a valuable pathway for businesses to develop talent and address skills gaps. Taking on an apprentice has many benefits but you might be wondering how to take on an apprentice and what the process is for employers.
This guide will provide a structured approach to taking on an apprentice, beginning with strategic preparation and organisational readiness to comprehensive onboarding and ongoing support. At Damar Training, our apprenticeship offer and expert team will enable you to invest in the future of your workforce.
How to take on an apprentice: A step-by-step guide
- Setting strategic objectives
Before embarking on recruitment, it’s essential to establish clear organisational objectives for your apprenticeship programme. Consider what specific skills gaps exist within your business and how taking on an apprentice might help address these challenges. These could be things like:
- Are you looking to develop talent for hard-to-fill positions?
- Do you want to bring fresh perspectives into an established team?
- Are you seeking to enhance workforce diversity?
Document these objectives and ensure they align with your broader business strategy. Well-defined goals will not only guide your recruitment decisions but also help measure the programme’s success.
- Choose the right training provider
Selecting an appropriate training provider is crucial for apprenticeship success. Consider factors such as their experience in your sector, Ofsted rating, ability to tailor delivery to your business needs, and communication regarding progress.
Look for providers with extensive experience in delivering the specific qualifications you require. Their training approach should complement your business operations while providing comprehensive support to your apprentice through various learning methods, including one-to-one coaching, group sessions, and online resources.
Once you have chosen your training provider, there will be some documentation to complete, such as a health and safety assessment, to get you set up.
- Choose the right apprenticeship standard
There are numerous apprenticeship standards in England across various industries and levels. Selecting the most appropriate standard for your business needs requires careful consideration. You can review the available standards relevant to your sector on the Skills for England website.
Consulting with experienced training providers can provide valuable insights into which standards best match your organisational needs and how they can be effectively implemented within your business context.
- Understanding costs and funding
You will need to pay your apprentice a salary, and offering a competitive one is crucial. You might be wondering, ‘How much does it cost to take on an apprentice?’ While the minimum apprentice salary is £7.55 per hour, your offer should take into consideration the level of the apprenticeship and any practical aspects, such as the location of the job role.
In terms of wider costs, bear in mind that there are no employer NI contributions for apprentices under 25. You can read our NI article for further information.
When it comes to the costs of the training, funding options will vary depending on whether your organisation pays the apprenticeship levy and the age of the apprentice.
If your annual UK wage bill is over £3 million, the cost of training can be funded via your organisation’s Apprenticeship Levy. If you are an SME and your annual UK wage bill is below £3 million, the government covers 95-100% of the training costs.
Both levy and non-levy paying organisations must establish themselves on the Apprenticeship Service platform to facilitate the funding and management of apprenticeships. For organisations new to the Apprenticeship Service, your training provider should offer guidance on setting up your account and navigating the system effectively.
Getting ready to take on an apprentice
Successfully integrating apprentices requires organisational preparation beyond simply creating a job description. Conduct a readiness assessment to ensure your business can provide the necessary support structure:
Management capacity: Identify who will be responsible for the day-to-day management of the apprentice. This individual should have sufficient time and resources to provide regular supervision, feedback, and support. For advice and guidance for apprentice supervisors, see our supervisor research report.
Training environment: Evaluate whether your workplace can accommodate the practical aspects of apprenticeship training. This includes considering workspace requirements, access to equipment and technology and what opportunities the apprentice will have to practice and develop their skills.
Off-the-job training: Plan how you’ll manage the off-the-job training requirement. This training must be directly relevant to the apprenticeship standard but separate from normal working duties. Consider how you’ll schedule this time and what impact it might have on workflow and productivity.
Internal policies and procedures: Review and update relevant HR policies to accommodate taking on apprentices, particularly if you’re recruiting younger individuals entering the workplace for the first time. This might include considerations around working hours, supervision requirements, safeguarding policies (for apprentices under 18), and performance management procedures.
Stakeholder buy-in: Successful apprenticeship programmes require support across all levels of your organisation. Before proceeding with recruitment, ensure you’ve secured buy-in from senior leadership, direct supervisors, team members and HR/L&D departments.
How to create an attractive offer
Once you’re clear on objectives and have the necessary buy-in, it’s time to start thinking about your apprenticeship offer.
Beyond salary, progression opportunities represent a key motivator for potential apprentices. Could successful apprentices move into team leader roles? Might they gain experience across different departments? If you’ve had previous successful apprentices, showcase their journey as examples of what’s possible.
Additional benefits also play a significant role in attracting quality candidates. Consider what your organisation offers beyond the basics, such as:
- Hybrid working options
- Staff discounts
- Social events
- Health initiatives
- Additional holiday allowances.
How to create an effective job advert
A well-written job description is essential for attracting the right candidates. Avoid simply copying and pasting from formal internal documents; instead, create content that excites potential applicants about the opportunity.
Keep it simple and jargon-free, and use engaging language to bring the role and your organisation to life. Prominently feature the progression opportunities and benefits you’ve identified to make your offer stand out from competitors.
Sabina Adam, recruitment co-ordinator at Damar Training, has some top tips on how to write a job advert. She suggests:
“Remember that the people coming across your vacancy advert may have never applied, or looked for, a professional role before. It needs to sound exciting but also be an accurate reflection of the job role. Provide a short description and a list of duties (no more than 10) that they will undertake on a regular basis. Allow candidates to have a good picture of what doing the role and working with your organisation will involve and whether it will suit their personality and aspirations.”
For more guidance on writing job adverts, see our recruiting apprentices blog.
Some training providers, including Damar, offer a free recruitment service. We can help you write your job adverts and place them on appropriate job boards such as Get My First Job and the government’s Find an Apprenticeship website.
Making it a positive experience
In today’s competitive market, good candidates apply for multiple positions simultaneously and get snapped up quickly. You can’t afford delays in your recruitment process, which is why you should review applications within one to two working days and promptly inform applicants whether they’ve secured an interview. Similarly, provide feedback within one to two days following interviews.
Remember that interviews can be particularly intimidating for those new to the process. Create a comfortable environment by clearly explaining what to expect beforehand and maintaining a supportive atmosphere during the interview. The interview serves dual purposes – it’s as much about the candidate deciding if they want the job as it is about you evaluating their suitability.
How do I select the right candidate?
After conducting interviews, selecting the right apprentice requires careful consideration beyond just technical capabilities. Look for candidates who demonstrate a positive attitude and wider skills such as a growth mindset, reliability, communication and initiative.
You should also take into account more practical factors such as commuting viability and long-term aspirations.
How do I enrol my apprentice?
Once you’ve selected your apprentice, there are several important steps to complete the onboarding process. First, make a verbal offer followed by formal written confirmation. Agree on a suitable start date that works for all parties – the employer, apprentice, and training provider.
Your training provider will undertake any required initial assessment and complete paperwork with the apprentice, including signing of the Apprenticeship Agreement. The apprentice will be advised of the apprenticeship launch date and any preliminary activities they should complete. All of Damar’s apprentice supervisors are also invited to a supervisor onboarding session.
Let Damar help you take on an apprentice with confidence
Hopefully, this guide has taught you more about how to take on an apprentice. It represents a valuable investment in both your organisation’s future and the development of new talent. By creating an attractive offer, crafting compelling job descriptions, maintaining responsive communication, providing a welcoming interview experience, and ensuring a smooth onboarding process, you’ll significantly increase your chances of recruiting and retaining the right apprentice for your business!
Here at Damar, we have over 40 years’ of apprenticeship experience, and we’re proud to have worked with thousands of apprentices and employers.