Recruiting an apprentice

The Recruitment Process

Recruiting an apprentice process
  • The recruitment process for hiring an apprentice is often easier because many training providers will take care of the initial stages of recruitment once you have the job description and vacancy approval completed. If you are thinking of hiring an apprentice get in touch with the Apprenticeships Manager (Step 1) to discuss the job description and the skills framework that will meet your department's requirements. There may already be an existing apprenticeship job description that would suit your vacancy.
  • The job will be advertised (Step 2) as usual on the university website and on your own website if you choose so. It will also be listed on the Government Apprenticeship website by the training provider and this is where the applications are made.
  • Once the vacancy has closed, the training provider will test the candidates and shortlist for you (Step 3).
  • You will receive a shortlist of suitable candidates for interview and selection (Step 4).


To make recruiting as easy as possible we have developed a range of Apprenticeships specific documents such as job descriptions and contracts (fourth tab). These have been approved by gradings and central policy unit and simplify the whole process. 


Additional information about the existing types of apprenticeships can be found on the government website.

Please also remember to use the Appprenticeships Quick Reference Guide for using HRIS/Core.

Budgeting for an Apprentice

Apprenticeships are coordinated by Personnel Services and are funded by the Apprenticeship Levy which means there are no additional costs to departments for the training.

Details of how the Apprenticeship levy works can be found here


Additionally, your department will normally be responsible for the following:   

  •     Provision of the relevant books and equipment that the apprentice needs
  •     Travel expenses incurred by the apprentice to attend their training course(s) (when these are over and above the costs of their normal travel to work)


Apprentices join on a fixed term contract for the length of the apprenticeships. At the end of each apprenticeship, you can appoint the corresponding apprentice directly onto a role or end the fixed term contract.

To ensure that all staff are treated equally it is important that there is a clear and agreed salary progression framework that applies to all apprentices (except for existing staff). Therefore there is an agreed and standardised reward system which starts at Apprenticeship Grade 1 in the first year and rises annually to Apprenticeship Grade 4.

Details of the current Apprenticeship grades can be found here

Training for Supervisors

Becoming an Apprenticeship supervisor can be a rewarding experience for members of your staff on both a personal and a professional level.


A one day training session for mentors and supervisors is available and organised by the Apprenticeships Team. Delivered at locations around the university by external professional trainers, it is available at least termly and at minimal cost. If someone in your team has been identified as a potential supervisor they are encouraged to take this course. Please check our eventbrite page or contact the University Apprenticeships Manager for further details. 

Next date announced: 19 September, click here to register (password: universityapprenticeships)!


It is also really useful for an apprentice to have a mentor. A member of staff who has previously been an apprentice is ideal for this role. 

Basic information about the mentoring role can be found in the following document, but any staff who have the responsibility of supervising an apprentice is strongly encouraged to attend the training mentioned above.


Mentoring Guidelines

Useful Templates

Click the link below to find templates which will help you through the recruitment process. These include:



View Template Documents       

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