Externally recruiting an apprentice

An apprenticeship is a nationally recognised and approved work-based training programme providing the opportunity to learn new skills both on and off the job.

It is fast becoming an effective alternative to traditional routes and provides both practical experience alongside a structured training programme delivered by approved training providers.

You can employ apprentices at different levels, from school leavers and university graduates, to people who want to further their careers or change career direction completely.

The benefits of recruiting an apprentice are that it is an effective way to grow talent and develop a motivated, skilled, and qualified workforce. You can also adapt the individuals training according to the needs of your department. An apprentice is often motivated and keen to learn new skills to become a valued employee within the team.

As an employer, we receive government funding to help pay for the apprenticeship training. An apprentice is employed on a learning contract where the emphasis is upon the apprentice’s learning. Whilst the apprentice's experience with the council needs to reflect a real working environment, providing a supportive placement to allow them to learn and develop is a priority.

Off the job training will equate to a minimum of 6 hours per week (over the duration of the apprenticeship). A few examples of off-the-job, classroom learning, job shadowing, mentoring, coursework and many more ways.

Recruiting a new apprentice

Now you have decided that you wish to recruit an apprentice, the next steps are as follows:

1. Contact the Talent Development team email dcc.apprenticeships@derbyshire.gov.uk if you are unsure on which apprenticeship standard is most suitable.
2. Obtain approval to recruit an apprentice by going through the normal vacancy control (VC) process. Complete the vacancy control and minor variation form (attached to this page) and email it to hr.vacancycontrol@derbyshire.gov.uk
3. Once you have confirmation of vacancy control approval, and a reference, complete an apprenticeship application form. Please do not start the recruitment process until the apprentice levy approval and the learning provider have been confirmed.
   Complete the apprenticeship application form
4. The talent development team will review the application form and check against the available apprentice levy spend. Upon approval, Derbyshire Adult Community Education Services (DACES) will confirm to you if a procurement process needs to take place or if DACES are the learning provider for the apprenticeship.
5. If the learning provider needs to be procured, DACES will update you throughout the process. Procurement can take between 2 and 6 weeks.
6. Whilst awaiting confirmation of the learning provider, you can develop or review the relevant job profile and create an advert ready for external recruitment. You should not advertise the apprenticeship until the learning provider is confirmed.
7. Once the learning provider has been confirmed, you can enter the job profile and advert onto Recruit.
8. You should consider all applicants after the closing date, as you would any other recruitment process and proceed to interview.
9. Prior to interviewing, contact the learning provider to discuss with them the type of skills, knowledge and behaviours which are required for the apprenticeship, so this can be taken into consideration when shortlisting. If needed, you should contact the learning provider again if you have any concerns over apprenticeship suitability before an offer of employment is made.
10. Once the successful candidate has been identified, you will need to complete a new apprentice information form to match the new apprentices details with the original apprenticeship application form.
11. Once a start date has been confirmed, you will inform the learning provider (contact details will have been provided by DACES email workplace.learning@derbyshire.gov.uk). Please arrange next steps with the training provider.

A flowchart for recruiting a new apprentice is attached to this page.

Procurement of a learning provider

1. We will confirm to the line manager if a procurement process needs to take place or if Derbyshire Adult Community Education (DACES) are the learning provider.
2. DACES will work with the line manager throughout the procurement process.
3. DACES will score the learning providers and recommend learning provider(s), line manager to confirm final selection.
4. DACES complete external contact delivery form and share with the line manager.
5. Line manager to contact learning provider to discuss with them the type of skills, knowledge and behaviours which are required for the apprenticeship, so this can be taken into consideration when shortlisting/interviewing. If needed, line manager should contact the learning provider again if they have any concerns over apprenticeship suitability before an offer of employment is made.
6. Learning provider to conduct skills assessment for apprentice.
7. Line manager to inform learning provider of start date of apprenticeship.
8. Line manager to work with learning provider and arrange induction.
9. Apprenticeship starts.

Contact us

Contacts for queries or further clarification:

• all enquiries email: dcc.apprenticeships@derbyshire.gov.uk
• for queries relating to leadership apprenticeships email: ldpmteam@derbyshire.gov.uk