Apprenticeship process for new members of staff

1. Contact the Warwick apprenticeship team:

We’ll help confirm if the course is levy-funded and whether there’s an existing training provider. If the apprenticeship is delivered by the University of Warwick, they will act as the provider. The levy covers training costs; departments are responsible for other expenses like travel, equipment, and professional registration.

If there’s no current provider, we’ll help identify one. Consider your preferred delivery method (online, in-person, etc.). Costs must be agreed and cannot exceed the funding cap. The levy only covers training costs—not additional expenses, for example, travel, professional registration or equipment.

Once a provider is selected, if it is a new provider, they must complete Warwick’s Data Processing Agreement, Supplier Assurance Questionnaire, and issue a contract. The line manager must collate this documentation, along with a signed FP11 form, and send it to the Legal Team using the following link. Only a Finance Director can sign contracts—Legal will arrange this.

Allow at least 4 weeks for this process before the apprenticeship starts.

The contract schedule document (which details the specific apprenticeship and cost details for each learner) is signed by the Warwick Staff apprenticeship lead by emailing staffapprenticeships@warwick.ac.uk

2. Develop a job description

The job description should outline the role’s duties and required skills. Speak with your HR Manager/Business Partner to identify a suitable apprenticeship course. The job description must be reviewed and approved per the University’s recruitment process. Include the eligibility criteria and relevant link in the advert.

Apprentices can be hired on a fixed-term (longer than the apprenticeship duration) or permanent contract, and will be University staff.

Paygrades depend on the role:

• Senior roles: usually follow standard staff paygrades (based on HR evaluation).

• Entry-level roles (grades 2–3): often use the apprenticeship paygrade.

Discuss pay and contract type 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. We suggest the following statement is added to the advert:

To be eligible to apply for this position, you must meet the funding criteria for the apprenticeship. Please refer to this document for more information - Apprenticeship funding rules 2024 to 2025

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.