EMPLOYING AN APPRENTICE

EMPLOYING AN APPRENTICE AN EMPLOYER S GUIDE Haddon Training Ltd 1

CONTENTS Page Key contacts at Haddon Training 2 Apprenticeships: the facts 3 Step by step guide to the process 4 Preparing to interview your apprentice candidates 5 Job descriptions: Level 2 Intermediate Apprentice 6 Level 3 Advanced Apprentice 7-8 Employment Contract 9 Employer Vacancy Form 10 Apprentice Application Form 11-12 KEY CONTACTS Haddon Training Head Office 01672 519977 Sarah Thomas Apprenticeship Recruitment 01672 518460 e-mail: sarah.thomas@haddontraining.co.uk Chris Hewlett Managing Director 01672 519977 e-mail: chris.hewlett@haddontraining.co.uk Apprenticeship Partner to: APPRENTICESHIPS THE FACTS 2

What are Apprenticeships? Apprenticeships are work-based training programmes, designed to meet the needs of employers, which lead to national recognised qualifications. You can use Apprenticeships to train either new or existing employees who are moving into a new or changed job role, and who need to learn new skills. Government funding is available to train apprentices. Equine apprenticeships last a minimum of twelve months and typically thirteen to fourteen months, depending upon the Level. Levels There are two levels of Apprenticeship available in the equine sector: 1 - Intermediate Level Apprenticeships Apprentices work towards a Level 2 Diploma (competence) Qualification, Functional Skills and a Technical (knowledge) qualification. 2 - Advanced Level Apprenticeships Apprentices work towards a Level 3 Diploma (competence) qualification, Functional Skills and a Technical (knowledge) qualification Training and Employment As Apprenticeships are work-based training programmes, the training is on the job at your premises. As the employer you must give your apprentice an induction into his or her role and provide appropriate training. You are responsible for paying your apprentices wages. The National Minimum Wage for apprentices is 2.73 per hour. Many employers prefer to pay more however, and the rate you set will depend upon your own circumstances and requirements. An apprentice can be subject to pay rises, bonuses and initiatives if you so wish. You are required to employ your apprentice for a minimum of 30 hours per week, unless there are special circumstances; in these cases, the employment must be for more than 16 hours per week, and the length of the apprenticeship will need to be increased accordingly, to ensure the apprentice has gained the required level of skills and knowledge to do the job. You must check with Haddon Training before embarking on a contract for less than 30 hours per week. The Apprentice must complete all of his or her training and education IN WORKING HOURS. You must allow time for visits from the Haddon Training assessor and provide suitable training, facilities, and support to your apprentice. This forms part of the Apprenticeship Agreement which is a contractual requirement. 3

STEP BY STEP GUIDE TO EMPLOYING AN APPRENTICE 1. Recruit your apprentice: Identify your own candidate OR Record your requirements on the Employer Vacancy Form and return to sarah.thomas@haddontraining.co.uk Advertise locally using the Job Descriptions to help you create advert. 2. Send all applicants a copy of the Job Description and invite them to complete an Application Form (page 11-12). Set a deadline for return of approximately 3 weeks. 3. Draw up a shortlist of no more than 5 candidates to interview. Confirm the date, time and location of the interview to them in writing (email is fine). 4. Prepare for and conduct the interview: see Interview Preparation, page 5. 5. Select your potential apprentice; then: Contact Sarah Thomas (01672 518460) to arrange an initial assessment appointment. At this appointment the Apprenticeship Agreement and other documentation will be completed, in anticipation that the learner will be eligible for funding, and other programme requirements will be met. At this initial assessment, please provide a copy of the Learner s Application Form and copies of GCSE certificates. Arrange trial period of no more than one month if you require. 6. Your Apprentice is confirmed by Haddon Training within two weeks of the initial assessment. The Apprentice s programme can start. The employment contract may then be issued. 4

Rules for a successful outcome PREPARING FOR THE INTERVIEW Prepare the venue beforehand; make sure it is comfortable and that it gives a positive impression of your establishment. Prepare the rest of your staff to expect candidates ask them to be welcoming. Prepare yourself; draw up questions beforehand and use a set format for each candidate. Ask each candidate the same questions so that you can gain a fair picture of each. This does not prevent you exploring their answers more deeply. Ask relevant questions to the level of Apprentice and the job. Make sure you have to hand the information about the hours you expect; the pay and other terms and conditions e.g. holidays. Possible questions for Level 2 Apprentice Tell me about your previous experience with horses: o Stable management o Riding: do you have any qualifications (e.g. BHS)? Why have you applied for the Apprenticeship? What do you think we are looking for in an Apprentice? How will you get to work each day? Can you give me examples of when you have contributed to a team? What are your career goals? Do you have any wider skills or experience that you think we may find useful? Is there anything else that we haven t covered that you would like to tell us about? We will need two references; who will you obtain these from? Do you have any questions for us? Possible questions for Level 3 Apprentice As above plus: o What skills do you think we are looking for? o Give me examples of when you have been responsible for others work o What do you look for in a good team member? o Give me an example of when you have worked independently. o Give me an example of when you have managed a problem; how did you deal with it? 5

Job Description: Equine Apprentice Level 2 Job Title Main Role Equine Apprentice Through relevant and structured training and supervision, to develop the skills and knowledge required to be an effective team member within an equine establishment. This may include riding horses. Qualification Framework A programme of work-based training and assessments, leading to achievement of the Intermediate Apprenticeship in Horse care. The framework consists of: Horse Care Diploma Level 2 Functional Skills Level 1 (Maths and English) Intermediate Certificate in the Principles of Horse Care Employment Right and Responsibilities (ERR) Personal Learning and Thinking Skills (PLTS) Wage Contract Hours Apprenticeship wage. Minimum of 2.73 per hour Employed Apprenticeship, minimum 12 months A minimum of 30 hours per week 16/17years - maximum 40 hours per week over 5 days, including some weekends (2 rest days per week) 18+ Maximum of 48 hours per week Eligibility Aged 16-23 (24+ to be discussed) EU Resident for the past three years No Level 4 or higher (HNC, HND, Degree, Level 4 NVQ/ Apprenticeship) Additional Information To be prepared for working in an outdoor environment in all weathers Physical work activity Be prepared to work evenings and/or weekends Tasks General daily yard duties, caring for horses as directed by the employer and to meet the Standards of the qualification. Clean and maintain stable and yard Provide feed and water to horses Carry out routine care and monitor the health and wellbeing of horses Depending upon apprenticeship route (ride or non-ride), exercise horses. Monitoring and maintaining Health, Safety and security of the workplace Maintain and develop personal performance Establish and maintain effective working relationships 6

Job Description: Equine Advanced Apprentice Level 3 Job Title: Main role Qualification Framework Wage Contract Hours Eligibility Additional Information Tasks General daily yard duties, caring for horses to the highest standards, to industry speed and standards Duties to ensure the effective running of the business Equine Advanced Apprentice Through relevant and structured training and supervision, to develop the skills and knowledge required to manage their own and other team members work within an Equine yard. This could lead to a position as Head Girl or Head Lad. A Horse Care and Management programme of work-based training and assessments, leading to a nationally recognised qualification of Advanced Apprentice. The framework consists of: Horse Care Diploma Level 3 Functional Skills Level 2 (Maths and English) Advanced Certificate in the Principles of Horse Care Employment Right and Responsibilities (ERR) Personal Learning and Thinking Skills (PLTS) Apprenticeship wage, minimum of 2.73 per hour. * Note that when the apprentice reaches his or her 19 th birthday and has been employed for 12 months, the wage must be increased to the NMW. Employed Apprenticeship, minimum 12 months A minimum of 30 hours per week 16/17years - maximum 40 hours per week over 5 days, including some weekends (2 rest days per week) 18+ Maximum of 48 hours per week In a yard with suitable horses, job opportunities and resources to allow the apprentice to meet the qualification standards. Aged 16-23 (24+ to be discussed) EU Resident for the past three years No Level 4 or higher (HNC, HND, Degree, Level 4 NVQ/ Apprenticeship) Ability to work under own initiative Adequate depth of Equine knowledge and experience Prepared to work outdoors in all weathers Physical work activity Prepared to work evenings and/or weekends Relevant to business type (e.g. general, breeding, stud, eventing, showjumping, dressage etc) Receive a horse and carry out an initial assessment Plan diets and implement feed regimes Monitor and maintain stocks of feed and bedding Promote the health and well-being of horses Deliver basic health care treatment to horses Promote, monitor and maintain health, safety and security of the workplace Manage your own resources Completing training as necessary Adhering to all statutory health and safety regulations Taking responsibility for health and safety on site, for yourself and others Hazards or problems must be reported to the Supervisor Attending activities/competitions both on and off site Taking responsibility for any clothing, footwear and personal protective equipment issued to you Additional duties as requested, within reason 7

EMPLOYMENT CONTRACT It is your legal responsibility as the employer to provide your apprentice with written terms of employment (contract). Full details of all aspects of employment rules and regulations are contained within the Equine Employer s Handbook, available from Haddon Training at a subsidised cost of 20. Key elements that your contract should include: Name and Address of Employer Name and address of Employee Job Title (Apprentice/Advanced Apprentice) Start date of Employment Planned end date (e.g. 12 month Apprenticeship Contract) Wage: Rate of pay and how it is to be paid (weekly or monthly in arrears) (e.g. Minimum Apprenticeship Wage recommend increase for Advanced Apprentice). NOTE: 19-24 year old, first time apprentices can only be paid 2.73 per hour for a maximum of 12 months and thereafter must be paid the NMW. Day/date on which wages are paid Hours of work (according to age) o https://www.gov.uk/maximum-weekly-working-hours/weekly-maximum-workinghours-and-opting-out Holiday entitlement (Apprentices are entitled to 20 days paid holiday per year*) Sick Leave and pay Notice of Termination of Employment (e.g. 1 week/1 month) Special arrangements/deductions (accommodation**) If the Apprentice lives in you can charge 4.82 per day or 33.74 per week. Further details here: https://www.gov.uk/national-minimum-wage-accommodation Holiday: In addition to 20 days paid holiday per year, the Apprentice is entitled to Bank Holidays. Therefore, if they are required to work Bank Holidays, they will be entitled to time off in lieu the agreement must be made clear in the contract of employment 16-17 year old Apprentices May not work longer than 40 hours per week Work no longer than 8 hours per day Must be given breaks and lunch break Must be given 2 days off each week Additional Points These points do not have to be written in the contract of employment; however, they must be referenced in the contract and available to the Apprentice. Company Health & Safety Policy Disciplinary Procedures Grievance Procedures Company Confidentiality Policy 8

Haddon Training Limited Employer Vacancy Form Contact Name Location/ Yard Name Address including postcode Telephone Mobile E-mail Address Web Site Accommodation available Other benefits Yes / No Own Horse possible Yes / No Full Details of Vacancy Please provide as much information as possible Does the Yard have a specialism? (eg: Eventing, Dressage, Showjumping, Racing, Polo, Livery, etc) Duties Include Days of Work (eg: 5 days per week) Hours Wages 9

LEARNER APPLICATION FORM Personal Details First Name: ULN Number (if known) Date Of Birth: Address: Mr Mrs Miss Other Age now: (in years) Surname: Surname at 16 years if different: National Insurance Number: Post Code: Email Address: Next of Kin: If employed number of hours worked: Telephone/ Mobile Number: Contact Number: If unemployed how long for: PROGRAMME Horse Care general Horse Care (Racing) Animal Care I am interested in: (please tick) Customer Service Team Leading & Management Traineeship Business Administration Saddlery EDUCATION AND EXPERIENCE Name of present or last school (Not College): Name of College (if attended): Qualifications Subject or Course Title Level (e.g. GCSE/ A level/ Degree) Leaving date: Leaving date: Date exam passed Result Any other relevant attainments or experience: e.g BHS qualifications, Pony Club, Young Enterprise. 10

Why are you interested in this programme? HEALTH Do you suffer from any of the following? Visual Impairment Yes No Moderate learning difficulty Yes No Hearing impairment Yes No Disability affecting mobility Yes No Severe learning difficulty Yes No Other physical disability Yes No Dyslexia Yes No Other medical condition e. g epilepsy, asthma and diabetes Yes No Dyscalculia Yes No Emotional/behavioural difficulties Yes No Other specific learning difficulty Yes No Mental ill health Yes No Autism Yes No Temporary disability after Yes No Multiple learning difficulties Yes No illness or accident Profound complex disabilities Yes No Other Yes No Asperger s Syndrome Yes No Not known/none provided Yes No Multiple disabilities Stroke/aphasia (circle as appropriate) Yes No No learning difficulty Yes No Other Yes No Allergies (note below) Yes No Not known/none provided Yes No Migraine Yes No Disability Yes No Do you have any other physical disability that might affect your health? (If yes, please give details) EQUALITY AND DIVERSITY To help us monitor equal opportunities please indicate which ethnic group you believe you belong to: White British 31 Other mixed background 38 Black African 44 White Irish 32 Asian Indian 39 Black Caribbean 45 White other background Pakistani 40 Black Other 46 34 Mixed white/black Caribbean Bangladeshi 41 Other 98 35 Mixed white/black African 36 Chinese 42 Not provided 99 Mixed white and Asian 37 Asian other 43 Arab 47 ELIGIBILITY AND EMPLOYMENT Are you an EU citizen? Yes / No Is English your first language? Yes / No Have you lived in the EU for at Yes / No least 3 years? Have you left school or FE Yes / No College? Do you have a degree? Yes / No Do you have an offer of an Yes / No (Name of employer and address or post code) apprenticeship? LEARNER DECLARATION: I confirm that I have listed all qualifications including vocational programmes and higher education programmes that I have achieved prior to this application Signature Date 11