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APPRENTICESHIPS POLICY SEPTEMBER 2019

A joint policy across NCL STP

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North London Partners in Health and Care Shared Apprenticeships Policy

Version: 1.4

Ratified by: Sally Quinn

Date ratified: January 2018

Name of originator/author: Lucy Hunte - Apprenticeship Lead

Name of responsible individual: Sally Quinn

Date issued: September 2019

Review date: September 2021

Target audience: All staff

Intranet: HR online

Related policies: Induction Policy

Recruitment and Selection Policy

Date equality analysis completed.

Version Control Sheet

Version Date Author Status Comment

1 08/16 Leanne Chaney Adapted from HEE NCEL policy

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05/17 Lucy Hunte

3 07/17 Lucy Hunte

4 08/17 Lucy Hunte Final review from STP DDG Group

5 09/17 Lucy Hunte Changes made based on feedback from HRD and DON’s

6 12/17 Lucy Hunte Final amendments made

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Contents

Section Page

1 Introduction 3

2 Policy Statement 3

3 Definitions of terms used 3

4 Equality statement 4

5 Duties 5

6 Existing workforce development 7

7 The recruitment of new apprentices 7

8 Career development support 9

9 Apprentice support structure 9

10 Conduct and Capability 9

11 Monitoring 10

12 References 10

13 Associated documentation

Appendices

Appendix 1 Apprenticeship Checklist

Appendix 2 A guide to apprenticeship levels

Appendix 3 Recruitment flow chart

Appendix 4 Development Plan

Appendix 5 Apprentice Agreement Template

Appendix 6 Sample Service Level Agreement

Appendix 7 Roles and responsibilities

Appendix 8 Checklist for the review and approval of policy document

Appendix 9 Plan for dissemination of policy document

Appendix 10 Equality analysis guidance and tool

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1 Introduction

1.1 All Trusts across the NCL STP are committed to developing a world class workforce.

Apprenticeships are a way to ensure we develop existing and newly recruited staff to a national standard, whilst maximising the funding and training provision available. A collaborative approach to Apprenticeships with a shared policy will ensure that apprentices gain transferable skills to benefit their employer and the NHS as a whole.

2 Policy Statement

2.1. The purpose of this policy is to outline to employers the position on apprenticeships for new

and existing staff and aims to provide clear guidance for managers and apprentices.

2.2. The policy supports the national Health Education England ‘Talent for Care’ strategic framework , which aims to; create opportunities for people to start their career in a support role, support people to be the best they can be in the job they do and provide opportunities for career progression, including into registered professions.

2.3. The policy is being implemented to meet the requirements of the government’s vision for

apprentices 20/20; where it is intended that increasing the quality and quantity of apprenticeships will help to address skills shortages in the workforce. The policy also responds to The Enterprise Act (2016) which sets a target for all public sector employers with over 250 staff to ensure apprenticeship recruitment annually represents 2.3% of the workforce.

2.4. This policy is being proposed to coincide with the Apprenticeship Levy which will lead to 0.5%

of a Trust’s payroll being paid out of the Trust into the Treasury. The levy fund can only be used to pay for the cost of apprenticeship training and the Trusts will retain the responsibility for payment of salaries.

2.5. This policy applies to all apprenticeships currently available for delivery within Trusts but will be subject to review as and when new apprenticeship become available e.g. the Nurse Associate and Nursing Degree Apprenticeship

3 Key definitions of terms used

3.1. Apprentice: Apprentices are aged 16 or over and combine working with studying for a work-based qualification - from GCSEs or equivalent up to degree level. There is no upper age limit and apprentices can be new or existing employees.

3.2. Apprenticeship: Apprenticeships are vocational qualifications which include numeracy and

literacy development. They are government registered qualifications at levels 2 through to degree level, so can provide a complete development pathway. The cost of education has traditionally been met by the Government, but moving forward, the costs will be paid from the Apprenticeship Levy contribution made by employers where applicable.

3.3. Apprentice Mentor: This is someone identified within the Apprentice’s workplace who can

support them through all aspects of their development and adjustment to work. This is not a formal mentoring relationship, as a nurse mentor would be, but an informal additional support for the new employee.

3.4. Tutor: The apprentice will be nominated a tutor by the education provider. It is the tutor’s role

to ensure the apprentice is supported with all academic aspects of the qualification in

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partnership with line manager and mentor. The tutor may change throughout the course of the programme depending on the education provider’s capacity; this should be managed in line with the agreed service level agreement.

3.5. Public Sector Target: The public sector target will affect all public sector employers with

over 250 staff. The target will be set at 2.3% of the total workforce headcount. The target will need to be delivered annually with 2.3% of staff starting an apprenticeship qualification.

3.6. Apprenticeship Levy: The Apprenticeship Levy is planned for April 2017 and will affect all

employers with a pay bill of over £3,000,000. The levy will be set at 0.5% of the total pay bill less £15,000. The levy payment will go direct to the treasury via HMRC and can only be utilised to pay for apprenticeship training. Employers will have access to a digital apprenticeship service, where digital vouchers will be issued to pay education providers.

3.7. Education Provider: Education providers must be registered with the ESFA to deliver

apprenticeships in order to be able to access funding. A full list of education providers and the apprenticeships they can deliver will be available on the digital apprenticeships service.

4 Equality statement

4.1 Camden & Islington NHS Foundation Trust is committed to creating a positive culture of respect for all individuals, including job applicants, employees, patients, their families and carers as well as community partners. The intention is, as required by the Equality Act 2010, to identify, remove or minimise discriminatory practice in the nine named protected characteristics of age, disability (including HIV status), gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. It is also intended to use the Human Rights Act 1998 to treat fairly and value equality of opportunity regardless of socio-economic status, domestic circumstances, employment status, political affiliation or trade union membership, and to promote positive practice and value the diversity of all individuals and communities.

4.2 The equality analysis for this policy is attached at Appendix 8.

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5. Duties

5.1. Accountable Director

5.1.1. The Director of HR & OD is responsible for ensuring this policy is given sufficient resources to be implemented effectively and that managers comply with the requirements of this policy.

5.2. Trust Apprentice Lead

5.2.1. To ensure stakeholders are supported with the policy and procedures for

employing an apprentice or embarking on apprenticeship qualifications. 5.2.2. To identify opportunities for apprenticeships in workforce plans and from

evaluating best practice elsewhere within the NHS and beyond. 5.2.3. To present the business case, options and risk assessment of new programmes

to relevant stakeholders. 5.2.4. To offer support and guidance to the line manager and mentors 5.2.5. To ensure the apprentice receives a Trust induction. 5.2.6. To lead the procurement process for the selection of education providers, working

in partnership with other Trusts where appropriate. 5.2.7. To monitor the contract management with education providers and hold providers

to account for delivery. 5.2.8. To work with other Trust education leads to develop the capability for delivery of

accredited apprentices (either in-house or in collaboration with strategic partners). 5.2.9. To be responsible for the financial management of the apprenticeship training

budget and drive value for money. 5.2.10. To be responsible for accessing Apprenticeship Levy funding on behalf of the

Trust and for maximising the funding drawn down. 5.2.11. To ensure consistent communication and stakeholder engagement for

apprenticeship programme. 5.2.12. To work in partnership with the SRO for Clinical Apprenticeships 5.2.13. To build a strong talent pipeline of future apprentices (for example, through

collaboration with schools and colleges, local authorities and charitable organisations).

5.3. Line Managers

5.3.1. Adhere to all existing Trust policies in the management of an apprentice ensuring

fair treatment.

5.3.2. Consider all bands 1-4 vacancies as apprenticeships where appropriate.

5.3.3. Identify a suitable mentor for apprentices plus a clinical mentor if required.

5.3.4. Release apprentice for appropriate study time, to be agreed in advance with

apprentice and tutor.

5.3.5. Attend quarterly review meetings with apprentice and their tutor to define

objectives and feedback on progress.

5.3.6. Support the development of relevant skills in the workplace by giving suitable

experiences and responsibilities to the apprentice linked to their objectives.

5.3.7. Maintain dialogue between apprentice, tutor and mentor and raise issues as early

as possible

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5.4. Apprentices

5.4.1. Adhere to all existing Trust policies.

5.4.2. Attend apprentice induction and complete all mandatory training.

5.4.3. Remain up to date with apprenticeship course work and evidence as instructed

by tutor.

5.4.4. Attend all scheduled apprentice training and meetings and agree these at least

six weeks in advance with line manager

5.4.5. Agree regular study time with line manager

5.4.6. Maintain own workload seeking support from line manager, mentor and tutor

when needed

5.4.7. Make patient care and service delivery a priority at all times and seek support

when needed.

5.5. Recruitment Team

5.5.1. Support the recruitment of apprentices ensuring fair and equal treatment in line

with existing recruitment policies.

5.5.2. Work with the Trust Apprentice Lead and/or training provider and keep them

informed of progress at identified handover points.

5.5.3. Support recruiting managers when considering apprentices for their vacancies.

5.6. Learning and Development Team & Education Leads

5.6.1. Support the development of new and existing workforce skills via apprenticeship

qualifications.

5.6.2. Liaise with training providers who can deliver suitable apprenticeship

qualifications.

5.6.3. When completing learning needs analysis consider apprenticeships as suitable

solutions.

5.6.4. Seek feedback on training provider quality across the Trust.

5.6.5. Liaise with the Apprentice Lead on training provider performance and relevant

apprenticeship feedback from stakeholders.

5.7. Business Partnering Team

5.7.1. Consider apprenticeships during strategic workforce planning.

5.7.2. Support the recruitment of apprentices through divisional vacancy control

meetings.

5.7.3. Utilise apprenticeship checklist to ensure appropriate consideration of roles.

5.8. Staff Side

5.8.1. Work in partnership with the Apprenticeship Lead to consider areas best suited

to apprenticeship opportunities.

5.8.2. Support apprentices to ensure they are fully informed of union membership.

5.8.3. Feedback on monitoring data to ensure the programme is meeting the needs of

all stakeholders.

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6 Existing workforce development 6.1. Existing staff are eligible to apply for apprenticeship training and qualifications via the

agreed process outlined in the (insert specific policy here )

6.2. Apprenticeships should be considered where possible as the preferred option when developing existing staff skills and preparing them for future roles and service delivery needs.

6.3. Existing staff completing apprenticeship qualifications relevant to their role will continue

on their current terms and conditions of employment, their pay will not be affected.

6.4. Existing staff applying for apprenticeship training must have sufficient time remaining on their contract, and number of hours contracted per week, to complete the qualifications.

6.5. If an existing member of staff fails to complete the apprenticeship qualification this should

be treated as any non-completion of training would be within the (insert specific policy here )

6.6. If the Trust has an agreed study leave policy in place, the principles of this would apply to

apprentices around time off, funding and any pay back arrangements.

6.7. If an existing member of staff chooses to apply for an apprenticeship vacancy i.e. a brand new role, their pay will be protected for the length of the training programme if their existing band is equal to or lower than the apprentice role they are applying for. Where their existing band is higher, they would be paid at the top of the band that the apprenticeship vacancy is matched to instead of their existing band.

7 The recruitment of new apprentices 7.1 All band 1-4 vacancies should be considered as a potential apprenticeship opportunity, if

an appropriate framework/ standard is available

7.2 Where a substantive post is available for the position that the apprentice has been training for they should be offered the post as long as the following performance measures have been met;

7.2.1 The apprentice must have passed their apprenticeship training and End Point Assessment where applicable within the allocated time

7.2.2 Consideration will be made if the apprentice is being managed under capability, disciplinary or attendance

7.2.3 The manager will need to send a change form to notify HR and Payroll of the

new salary and contract arrangement.

7.3 Where an apprenticeship is deemed appropriate the role can be advertised through the national apprenticeship service, with the following conditions adhered to: 7.3.1 The successful candidate will have the values and potential to succeed and will

be working towards, and not already hold, the relevant qualifications and competencies for the role.

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7.3.2 Where this is the case an adjusted pay scale based on Agenda for Change Annex 21 terms and conditions will be paid:

70% of the top of the band for the duration of the apprenticeship for programmes less than 2 years For longer apprenticeship programmes the Agenda 21 staggered increments will apply http://www.nhsemployers.org/employershandbook/Annex-21-Arrangements-for-pay-and-banding-of-trainees.pdf If the role requires the apprentice to work anti-social hours then they will also receive extra duty payments in line with Trust policy

Assuming all performance measures are approved and the apprenticeship is completed they will then be paid the first point on the relevant pay band of the substantive post.

7.3.3 Any Higher Cost Area Supplements should not be reduced by the percentages

above

7.3.4 Apprenticeships which have a supernumerary practice element to the role, incorporate regulation or degree level programmes may be subject to a separate pay scale. – See Clinical Apprenticeship Appendix

7.3.5 Where the successful candidate has worked on the Trust bank in the advertised post for on average 30 hours per week for six months or more they will treated as substantive.

7.3.6 All Apprentices on a rotational programme will be paid by their normal salary by

their contracted employer

7.4. The recruitment of new apprentices will be approached in partnership with apprentice training

providers and other external stakeholders such as NHS Jobs, the local authority and job centre plus. These organisations have established community outreach and potential candidate pools and provide shortlisting and pre-screening services should the recruiting manager wish to take advantage of this.

7.5. The apprentice recruitment process is outlined in appendix 3 and significantly reduces the

burden on the resourcing team and recruiting managers for elements such as shortlisting and pre-screening candidates.

7.6. Where a job description is in place for the existing post the following statement should be added; 7.6.1. ‘Apprentice is working towards the following job description and should not be

expected to perform the full duties of the role until competencies are signed off’ 7.6.2. The apprentice should be expected to fulfil the full role and responsibilities by

the end of the training period. 7.6.3. A development plan (Appendix 4) should be completed by the line manager

confirming the competencies they expect the apprentice to develop during the training period

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7.7. Recruitment processes and employment checks will conform to existing Trust recruitment policies. However for apprentices under 25 where 3 years of employment history is not available then education references or character references will be acceptable.

7.8. The apprentice will be issued with an apprenticeship agreement

7.9. Apprentice working hours will conform to the European Working Time Directive. Over time will be paid with prior agreement with line manager and due consideration of supervision and support outside of contractual hours.

7.10. Where an apprentice has been employed on an apprenticeship agreement a condition of their terms of employment is the continuation of, and completion of, their apprenticeship training within the agreed period.

7.11. The apprentice’s employment can be terminated in line with the Trust HR policy if : 7.11.1. They commit a serious breach of their obligations as an employee 7.11.2. They persistently fail to meet a satisfactory level of conduct or performance

relevant to their role as an apprentice 7.11.3. They fail to maintain sufficient attendance and/or fail to attain the necessary

standard required by the relevant education provider for them to proceed with training

7.11.4. They cease to be entitled to work in the United Kingdom.

8 Career development 8.1 All staff undertaking apprenticeship qualifications will be given career development

support. This is a requirement under the Service Level Agreement (appendix 6) with apprenticeship training providers and should be offered in addition to the Trust Personal Development Plans.

9 Apprentice support structure 9.1 All newly recruited apprentices should have an identified apprentice mentor.

Mentors are an additional level of support for the apprentice to the line manager (appendix 7 outlines expected roles and responsibilities of mentors and line managers)

9.2 Mentors should be identified by the line manager in advance of the apprentice starting in their role. This is an opportunity for existing staff to gain leadership experience.

9.3 Line managers and mentors should complete the relevant Trust training in advance of the

newly recruited apprentice starting in their role.

10 Capability and Disciplinary 10.1 The Trust disciplinary policy applies to the management of an apprentice 10.2 Capability should be managed through the apprentice’s personal learning plan developed

and reviewed quarterly. Objectives and progress against the qualification and job description will be monitored at these reviews.

10.3 Support should be identified at the earliest opportunity.

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11 Monitoring 11.1

Indicators to be monitored

Indicator Lead

Method of monitoring

Frequency of monitoring

Review Committee (reviews reports to ensure compliance)

Accountable Committee (non-compliance reported to this committee)

New apprentices recruited by site, department, role, age, disability and ethnicity

Apprenticeship Lead

Report from National Apprentice Monitoring portal

Quarterly Apprenticeship stakeholder group

Trust Education Committee

Apprentices’ progress with qualification

Apprenticeship Lead

Report from training provider

Quarterly Apprenticeship stakeholder group

Trust Education Committee

12 References National Talent for Care Strategy https://www.hee.nhs.uk/our-work/developing-our-workforce/talent-care-widening-participation English Apprenticeships Our Vision for 2020 https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/482754/BIS-15-604-english-apprenticeships-our-2020-vision.pdf The Enterprise Bill https://www.gov.uk/government/collections/enterprise-bill http://www.nhsemployers.org/your-workforce/recruit/employer-led-recruitment/apprenticeships/apprenticeships-policy/enterprise Unison https://www.unison.org.uk/about/what-we-do/fairness-equality/young-members/key-issues/apprenticeships RCN http://www2.rcn.org.uk/__data/assets/pdf_file/0010/486469/004329.pdf Unite http://www.unitetheunion.org/news/newskillsecosystemforapprenticeshipscalledforbyunite/ Chartered Institute of Personnel and Development http://www.cipd.co.uk/publicpolicy/policy-reports/apprenticeships-work.aspx

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Appendix 1

Apprenticeship Checklist

Use this form to help to identify roles which are suitable for an apprenticeship.

An apprenticeship is a knowledge and competency based qualification, including literacy and numeracy, which can support the development of staff new to a role. The training will be delivered by an apprenticeship training provider or the employer’s clinical education team.

An apprentice will typically have the potential to fulfil the duties of the role and be developed to complete the qualifications and gain the experience throughout their first 12 – 18 months (sometimes longer for degree level qualifications). They will be paid a slightly reduced salary on a fixed term contract for the training period. Apprentices who are successful in completing all qualifications and performance measures can be offered the substantive post once their training is complete.

Where these questions can be answered positively the role can be offered as an apprenticeship for the training period;

1. Is this a band 1 -4 role?

2. Are you prepared to take someone on without the qualifications and experience required

for this role and develop them up to the required standard?

3. Will this developmental role benefit your team/ future workforce planning?

Please give an example;

4. What apprenticeship qualification will the apprentice be training for?

Please confirm and discuss with the apprenticeship lead if required.

5. What study leave has been approved for the apprentice to complete their qualification?

Please discuss with the apprenticeship lead to confirm the minimum requirements for the

apprenticeship.

6. Is there sufficient funding for the role to cover the training period? e.g. 12 months for a

level two and 18 months for a level three

7. Does the role fall in to one of these categories? This list is not exhaustive. If you are

unsure whether there is a suitable apprenticeship available please speak to your Trust

Lead

Accountancy (AAT) Healthcare support services

Allied health support Hospitality

Business and administration HR (CIPD)

Customer service IT professional

Facilities Support Payroll (CIPP)

Health informatics Pharmacy

Healthcare science Sterile services technician

Healthcare support (clinical) Team leading

Nurse Other Registered Profession

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8. Should the apprentice wish to study further or apply for more senior roles:

Is there progression available within this career path? Please give an example;

9. Can the manager, team and department support someone to develop who might not have

the experience or qualifications usually expected for this role? E.g. there might be an

extended induction period and will be pre-agreed study leave during the training period.

10. Can the manager identify a colleague to be a mentor for the apprentice? This is a good

opportunity to support leadership development within the team, training is provided.

Next Steps

Notify Apprentice Lead of the apprenticeship being considered – apprentice lead will research and confirm training provider details.

Complete apprentice development plan – Apprentice Lead can support

Add the following statement to the job description;

o ‘Apprentice is working towards the following job description and should not be expected to perform the full duties of the role until competencies are signed off’

Complete advert template (available from Apprentice Lead) to send to apprentice

training provider – who will advertise and shortlist applicants

Consider offering a work taster session prior to interview to help identify the most

suitable candidates and ensure the role is right for them

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Appendix 2

A Guide to Apprenticeship Levels and Pay

Apprenticeship Level Minimum Length of Programme

Relative Qualifications Typical Agenda for Change Pay Band the Apprentice will be working towards*

Level 2 12 months GCSE Grade A_C BTEC First Diploma

Band 2

Level 3 18 months A Levels BTEC Diploma

Band 3

Level 4 18 months BTEC Professional Diploma Higher Certificate

Band 4

Level 5 2 years Foundation Degree

Band 4+

Level 6 3 years+ Degree

Band 5+

Level 7 1 year + Masters /Postgraduate

Band 6+

*Indicative- there may be some instances where a deviation from this guidance is appropriate.

Apprenticeship qualification levels will be based on the job description and academic ability of the apprentice. Not all apprenticeship pathways offer all levels for example;

Healthcare Science is available at level 2, Level 4 and Level 6.

Healthcare Support is available at level 2, Level 3 and Level 5(nurse associate /assistant practitioner)

Apprenticeships are work based qualifications so it is essential the apprentice is able to apply the skills in their job role and demonstrate competence. Apprentices should be encouraged to achieve the highest level of training possible. Examples;

1. Band 2 healthcare assistant, apprentice would complete a level 2 apprenticeship for 12 months before moving on to the first point of the band 2 pay band once all performance measures had been met and qualification has been completed

2. Band 3 administrator, apprentice would complete a level 3 apprenticeship for 18 months (would need level 2 qualification or equivalent as an entry requirement) before moving on to the first pay point of the band 3 pay band once all performance measures had been met and qualification has been completed

3. Band 4 support worker, where a manager can commit to long term development programme, an apprentice could be taken on at level 2 and paid a band 2 apprentice salary for 12 months, progress to level 3 paid a band 3 apprentice salary for 18 months and then progress to a level 4 apprenticeship for 18 months moving on to the first pay point of the band 4 pay band once all performance measures had been met and qualifications completed.

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Appendix 3

Apprentice Recruitment Process

Procedure to follow once post has been authorised on Trac through TEECP

EP advertises vacancy on Apprenticeship website/ NHS Jobs and pre-screens potential candidates

RM agrees/shortlists candidates for interview, notifies RA

3 Week Turn Around

RA issues fixed term contract

EP provides list of potential candidates and CVs for interview to RA/RM

RM interviews candidates and gives feedback to RA regarding successful and unsuccessful candidates

RM sends completed advert template to RA/EP

EP invites candidates for interview and liaises with RM/RA to confirm attendance

RA completes pre-employment checks

2 Day Turn Around

Apprentice completes a local and organisational induction

Tutor will meet with Apprentice monthly with 12 weekly reviews which the manager should be involved in to agree development plans and progress

RM to manage Apprentice performance in line with probationary process and set objectives to ensure the Apprentice meets required standard for substantive post at end of training period

RM Recruiting Manager

RA Recruitment Admin

EP Education Provider

JD Job Description

PS Person Specification

Manager diarises to action permanent role

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Appendix 4 Apprenticeship Apprentice Name Manager Mentor Start Date Quarter One / Two / Three / Four Dates ________________________________________

Competencies Experiences / Training Dates completed Manager Sign Off Learner Sign Off

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Appendix 5

APPRENTICESHIP AGREEMENT

TEMPLATE

Further to the Apprenticeships (Form of Apprenticeship Agreement) Regulations1 which came into force on 6th April 2012, an Apprenticeship Agreement is required at the commencement of an Apprenticeship for all new apprentices who start on or after that date.

The purpose of the Apprenticeship Agreement is to:-

identify the skill, trade or occupation for which the apprentice is being trained; and

confirm the qualifying Apprenticeship framework that the apprentice is following.

The Apprenticeship Agreement is incorporated into and does not replace the written statement of particulars issued to the individual in accordance with the requirements of the Employment Rights Act 1996.

The Apprenticeship is to be treated as being a contract of service not a contract of Apprenticeship.

Apprenticeship Particulars:

Apprentice name:

Skill, trade or occupation for which the apprentice is being trained:

Relevant Apprenticeship framework and level:

Start date:

Estimated completion of learning date:

Study leave agreed prior to start date;

Signatories:

Apprentice: Date:

Employer: Date:

1 Apprenticeships (Form of Apprenticeship Agreement) Regulations 2012

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Appendix 6 Example Service Level Agreement

Education Provider Employer

This document forms the basis of a Service Level Agreement between (the education provider) and (the Employer) as detailed above. This Service Level Agreement sets out the regulatory requirements for employers to access and participate in Apprenticeship programmes.

1.1. This programme will be delivered by the education provider as the sole provider, and does not

involve any form of subcontracting arrangements. 1.2. The Employer agrees to provide opportunities for the employee to complete the Apprenticeship

programme which will include a combination of planned on and off the job learning opportunities, assessments and tests and planned visits to the work place by the education provider’s tutor.

1.3. The employee will be interviewed by a member of the education provider’s team and will be

provided with Information Advice and Guidance and initial assessment in preparation for induction to their Apprenticeship programme. The employee will also complete a Skills Scan which reflects the requirements of the Apprenticeship in relation to their job role.

1.4. A ‘Learning Agreement’ will be agreed with the employee and signed by the employer and a copy

stored in the electronic data system. 1.5. The employer will continue to pay wages or salaries during learning and assessment activities

including tests. 1.6. The employer will be provided with opportunities to assist in the monitoring and assessment of on-

the-job and off-the-job activities as agreed between the education provider and the employer. 1.7. Prior agreement of at least 6 weeks will be sought, from the employer or their representative, by

the education provider for all off the job learning and all tutor visits. 1.8. The employee will be allowed time to evidence their work-based competencies and knowledge

and meet with the education provider’s Tutor as agreed with the employee and employer. 1.9. The employer is required to maintain a record of absence concerning the employee. The

education provider will be kept informed of any prolonged unauthorised absence. 1.10. If required the employer will be given feedback after each Tutor visit. However the employer will

be invited to take part in the 12 week Formal Reviews of the employee’s progress. 1.11. The Apprenticeship programmes require apprentices to take a number of formal tests in ‘test

conditions’, therefore it is expected that employers will allow employees to be released for a minimum of 5 days over the duration of a 12 month programme.

1.12. Employers will not withhold wages or salaries for their apprentices at any time during delivery of

the work based Apprenticeship programme or when the apprentice has time out of the workplace to sit tests and examinations.

1.13. The employer will be notified in advance of the dates and times of tests and examinations for

apprentices.

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• Duration of Apprenticeship programmes are as follows: Intermediate Apprenticeship for a minimum of 12 months and Advanced Apprenticeships for approximately 18 months. Higher apprenticeships maybe longer than 18 months and will depend on the role.

2. APPRENTICESHIP RECRUITMENT 2.1. Where the education provider is requested to recruit an apprentice for the organisation the

following conditions apply: 2.1.1.1. Apprentices recruited through the Gov.com ‘Find an Apprenticeship’ service will be recruited for

the employer free of charge 2.1.2. The education provider will be the sole provider to deliver the full apprenticeship programme to

the apprentice at the initial level they enter the organisation on 2.1.3. Any concerns or feedback regarding the apprentice should be addressed to the Apprenticeship

Recruitment Manager 3. HEALTH AND SAFETY 3.1. The employer will comply with all relevant Health and Safety legislation and take the necessary

steps for securing the Health, Safety and welfare of the employee and sign relevant Health and Safety documentation, which ensures full compliance with the requirements of the Government funded Apprenticeship programme in order to safeguard apprentices.

3.2. A member of the Learner Employer Advisory Team in partnership with the employer will carry out

a review of Health and Safety procedures in the workplace. 4. SAFEGUARDING 4.1. The education provider will confirm their safeguarding lead and the employer will notify them of

any safeguarding concerns. Any safeguarding issues will be treated in line with employer policies . 5. CONTRACT OF EMPLOYMENT 5.1. Employers are required to issue a Contract of Employment (a written statement of employment

particulars) setting out the main terms of employment within two months of an employee starting work. The statement must include:

• Pay

• Hours of work

• Holiday entitlement

• Sick pay arrangements

• Notice periods

• Information about disciplinary and grievance procedures

6. APPRENTICESHIP AGREEMENT 6.1. The requirement for an Apprenticeship Agreement between an employer and an apprentice,

under the ASCL Act 2009 sections 32-36 came into force on 6th April 2012. An Apprenticeship Agreement is required at the commencement of the apprenticeship for all new apprentices.

6.2. The Apprenticeship Agreement must state that the apprentice will be undertaking an

Apprenticeship in a particular skill, trade or occupation.

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6.3. The Apprenticeship Agreement can be in the form of a written statement of particulars under the Employment Rights Act 1996; or a document in writing in the form of a Contract of Employment or a letter of engagement when the employer’s duty under the 1996 Act is treated as met.

6.4. Existing and new Contacts of Employment between the apprentice and the employer which meet

the Employment Rights 1996 Act will also meet the Apprenticeship Agreement requirements provided they include a statement (which may be an annex) setting out the skill, trade or occupation linked to a relevant recognised English Framework or Standard, issued by the appropriate Issuing Authority for which the apprentice is being trained and is explicit.

7. NATIONAL MINIMUM WAGE 7.1. Employers are required to ensure that they adhere to the requirements of the Minimum 7.2. National Wage where applicable. 8. EMPLOYER LIABILITY INSURANCE 8.1. The employer will ensure that the employee is covered by the Employer’s Liability Insurance. Any

accidents or incidents concerning the employee will be reported to the education provider immediately.

8.2. The employer will provide information regarding the Employer Liability Policy Number; Expiry Date

and Date of Next Risk Assessment. 9. EQUALITY 9.1. The education provider is committed to promoting equality and celebrating diversity. The aim is to

create an environment in which people treat each other with mutual respect. 9.2. Any issues of discriminatory treatment of the employee including bullying or harassment must be

reported to the education provider. 10. ROLES AND RESPONSIBILITES 10.1. The education provider will provide competent and qualified tutors to deliver the work based

apprenticeship programme and supply appropriate materials and learning resources to support the delivery of Apprenticeships.

10.2. The education provider will provide evidence of occupational competence of assessors. 10.3. The education provider will be responsible for all employment checks of assessors consistent with

NHS employer's guidance including up to date DBS checks (updated every 3 years) and provide evidence when requested.

10.4. Learning opportunities linked to the apprenticeship programme will be made available to the

employee whether in the form of a workbook, webinars, on-line activities or session workshops. 10.5. Career development support will be delivered by the education provider within the final three

months of the apprenticeship programme.

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10.6. All employees engaged in the Apprenticeship programmes will be visited by the education provider. This visit will provide Information, Advice and Guidance in order to complete an initial assessment, to identify the appropriate apprenticeship programme

10.7. A nominated tutor will be assigned to the employee and will visit the workplace to provide

feedback to the employee on initial assessment and deliver the Induction programme. Learning and assessment activities will be accessible to the employee and employer.

10.8. It is anticipated that the tutor will visit the workplace on a monthly basis to deliver the

apprenticeship programme. A more formal progress review will be conducted every 12 weeks and the line manager/employer will be provided with the opportunity to attend this quarterly review of progress.

10.9. The tutor will work with the employee to devise a Personal Learning Plan (PLP). A variety of

learning activities and assessment methods will be included in the PLP which will be agreed and personal to the employee. Wherever possible learning activities and assessment will be carried out with the minimum of disruption to the employer’s workplace. The tutor will work closely with management to facilitate this approach and plan visits and tutorials in accordance with the needs of the business.

10.10. When visiting the workplace, all the education provider’s staff will familiarise themselves with and

adhere to the employer’s Health and Safety policies. 10.11. The education provider will be responsible for managing all aspects of delivery and for

maintaining quality of the Apprenticeship Programme in line with this Service Level Agreement. 10.12. The education provider will, if required, be responsible for managing the local marketing of the

Apprenticeship programme together with the employer and for maintaining local relationships. Marketing may include briefings, events, and promotion of the qualifications via leaflets, posters and similar materials.

10.13. The education provider will provide training for the apprentice’s line manager and mentor where

required by the employer. 11. PERFORMANCE AND QUALITY MONITORING 11.1. This Service Level Agreement will formally be monitored on agreed timescales and reporting

mechanisms. 11.2. Employee data and feedback will be reviewed on a quarterly basis by the education provider and

any anomalies or concerns will be reported to the employer. 11.3. In the event of a tutor expressing any concerns regarding progress, the nature of their concerns

will be passed on to the employer for discussion. 11.4. The education provider recognises that all employees’ work remains the property of the employee

and as such every effort will be taken to ensure full confidentiality. 11.5. The education provider will report non- attendance of employees to the appropriate employer

representative. 11.6. Where an employer is not satisfied with progress or has any concerns about delivery they should

report their concerns to the education provider’s Key Contact who will investigate the employer’s concern and feedback the outcome of their investigation. Actions will be agreed with the employer to address the concerns.

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11.7. In the event of an employer not being satisfied with the outcome they will be invited to make a formal complaint in accordance with the education provider’s Complaint Procedure. All formal Complaints will be dealt with by the Apprenticeships Lead and a formal meeting arranged to address the issues in order to ensure employee and employer satisfaction.

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Appendix 7

Roles and Responsibilities

Apprentice

Follow organisational policies and process

Completing workplace tasks to the

expected standard

Behaving in line with Trust values

Attending all educational days and

completing coursework in a timely manner

Involving line manager in tutor meetings

Line Manager

Local induction and setting expectations

Daily line-management/supervision (as with

other staff)

Setting objectives and monitoring

performance

Meeting tutor with Apprentice to monitor

progress and ensure training is aligned with

workplace objectives

Role-modelling appropriate workplace

behaviour

Identifying a workplace mentor and

supporting that relationship if required

Mentor

Support the Apprentice in meeting their

objectives

Listen to the Apprentice and support them

with workplace concerns

Motivating and inspiring the Apprentice to

work towards their career goals

Role-modelling appropriate workplace

behaviour

Learning and Development & Education Leads

Support the induction of the Apprentice

Manage the relationship with the training

provider, addressing any concerns with

quality of training

Advise and support line manager or mentor

with any concerns about the Apprentice

Support the Apprentice with workplace or

training concerns

Link Apprentice with other

Apprentices/previous Apprentices to form a

support network

Tutor

Understands qualification requirements

and pre-assesses Apprentice’s

competence to determine appropriate

level and devise training plan

Liaise with Apprentice and line manager

to agree review meetings

Train the Apprentice on qualification

topics and assess competence against

qualification criteria

Feedback on performance to Apprentice

and manager

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Appendix 8

Table 1 - Checklist for new policies and procedures

Checklist Comments

Why is this policy/ procedure needed? Government policy changes mean that large public sector employers will need to meet targets on apprentice recruitment as well as pay in to an apprenticeship levy which is 0.5% of total pay bill

These policy changes represent a significant growth in apprentice numbers and a financial risk if levy funding is not utilised. A policy is essential to ensure fair and equitable treatment of apprentices, guidance for managers and existing staff.

Is there an existing policy/ procedure that covers this or could be modified to do so?

No

Who needs to be involved in drafting the document?

HR, Staff Side, L&D, Education.

Who needs to approve the document (Individual and/or groups)?

Policy Working Group, JNCC, TEC

Who is the author of this document? Apprentice lead

How will the use of this policy / procedure be monitored? Where and when will this be reported?

Reported to Trust education committee

What other policy/ procedure needs to be updated as a result of this document?

Capability

Annual leave

Non-Medical

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Appendix 9

Publication and communication checklist

To be completed for each document.

Title of document: Apprenticeship Policy

Date finalised: Dissemination lead: (print name and contact details)

Previous document already being used?

No

If yes, in what format and where?

Proposed action to retrieve out-of-date copies of the document:

To be disseminated to:

How will it be disseminated, who will do it and when?

Paper or electronic

Comments

Workforce and OD, Payroll, Finance and all Managers

Email communications Electronic

Date put on register / library of procedural documents

Date due to be reviewed April 2017

Disseminated to: (either directly or via meetings, etc.)

Format (i.e. paper or electronic)

Date disseminated

No. of copies sent

Contact details / comments

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Appendix 10

Camden & Islington NHS Foundation Trust Equality Analysis for Apprenticeship Policy Name of the policy / function / service development being assessed

Apprenticeship Policy

Briefly describe its aims and objectives: Aims to ensure all apprentices, managers and colleagues are treated fairly and equally with support and clear roles and responsibilities.

Directorate and Lead:

Evidence sources: DH, legislation. JSNA, audits, patient and staff feedback

Is the Trust Equality Statement present?

Yes

Protected Characteristic

(Equality Act 2010)

Identify negative impacts

What evidence, engagement or audit has been used?

How will you address the issues identified?

Identifies who will lead the work for the changes required and when?

Please list positive impacts and existing support structures

Age

None identified Positive impact opening up opportunities to all ages increasing diversity of age in entry

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Protected Characteristic

(Equality Act 2010)

Identify negative impacts

What evidence, engagement or audit has been used?

How will you address the issues identified?

Identifies who will lead the work for the changes required and when?

Please list positive impacts and existing support structures

level roles

Disability

Qualifications could be a barrier to applicants with learning disabilities

Work with education provider to offer additional support and reasonable adjustments

Education Provider

Access to work assessment Education provider resources and adjustments

Gender Reassignment

Data held about the staff member might change and the apprentice might feel uncomfortable sharing

Offer information about staff networks at apprentice induction Ensure Mentors and line managers are aware and up to date with equality training

LGBT group

Marriage and Civil Partnership

None identified

Pregnancy and maternity

Apprentice will need to register as a learner and SFA funding guidelines may mean that if the apprentice will not be at work to complete course requirements they may

If the Apprentice is pregnant the maternity policy and pay rights will still apply and they will be supported to either delay registration for their qualifications or to

Development will be open to pregnant staff

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Protected Characteristic

(Equality Act 2010)

Identify negative impacts

What evidence, engagement or audit has been used?

How will you address the issues identified?

Identifies who will lead the work for the changes required and when?

Please list positive impacts and existing support structures

have to delay registrations until they return

confirm a break in their studies.

Race

None identified

Religion or Belief

Study leave may fall on religious days and times

Work with the apprentice to design a learning delivery programme which meets their needs

Sex

None identified

Sexual Orientation

Data held about the staff member might change and the apprentice might feel uncomfortable sharing this.

Offer information about staff networks at apprentice induction Ensure Mentors and line managers are aware and up to date with equality training

LGBT group

Carers

Study leave and work and life commitments might make completion more difficult

Support apprentice through mentor, line manager and tutor to devise a personal

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Protected Characteristic

(Equality Act 2010)

Identify negative impacts

What evidence, engagement or audit has been used?

How will you address the issues identified?

Identifies who will lead the work for the changes required and when?

Please list positive impacts and existing support structures

learning plan. It is possible to apply for extensions on could length.

It is important to record the names of everyone who has contributed to the policy, practice, function, business case, project or service change.

Equality Analysis completed by: (please include every person who has read or commented and approval committee(s). Add more lines if necessary)

Role and organisation if appropriate Date