Apprenticeships & Workplace Learning

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1 Apprenticeships & Workplace Learning Employer guide to Apprenticeships Earn while you learn Great employers Great opportunities Great prospects Apprenticeships deliver

2 2 3 Apprentice s roles and responsibilities Now you have made the decision to start an apprentice with the College we would like you to fully understand the roles and responsibilities of everyone involved with the programme. Apprenticeship frameworks consist of a number of qualifications all aimed at developing new and current working knowledge and practice in young people. An apprenticeship is a work-based learning programme designed to meet your needs as an employer as well as helping young people achieve a nationally recognised qualification. Your apprentice will be employed with you on a full time basis with a contract of employment for a minimum of 30 hours per week and meeting the current minimum wage requirements for apprenticeships. This includes their days for off-job-training at college or elsewhere and visits by their assessor. Your apprentice will either be in a new job role or need significant new learning in their current role to help them progress. They will work alongside your existing experienced staff and team to develop their awareness of the sector and the necessary skills they require for the job role. By signing up to the programme you have agreed to meet all the requirements including supplying a work place mentor. This guide will set out the roles and responsibilities for those involved in the delivery of the apprenticeship programme which includes: z The apprentice z East Kent College z The assessor z The employer z The mentor z Be enthusiastic and punctual and attend all relevant lessons and courses. z Keep accurate records and prepare for assessments as planned. z Behave responsibly and in line with standards laid down by East Kent College and the employer. z Work for the employer to the best of their ability and in accordance with the employer s policies and procedures. z Ensure all work produced and submitted is their own work. z Work towards all targets set by their tutor/assessor and make every effort to achieve them within the time set. z Keep in regular contact with their assessor and provide evidence of knowledge in a timely fashion. z Play an active part in the progress review process and communicate regularly with the work place mentor z In the case of sickness and absence, follow the correct procedures set by East Kent College and the employer and make contact with the assessor if any appointments are planned. z Adhere to all health and safety rules in order to maintain a safe working environment. z Report any accidents at work to the relevant person and assessor. z Treat everyone fairly, equally and with respect. z Observe the employer s terms and conditions of employment. z Take full responsibility for their training programme and inform East Kent College/assessor and work place mentor if they are experiencing any difficulties in achieving the qualification(s). z Fully commit to achieve all parts of the framework including Maths, English and ICT at Level 2 if they are exempt from level 1 East Kent College s roles and responsibilities z Provide a full induction to the apprenticeship training programme. z Explain all aspects of the programme and the qualification(s) the apprentice will be taking and how they will achieve these. z Explain the rights and responsibilities to all parties in the apprenticeship programme. z Work with the apprentice and employer to identify immediate individual training and development needs. z Initially assess the apprentice s current skills and knowledge. z Promote equality of opportunity throughout the apprentice s time on the programme. z Have a written equal opportunities policy. z Support the apprentice if they feel they are being treated unfairly in any way. z Act quickly on any complaints received from the apprentice or employer. z Monitor health and safety in the workplace. z Assist with any questions of health and safety. z Provide health and safety training in line with the qualification. z Investigate any accidents involving apprentices. z Have a written safeguarding policy in place z Provide a safe and welcoming environment for apprentices to complete their training z Do everything that is reasonably possible to help the apprentice achieve their full potential.

3 4 5 Assessor s roles and responsibilities z Draw up an Individual Learning Plan (ILP) with the apprentice and employer. z Monitor the progress against this plan. z Provide help and advice on planning the workplace activities. z Organise a schedule of review times with the apprentice and employer/mentor. z Agree and record actions and targets and then monitor progress against them. z Help the apprentice and employer understand the assessment process. z Help the apprentice to understand how to collect evidence for the qualification to meet occupational standards. z Formally assess the qualification to occupational standards. z Give the apprentice and employer constructive feedback following assessments and review. z Encourage and motivate apprentices to achieve their goals. z Identify at an early stage any problems or concerns the apprentice may be having. z Put in place strategies and actions to help the apprentice achieve their qualifications if they are experiencing problems. z Support the apprentice to achieve all elements of the apprenticeship framework Employer s roles and responsibilities z Provide the apprentice with a detailed induction z Nominate a workplace mentor to support the apprentice. z Train the apprentice in health and safety policies and procedures. z Explain all company policies and procedures. z Issue the apprentice with terms and conditions and a contract of employment. z Pay wages in line with current legislation. z Support East Kent College/assessor in planning the programme and drawing up the Individual Learning Plan (ILP). z Identify appropriate learning opportunities in the workplace. z Help the apprentice develop their knowledge and skills by providing them with a range of training opportunities. z Give the apprentice time off to attend off-job-training at college or elsewhere when appropriate z Give the apprentice the time at work to complete their assessments and reviews. z Keep the College informed of the apprentice s progress and any difficulties they are experiencing. z Play an active role in the review and assessment process and feed in to the targets set. z Support the apprentice in collecting evidence for their qualification. z Comply with Equality and Diversity legislation. z Ensure the apprentice is treated fairly and equally. z Ensure they are not bullied, harassed or made to feel unwelcome in the workplace. z Explain to the apprentice what to do if they have a complaint about the way they are treated. z Comply with health and safety legislation. z Provide the necessary personal protective clothing and equipment. z Ensure apprentices are covered under employer s liability insurance. z Do everything that is reasonably possible to help the apprentice achieve their full potential. Mentor s guide and responsibilities Mentoring is an effective way of helping people to progress in their careers and is becoming increasingly popular. It is a partnership between two people (mentor and mentee), normally working in a similar field or sharing similar experiences. A mentor is a guide who can help the mentee find the right direction and develop solutions to workplace issues. Mentors rely upon having had similar experiences to gain an empathy with the mentee and an understanding of their issues. Mentoring provides the mentee with an opportunity to think about workplace options, progress and support. Mentors can provide wise counsel, help a new employee orientate into the workplace, provide information, advice and guidance relating to the learning and training aspects of the apprenticeship, and work with the apprentice and employer to ensure that problems are resolved quickly and do not threaten the apprenticeship. Mentoring is particularly important for apprentices as they are often young people entering the workplace for the first time. The mentor relationship provides additional support, guidance and pastoral care, which is removed from the apprentice s direct line management chain. A mentor should be someone from outside (where this is possible) the apprentice s reporting hierarchy at work. It is also essential that issues between mentor and mentee are confidential. An employer taking on apprentices should give consideration to allowing for training and time off for mentors within the company. They should choose a member of staff who already has or is prepared to develop mentoring skills including: z Active listening z Questioning z Building rapport z Offering constructive feedback z Setting targets z Offering support and guidance z Signposting z Acting as a role model. Mentoring develops strong and supportive relationships both for the apprentice and the workplace and is an important role within the apprenticeship programme.

4 6 7 Benefits of mentoring within the workplace Mentoring is widely used to support the development of individuals to improve their knowledge and understanding within the workplace. Successful mentoring has proven to reduce dropout rates, support development of knowledge, develop key skills needed within the workplace and create strong confident working relationships. Key benefits of mentoring within a workplace include: z Employee and apprenticeship motivation z Retention of quality staff z Sharing of experience, knowledge and good practice z Increase of on-job-training z Clear communication and team work z A cost effective training method for enhancing the team Being a mentor for an apprentice is about supporting them to help them achieve their full framework. It is about offering and providing support in a way that is suitable for them and will help them progress and empower them to achieve. A mentor will need to advocate open, frank and confidential discussion with their apprentice to ensure that together they are able to explore all options available to them and offer advice and guidance as needed. When supporting an apprentice it is vital that the mentor works in a positive manner and is able to offer ideas and solutions where appropriate. How will mentoring work? The apprentice needs to be given opportunities to talk with their mentor regarding their current work, training progress and personal issues. A mentor will need to provide advice based on their own personal knowledge and experience. They will need to be able to provide the apprentice with constructive feedback on their activities to help and support them with the progression of their training. A mentor will not replace the apprentice s immediate line manager, assessor or a counsellor. East Kent College s support services maybe be able to offer the apprentice additional support and guidance when appropriate. The mentoring role will involve: z Regular meetings, at least fortnightly, to discuss the apprentice s goals, training and work in general. z Encouraging managers and apprentices to give full, honest accounts of the progress made and any development issues and contribute ideas for development plans. z Encouraging the apprentice to try new things and step out of their comfort zone z Being a critical friend z Taking a protective interest z Being a role model z Feeding into the apprentice s progress review when appropriate z Referring the apprentice to specific support services if required z Celebrating in their success z Supporting the apprentice with their learning when necessary z Giving advice, moral support and impartial guidance How will it help the apprentice? There are many benefits for the apprentice having access to a mentor throughout their training programme. These include: z Enhancing their training and career opportunities z Influencing their attitudes and outlook towards work z Helping them to challenge assumptions and problem solve Having a workplace mentor ensures that apprentices have a nominated person within their workplace who they feel comfortable with and who can offer guidance as needed. This support is invaluable when starting out to ensure that the apprentice remains motivated and driven towards the achievement of their apprenticeship framework. This is an extremely important and rewarding role and the mentor should be selected bearing this guidance in mind. For specific information about training available for mentoring please contact the College.

5 Centre for Apprenticeships & Workplace Learning Content correct at time of going to print, December 2014

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