Apprenticeships: A guide for

Voluntary, Community and

Social Enterprise (VCSE) sector

organisations

Greater Manchester Centre for Voluntary Organisation (GMCVO) is the voluntary sector support organisation

covering Greater Manchester

Our vision is of a responsive, accountable and influential voluntary sector in Greater Manchester.

We support voluntary action by local people, including voluntary and community organisations and social enterprise.

We work in partnership with the voluntary, public, private, academic and faith sectors.

We provide collaborative leadership, communications and co-ordination across the city-region, and some direct services.

We support, inform and network local support organisations and collaborate with them to ensure our work adds value to theirs.

During 2015 GMCVO has been carrying out a project looking at Apprenticeships in the Voluntary, Community and Social Enterprise (VCSE) sector.

The project looked at how organisations could become more knowledgeable about Apprenticeships and be encouraged to offer Apprenticeship

opportunities in the future. Many organisations see the value in employing an apprentice, however, a common barrier in making this happen for

many has been the process of setting up an Apprenticeship opportunity and how to recruit the right person for the role.

This guide will help organisations to navigate the process of setting up and delivering an Apprenticeship role. It will explain what Apprenticeships

are, how they can benefit organisations in the VCSE sector and young people alike, what the financial implications are for employers and how to

navigate the recruitment process. It also provides links to resources to assist with this. There are also case studies of organisations in the VCSE

sector that have been through this process and currently employ apprentices.

This project was funded through Greater Manchester’s City Deal funding on behalf of the GMCA and GM Apprenticeship Hub.

In this guide:

1. What is an Apprenticeship?

2. What are the benefits of having an apprentice?

3. How much will it cost?

4. Selecting the right training provider

5. Recruiting an apprentice

6. Case Studies

7. Resources

1. What is an Apprenticeship?

Apprenticeships are job-related training programmes, designed with employers, which combine on and off the job learning and development

activities in an identified and salaried role. They are used to grow and develop employees who are in new job roles or progressing within an

organisation. An Apprenticeship is a way for young people and adult learners to earn a salary whilst building confidence, learning new skills and

gaining qualifications in a real job.

An Apprenticeship can take anywhere between 12 months and 5 years to complete. There are Apprenticeships covering over 1500 job roles in all

industries and sectors of work, from business administration and facilities management to digital media and marketing and health and social care

roles.

Apprentices must be employed for a minimum of 30 hours a week and be paid at least the national minimum wage for apprentices (see section 2

for more details). They must not be taking part in full time education, aged 16 or over and some roles require good literacy and numeracy levels

(roles might allow for learners to work towards gaining Maths and English GCSEs if they don’t have them prior to starting the Apprenticeship).

There are three levels of Apprenticeships:

Intermediate (equivalent to level 2 – 5 A*-C GCSEs, NVQ level 2)

Advanced (equivalent to level 3 – 2 AS/A Levels, NVQ level 3)

Higher (level 4 or above – diploma/foundation degree, NVQ level 4)

There are a number of elements to each Apprenticeship role and this is described in a Framework or standard. This sets out the training and

qualifications involved in each Apprenticeship role. It is used by employers, colleges and training providers to make sure the Apprenticeship

programmes are delivered consistently to national standards. In most instances, an appropriate Framework or standard can be matched to the job

role your organisation would like to develop for an apprentice position. For a list of current Apprenticeship Frameworks see:

https://www.gov.uk/government/publications/apprenticeship-frameworks-live-list.

You will work with a training provider if you decide to explore offering an Apprenticeship at your organisation. A training provider will:

support you to identify the Apprenticeship that fits your requirements

help you to recruit an apprentice

develop a training plan reflective or yours and the apprentices training requirements

review and assess the progress of the apprentice

provide training to support the apprentice gain qualifications.

The training element of the Apprenticeship can often be provided on-the-job at your premises, where a mentor would help the apprentice to learn

job specific skills in the workplace. Off-the-job training is provided by a training provider and might be delivered in the workplace or through day or

block release away from the workplace.

2. What are the benefits of having an apprentice?

As a VCSE organisation:

The government drive to increase the number of Apprenticeships is aimed at helping to tackle skills shortages, increase business productivity and

provide opportunities for young people entering the workforce. Making Apprenticeships a priority means that there is whole host of support, both

financial and non-financial, to enable employers to take on apprentices.

Apprenticeships can be tailored to specific roles therefore enabling flexibility to the business and supporting workforce development planning.

There are a great range of opportunities and roles across many areas of work.

“Our apprentices have made a dramatic difference to our workforce in terms of innovation, youth and commitment.” (BeST)

It is an opportunity to attract new and younger staff, with fresh ideas, into your organisation. The apprentice can be supported and developed to

work to the approach and culture best suited for your organisation.

A lot of the training requirement of an Apprenticeship can be done in the workplace, which means minimal disruption both for you as an employer

and for the apprentice too.

If carried out in an appropriate way, with fair wages and strong support from the employer offered to apprentices, then Apprenticeships fit perfectly

with aims and objectives of many VCSE organisations – providing opportunities, engaging with young people, social responsibility etc.

“Go for it! It is a brilliant opportunity to bring a younger person into your work force and provide them with relevant, on the job training.

Even if you are unable to employ them at the end of the Apprenticeship you will have given them valuable work experience.” (The

Women’s Centre)

Even if an organisation is unable to guarantee a position to an apprentice after the Apprenticeship has been completed, it can still be viewed as a

very important learning experience for both your organisation and the apprentice.

As a young person:

“I was very interested in the work of the centre and felt that the role would be very rewarding and I wanted to help make a difference

in others’ lives.” (Katie, The Women’s Centre)

A role with a VCSE organisations will help an apprentice to learn a lot of skills very quickly as organisations in this sector tend to be fast paced and

the apprentice is likely to get involved in a variety of work straight away.

VCSE organisations can provide flexible, engaging and supportive work environments for apprentices entering the workforce for the first time.

“I liked the opportunity afforded to me – it wasn’t expected for me to know everything when I started. I got a lot of training within the

company which was partly directed by my own skills and preference.” (Phillipa, BeST)

Many organisations in the VCSE run exciting and innovative projects that support communities across Greater Manchester so the opportunity to

be a part of this provides a great foundation for a career, whether continuing in the VCSE sector or in another field of work.

“It offered a change from the education system (school and college) and was a preferred alternative to university. An Apprenticeship

appeared to be the best way to experience working life.” (Jerome, GMCVO)

3. How much will it cost?

All apprentices are paid a wage. Although the government has set a National Minimum Wage for apprentices, currently £3.30 an hour, employers

are encouraged to pay a salary they feel is fair and reflects the level of work and study being undertaken. The minimum wage applies to those

aged 16 to18 and aged 19 in the first year of the Apprenticeship. If the apprentice is 19 and has completed the first year of their Apprenticeship

then you must pay them at least the full National Minimum Wage rate for 18 to 20 years olds (£5.30 an hour).

Training providers can draw down funding to deliver learning and support elements that are part of the Apprenticeship. The costs of training for an

Apprenticeship will be paid for entirely by the Skills Funding Agency if the apprentice is between 16 and 18. If the apprentice is over 19, a proportion

of the costs needs to be covered by the employer.

Tip: Some training providers might be able to draw down additional resources to help cover training costs so it is always

worth asking about this when developing your Apprenticeship opportunity.

There is also an Apprenticeship Grant for Employers of 16 to 24 year olds (AGE) aimed at assisting employers that haven’t employed apprentices

recently or are employing one for the first time. This is to encourage organisations to employ younger people as apprentices. Greater Manchester

employers are able to access an improved AGE grant offer, GM AGE. There is a minimum grant of £1500 available for up to three Apprenticeships

per organisation with less than 250 members of staff. Organisations that are employing advanced or higher apprentices can access an additional

£1000 grant. For more details about eligibility and other grants available, please refer to New Economy:

http://neweconomymanchester.com/stories/2050-gm_age__greater_manchester_apprenticeship_grant_for_employers

4. Selecting the right training provider

Finding the right training provider is a key part of the process if your organisation decides to develop an Apprenticeship role. There are many

training providers, working both locally and nationally, so it is worth bearing some of these in mind when looking for one:

The type of work your organisations does and the Apprenticeship job roles you are interested in

The size and scope of your organisation and the training provider

Training requirements for your Apprenticeship opportunity

Training providers can help you with the development of an Apprenticeship role and also help you to recruit applicants. You might want to consider

the OFSTED reports for the training provider and how you would like them to help with recruitment e.g. vetting applicants before sending them for

interview. Training providers might also charge for their services so you must bear this in mind, however some might have flexibility with their

charging arrangements for small organisations.

There are several ways in which you can find a training provider that is right for you:

1. Using the search facility on the http://findatrainingorganisation.nas.apprenticeships.org.uk/ website

2. Using our list of training providers that have signed up to principles supporting them in working with VCSE employers

https://www.gmcvo.org.uk/training-providers-apprenticeships

3. Contact your local colleges and other training organisations that you might already have worked with or received training from for other staff

members

Tip: Speak to several training providers before selecting one asking about their process, experience, support they

can provide, how much they will charge etc.

5. Recruiting an apprentice – step by step guide

Once you have made the decision to recruit an apprentice you can take these steps to make it a reality, shown on the flowchart and with further

detail below:

1) Register your interest with the National Apprenticeship Service

Visit http://www.apprenticeships.gov.uk/employer to register your interest.

2) Find a training provider to work with

More information about finding a training provider to work with is included in Section 3. Selecting the right training provider. Once you have

identified a training provider they will support you through every other step of the process.

3) Select the right Apprenticeship Framework for the job role you want to employ the apprentice in Work with the training provider to select the right Apprenticeship framework at the right level for the job role you wish the apprentice to undertake.

4) Check funding and grants your organisation is eligible for

This might be a GM AGE grant (see Section 2), funding to cover training or other opportunities available through your local authority. Your

training provider will be able to support you with this.

5) Create Apprenticeship advert and training provider submits to Apprenticeships Vacancy website

Create the Apprenticeship advertisement using a template that meets NAS guidelines. Your training provider will help you to do this. They

will then submit your opportunity on the Apprenticeships Vacancy (AV) website. This vacancy will then appear on the ‘Find an Apprenticeship’

where young people can search for and apply for positions they are interested in. For an example template and more details about the

process see https://www.gov.uk/government/publications/Apprenticeship-vacancies-how-to-submit-a-vacancy.

Tip: When creating your advert, check the following:

Is your advert appealing to the applicant?

Is there enough information in the advert?

Is the vacancy(s) in a rural location? If so then please give details and advice regarding

transportation arrangements.

Is the Short Description of the vacancy/job role sufficient (as this is displayed when a candidate

runs an initial search)?

Competitive salary

Progression opportunities

Appealing/attractive job title

6) Advertise Apprenticeship opportunity using own networks and contacts

Use other avenues available to your organisation to advertise the opportunity:

Your own organisation website and mailing lists

GMCVO and other voluntary sector networks e.g. youth organisations

Local Colleges & Schools/Connexions/National Careers Service/Job Centre Plus

Local press

Social media

7) Shortlist applicants and invite candidates to interview

Your training organisation can either send you details of all those that have applied or you can ask that they sift through and send the most

appropriate candidates forward for interview. You can even ask that your training organisation meets with possible candidates face to face

to check their suitability for your opportunity. Once you have selected candidates to invite for interview it is best to include very clear

instructions about the interview process and travel instructions for where the interview will take place as for some, this might be the first

interview they have attended.

8) Prepare for and carry out interviews

Prepare your interview questions appropriately for the age and experience level of those you are interviewing. Many are unlikely to have

attended a formal job interview before and might not have a lot of work experience to talk about so you will need to think about asking

questions that draw on the candidates’ skills, interests and attitudes to the role.

9) Inform successful candidate and provide feedback to unsuccessful applicants

Offer the role to the successful candidate. You might also want to provide feedback to unsuccessful candidates in order to support them

with future Apprenticeship applications.

10) Create Apprenticeship Agreement between you and apprentice

Once the successful candidate has accepted the job offer, the training provider will support you creating an Apprenticeship Agreement

between yourself, as the employer, the provider and the apprentice as per the Apprenticeship, Skills, Children and Learning Act (ASCLA)

2009. It sets out details of the Apprenticeship and is in addition to the regular work contract between you and the apprentice as an employee

of your organisation. Templates are available here: https://www.gov.uk/take-on-an-apprentice/apprenticeship-agreement

11) Apply and complete paperwork for GM AGE and other grants if applicable

Apply and complete the necessary paperwork with the support of your training organisations to draw down and grants and funding you are

eligible for to support your Apprenticeship opportunity.

12) Your new apprentice starts their role with ongoing support and guidance

The final step is for your apprentice to start their new role with your organisation. With the right support from your organisation, including a

mentor/supervisor, and working closely with your training organisation to ensure access to the training elements of the Apprenticeship are

carried out effectively, you will guide the Apprenticeship through the next year or more to completion.

TIP: If you are unable to commit as an organisation to the entire process of employing, training and recruiting

an Apprenticeship there are now Apprenticeship Training Agencies set up to recruit, employ and arrange

training for apprentices on behalf of employers.

See www.gov.uk/government/publications/apprenticeship-training-agencies for more information.

“

”

6. CVS Rochdale/KYP Case Study: Employer perspective

CVS Rochdale was very keen to hire an apprentice for a variety of reasons….

CVS Rochdale was very keen to engage younger people within the

organisation and felt that an Apprenticeship was a good opportunity for us

to do this.

Also as an employer that has such a diverse range of work within the

voluntary sector we have often had difficulties recruiting staff with the right

skills, knowledge and experience to do the work required by the

organisation and in most cases have to provide in-house training.

Again, the Apprenticeship route offered the opportunity to train someone

to understand our sector and learn the specific skills needed in our

working environment.

We found the whole process of recruiting and selecting an apprentice

really simple and straight forward. This was because KYP supported us

to complete all the necessary documentation, advertised the opportunity

on our behalf and pre-screened the candidates so that when we selected

for interview, we were only looking through applications from people who

already had some of the qualities we were looking for.

Having an apprentice as part of our workforce was a little daunting at first

as we were uncertain how a younger person would fit in as the majority of

our staff are over 40. It has been a great experience and it has been

refreshing for the workforce to be able pass on their skills, knowledge and

experience and it has been great to get the views and ideas of a younger

person.

It has also enabled us to make use of the generic skills that younger

people have such as use of social media. We are now all competent in

the use of Facebook and Twitter and regularly tweet our activities and

have even managed to post photographs which has been something we

have learnt from our apprentice.

At present, due to funding restrictions we only have one apprentice who

provides administrative support to a staff team of nine. This role has

provided much-needed capacity and support to enable our specialist

development officers to provide more efficient support to the wider

voluntary sector.

We are currently looking at our funding opportunities and are aiming to

develop at least two more Apprenticeship roles in the future.

We would recommend that all employers think about employing an

apprentice as it has really been beneficial to our organisation. As a small

charity we have found the opportunity to train a young person invaluable;

it is also refreshing to have the views and opinions of a younger person

as part of our staff team which has led to us doing a few things differently.

“

”

CVS Rochdale/KYP Case Study: Apprentice perspective

Aneesa had been looking for a job for about six months since leaving a part-time job in a nursery after realising that a career in child

care was not what she wanted…

When I started my search for jobs, I soon realised that as I only had qualifications in child care, finding a job outside that

particular industry would be difficult. In order to improve my chances, I looked for courses that I could attend to improve my

chances of securing a job within business administration.

I completed a level 1 business admin qualification in the hope of improving my chances of employment and after many failed

attempts at securing a job, I decided to look into Apprenticeships.

I felt that this route would provide the support and training I needed to enable me to be a good administrator at the same time

as gaining a qualification. I was then recommended by a friend to look into Apprenticeships offered by KYP; I then called Farhan

(who deals with Apprenticeships at KYP) who then e-mailed me details of the apprentice opportunity at CVS. I found the

application process really easy and straightforward thanks to the support provided by KYP.

I was attracted to the Apprenticeship opportunity within CVS Rochdale as the organisation provides support to the voluntary

sector in the borough of Rochdale. As most of their work is supporting the development of local charities, social enterprises,

community and faith groups, this was an added bonus as I am very passionate about the sector and have been involved in a

number of local groups as a volunteer. When I looked into it more, I felt that this was a perfect job for me as it gave me a chance to learn more about the

voluntary sector and increase my work skills around business administration at the same time.

My main role is to provide admin support to the staff; this includes supporting the financial management support officer by processing invoices, recording

cheques and banking. I provide more general support such as photocopying, word processing, dealing with incoming and outgoing post, and dealing with

telephone calls and filing. I also support the partnership development officer with the facilitation of meetings, setting up the room, taking minutes of meetings,

circulating other documentation and assisting other preparations. This has been very interesting and has enabled me to meet more groups working in the

borough. I have also recently become more involved in supporting the Volunteer Centre work, particularly processing the online Do-It applications and contacting

residents who have accessed the service to find out if they have been placed in a volunteering role, and if they have, what difference it has made to them.

The thing I enjoy most about being an apprentice is that it is a learning post and I am able to make mistakes and learn from them. I am also in the middle of

gaining a level 2 business admin qualification which is fantastic and I hope to move on to level 3 once I have finished. I have generally improved my administrative

and organisational skills and I feel that my communication skills and team-working skills are improving. When I first started in the role, I was a little shy, but

having to communicate with my colleagues, meeting groups and introducing myself to groups in meetings has improved my confidence. My ICT skills have

developed a lot too and I am able to take minutes of a meeting using a laptop and have learnt how to use the organisation’s in-house database.

If anyone is looking into doing an Apprenticeship, I would recommend they look into it properly to find out the pros and cons, and make sure - that whatever the

chosen Apprenticeship - it links to a future career path. Furthermore, ensure that the chosen organisation is a place where you would be happy working, as it is

pointless and a waste of time for everyone when you have invested so much time and effort to then decide it’s not what you want to do. Also work hard and

learn new things.

“

The Women’s Centre Case Study: Employer perspective

What made you decide to go down the Apprenticeship route?

We wanted the opportunity to provide valuable work experience for a young person and recent promotions had left a vacancy in the office. How did you find the process/navigate the system? We attended a seminar run by GMCVO which provided a lot of really useful information and also put us in touch with Damar - a training provider. This made the whole process very straightforward. There are several grants available to help fund the role and Damar have assisted us in obtaining them. What difference does having an apprentice make to your workforce? Our apprentice has brought a lot to our Centre. It has been a 2 way learning experience, whilst we provide administration experience she has been able to share her IT knowledge and expertise with us. Have you encountered any problems along the way? No

How many apprentices have you got/what roles do they perform? We have one. She works in the office providing an administration and front of house role. In the future we intend to expand this to include accounts and financial duties. Would you do it again? Yes, finances permitting. What advice would you give to someone thinking about employing an apprentice? Go for it! It is a brilliant opportunity to bring a younger person into your work force and provide them with relevant, on the job training. Even if you are unable to employ them at the end of the Apprenticeship you will have given them valuable work experience. What benefits have there been to your organisation? At 19 our apprentice is quite a bit younger than everyone else on our work force so she has brought youthful insight and perspective to our team.

“

The Women’s Centre Case Study: Apprentice perspective

Why did you want to become an apprentice? I wanted to gain real working experience whilst gaining a qualification, rather than being stuck in a classroom simply learning theories. How did you find the process of applying to become an apprentice? I found the process very easy as my training provider was very helpful regarding any queries I may have had and understood what I wanted to do so would always inform me when vacancies I may be interested in arose. What attracted you to working at Stockport Women’s Centre? I was attracted to SWC as the role seemed to suit me perfectly as there is a focus on both administration and finance. I was also very interested in the work of the centre and felt that the role would be very rewarding and I wanted to help make a difference in others’ lives. Describe your role My job title is Administration and Finance apprentice and my responsibilities vary massively. This includes supporting the initial enquiry service, providing reception duties, supporting the organisation of groups and training sessions running at the centre and many other administration tasks. What do you like about being an apprentice? I enjoy being an apprentice as I am gaining experience in many different areas and my confidence has been boosted significantly. I have been given lots of training opportunities, which have developed my knowledge on a range of health and social issues and developed my skills. I also really enjoy having a routine of going to work every day and the independence which comes with gaining a qualification and earning at the same time.

What skills have you developed? My computer and organisational skills have dramatically increased, particularly my knowledge of Microsoft Office applications. I have also developed my interpersonal and telephone skills through communicating with a variety of people with different backgrounds. What advice would you give to someone who is considering an Apprenticeship? It’s important not to rush into the first Apprenticeship opportunity you are offered if you are unsure on the company or the role, this can be tough as it may be your first job offer but it is so important to ensure that you and the company are the right fit for each other. In addition to this, remember that as with many things, you get out of what you put into the Apprenticeship - you need to be willing to put in the extra effort to work towards your qualification, but make sure you achieve the right work-life balance.

7. Useful Resources

Greater Manchester Apprenticeship Hub - http://theapprenticeshiphub.co.uk/

New Economy - http://neweconomymanchester.com/stories/1842-apprenticeships

GM AGE grants information - http://neweconomymanchester.com/stories/2050-

gm_age__greater_manchester_apprenticeship_grant_for_employers

National Apprenticeships Service - http://www.apprenticeships.gov.uk/

Greater Manchester Skills Gateway Service - http://www.gmskillsgateway.co.uk/

Support for Employers:

https://www.gov.uk/topic/further-education-skills/apprenticeships

http://www.greatbusiness.gov.uk/taking-on-an-apprentice/

Key Facts about Apprenticeships - https://www.gov.uk/government/publications/key-facts-about-apprenticeships

Apprenticeships Frameworks list - https://www.gov.uk/government/publications/apprenticeship-frameworks-live-list

Finding a training organisation:

http://findatrainingorganisation.nas.apprenticeships.org.uk/

GMCVO provider list – https://www.gmcvo.org.uk/training-providers-apprenticeships

https://www.gov.uk/government/publications/apprenticeship-training-agencies

T 0161 277 1000

F 0161 273 8296

E gmcvo@gmcvo.org.uk

St. Thomas Centre

Ardwick Green North

Manchester M12 6FZ

www.gmcvo.org.uk