1. Contact the Warwick apprenticeship team:

We will be able to explore if the course is funded by the apprenticeship levy and whether or not we have an existing training provider for that programme or help identify one. If the apprenticeship is delivered by University of Warwick, they will be the training provider used. The apprenticeship levy fund will cover the cost of the training programme. Any other costs will need to be covered by the department, for example, travel (some are online programmes), equipment, professional registration.

If we do not have an existing Training Provider for the apprenticeship, we will need to find a new one. It is worth considering your ideal delivery model of the apprenticeship (would you prefer online, in person etc). The cost will need to be agreed for the course and there is a maximum amount that can be paid for each apprenticeship. The apprenticeship levy can cover up to the maximum costLink opens in a new window allowed for the apprenticeship. Note: the apprenticeship levy does not cover travel, equipment or professional registration.

Once the training provider has been selected, the provider will need to complete the Warwick Data Processing Agreement and Warwick Supplier Assurance Questionnaire. The Warwick Apprenticeship Team will confirm if this documentation has been completed previously by the supplier. The training provider will also need to issue a contract to Warwick. This documentation will need to be collated by the line manager, along with an FP11 form (signed by a budget holder in your team even though the apprenticeship levy will cover the cost of the learning programme) and sent to the Warwick Legal Team for review. Note: The contract can only be signed by a Finance Director, the Warwick Legal team will arrange this.

2. Develop a job description

The job description will set out the duties and the skills required for the role. Discuss with your HR Manager/Business Partner which apprenticeship course may be suitable for this role. The job description will need to be reviewed and signed off in line with the University recruitment process. Note: there is criteria regarding who can be funded for an apprenticeship Link opens in a new windowand this link and details should be included in the advertisement.

An apprentice will have either a fixed-term apprenticeship or permanent contract and will be a University of Warwick staff member. Note: the fixed term contract must be longer than the duration of the apprenticeship. Apprentices can either be assigned the Warwick apprenticeship paygrade or the Warwick staff paygrade. For example, if it is a senior role, with an apprenticeship programme attached, you would most likely offer the paygrade that the job description was awarded when reviewed by the HR job evaluation panel, which would mean the role is competitive in the marketplace, and will attract the best candidates. For entry level roles (grades 2-3), the apprenticeship paygrade is often used. This must be discussed with your HR Business Partner.

3. Advertise

Vacancies will be added to the Warwick vacancies webpage via the HR team. You can also share the vacancy on the National Apprenticeships WebsiteLink opens in a new window which the training provider will do free of charge.

Note: there is criteria regarding who can be funded for an apprenticeshipLink opens in a new window Link opens in a new windowand this link and details should be included in the advertisement.

4. Shortlisting

You can request the training provider support this (This is included in the apprenticeship levy so there is no charge). Shortlisting should follow the usual Warwick process. Often for entry level roles, you will be looking for their enthusiasm for the opportunity rather than their previous experience. Note: If a applicant has completed a similar subject area qualification, they may not be eligible to complete the apprenticeship. You will need to contact the Training Provider for advice on whether or not they would be able to access funding for this apprenticeship if they were successful for the role.

5. Interview and selection

Interviews should be carried out following the usual Warwick guidance. You may wish to ask the training provider to sit on the interview panel, or to assist with selection methods.

6. Appoint

Once you have completed the selection and identified your chosen candidate(s), please inform the apprenticeships team and training provider of the outcome. You will need to follow the usual Warwick process for appointing a new member of staff. The new staff member will also need to complete a learning review with the training provider to map out their apprenticeship programme and sign a commitment statement (supplied by the training provider). Once this statement is sighed, please send a copy to the apprenticeship team along with the apprenticeship setup form and the signed copy of the training provider contract. This form contains the staff members date of birth, therefore it needs to be emailed to staffapprenticeships@warwick.ac.uk using an encrypted format for example, Warwick File sharing.

The Apprentice team will then process the payments for the apprenticeship to the training provider.

7. Starting

The apprentice will need to attend all the usual Warwick induction activities and will also be invited to a Warwick Apprentice Induction. They will also be added to the Warwick Apprenticeship Community Group (using MS Teams). This group have regular community cafes and are a supportive network of staff who are all completing their apprenticeship while working at Warwick.