Apprenticeship Policy · 2019-02-08 · Apprenticeship Policy Page 5 of 30 1.6. The Apprenticeship...

Apprenticeship Policy

V1.0

April 2018


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Summary.

Can the organisation deal effectively in the short/medium term without an experienced person in this role?

Could the job/role description be amended

to accommodate an apprentice?

No Yes

Role may be suitable for an apprentice.

Contact Learning and Development

Yes No

Contact HR practitioner to see

whether suitable JD already exists or use template to write job

description and specification

Yes No

The role may not be suitable for an apprentice.

Contact Learning & Development

Is the role planned to last for at least 12 months?

YesNoContact Learning and Development

Recruit following Trust recruitment approval process

Is the job for at least 30 hours per week?

Yes

Recruit using Values Based Recruitment

Release for 1 day week training with a

local training provider

Yes

Agree an Apprenticeship Pathway with Learning & Development, who

will source and liaise with a training provider

Complete request to advertise form and submit following Trust recruitment approval process


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Table of Contents

Summary. ............................................................................................................................ 2

1. Introduction ................................................................................................................... 4

2. Purpose of this Policy/Procedure .................................................................................. 5

3. Scope ........................................................................................................................... 6

4. Definitions / Glossary .................................................................................................... 7

5. Ownership and Responsibilities .................................................................................... 7

5.1. Role of the Trust Board ....................................................................................... 7

5.2. Role of Associate Directors and Human Resources (HR) Business Partners 7

5.3. Role of Recruiting Managers .............................................................................. 7

5.4. Role of Line Managers .......................................................................................... 8

5.5. Role of Learning & Development ........................................................................... 9

5.6. Role of Apprentices ............................................................................................... 9

6. Standards and Practice .............................................................................................. 10

6.1. Existing staff undertaking Apprenticeship Standards ........................................... 10

6.2. Off-the-job training ............................................................................................... 10

6.3. Pay arrangements ............................................................................................. 11

6.4. Prevent Strategy ................................................................................................ 13

6.5. Health and safety ............................................................................................... 13

7. Dissemination and implementation ............................................................................. 13

8. Monitoring compliance and effectiveness ................................................................... 13

9. Updating and Review .................................................................................................. 14

10. Equality and Diversity .............................................................................................. 14

10.1. General statement .......................................................................................... 14

10.2. Equality Impact Assessment ......................................................................... 14

Appendix 1. Governance Information ................................................................................ 15

Appendix 2. Initial Equality Impact Assessment Form ....................................................... 17

Appendix 3. Job description sample template .................................................................... 20

Appendix 4. Apprenticeship Standards .............................................................................. 25

Appendix 5. Entry and progression .................................................................................... 26

Appendix 6. Process for existing staff ................................................................................ 27

Appendix 7. Study leave request form ............................................................................... 28

Appendix 8. Apprentice recruitment checklist for managers .............................................. 30


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1. Introduction 1.1. The Government has continued to prioritise the national apprenticeship programme as a way of raising the skills of the workforce, as set out in English Apprenticeships: Our 2020 Vision https://www.gov.uk/government/publications/apprenticeships-in-england-vision-for-2020 1.2. Demographic factors present a real challenge for the health and the social care sector in the coming decade. Apprenticeships are fundamental to providing both skills development for existing staff and attracting future workforce to the Trust. Apprentices contribute to increased productivity, greater staff retention and a more highly skilled and motivated workforce for the future. 1.3. There are economic and social drivers for employing apprentices, including:

the ability to attract a diverse group of people to apply for roles that they

may not have previously considered. This meets the Trust’s social responsibility

employing younger people which enables the organisation to ‘grow your

own’ workforce for the future and support effective succession planning

fully trained staff being more productive; reduced staff turnover and improved retention

ensuring that existing staff have the right skills to be able to deliver

excellent care

providing development opportunities for current staff to facilitate career progression and succession planning.

1.4. Apprenticeships are available at three main levels: intermediate level apprenticeship (level 2) – equivalent to five A*-C

GCSEs

advance level apprenticeship (level 3) – equivalent to two A-levels higher level apprenticeships, including:

o level 4 equivalent to Diploma o level 5 equivalent to Foundation Degree o level 6 equivalent to Bachelor’s Degree o level 7 equivalent to Master’s Degree.

1.5. Apprenticeships can be utilised as a path to recruit new staff or for the development of the existing workforce.


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1.6. The Apprenticeship Levy, payable from April 2017, will mean a step change in apprenticeship numbers and quality. This delivers on the Government’s commitment of increasing apprenticeship numbers to three million by 2020.

1.7. Employers who have a pay bill of over £3 million will be required to pay into the levy. The rate will be set at 0.5% of the employer pay bill (based on numbers of staff paying national insurance contributions) which will be collected monthly via PAYE. This funding will be available to pay for apprenticeship training via the Digital Apprenticeship Service. 1.8. In addition the Government has a public sector target: 2.3% of the headcount should be apprentices.

2. Purpose of this Policy/Procedure 2.1. This policy supports and fulfils the key objectives and mandates set out in Health Education England National Strategic Frameworks, Talent for Care and Widening Participation, a copy of which can be accessed via the Health Education England website at: https://hee.nhs.uk/our-work/talent-care-widening-participation 2.2. This policy sets out the strategic direction for development of apprenticeships throughout the Trust.

2.3. The aim of this policy is:

to increase the number of existing staff accessing recognised

apprenticeships (see Appendix 4) as part of continued professional and personal development

to ensure that apprentices are recruited and treated fairly within the workplace, recognising that some may be under the age of 18 and therefore recognising the Trust’s safeguarding responsibilities to these individuals, and ensuring that apprentices have focused career pathways

to significantly increase the number of apprentices being recruited into the

Trust, in order to maximise the use of the national levy for local workforce development. This will be achieved by:

o developing divisional workforce plans with the intention that apprentices form a more integral part of these plans

o supporting recruiting managers to identify those roles that can potentially be converted into apprentice posts

o supporting managers with developing and designing new

approaches to recruiting and selecting apprentices

o improving awareness of the value and benefit of recruiting apprentices


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o promoting understanding of apprenticeships available and their levels (see Appendix 5 for an example of progression of apprenticeships):

level 2 for intermediate level apprenticeships level 3 for advanced level apprenticeships level 4 for higher apprenticeships equivalent to an NVQ level

4 or foundation degree level 5 for foundation degree level apprenticeships level 6 for bachelor degree level apprenticeships level 7 for master degree level apprenticeships

o building Apprenticeship Standards into career pathways

predominantly, but not exclusively for those in Bands 1-4 roles. Provide information, advice and guidance to managers and staff on the range of apprenticeship standards that can be instrumental in development and career progression

o liaising with Health Education England, skills sectors and other associated professionals in the further development of trailblazer standards as appropriate, particularly apprenticeships at level 4 and above

o maximising funding opportunities

o expanding the provision of clinical healthcare associated

apprenticeships at levels 2, 3 and 5 (there is currently no agreed apprenticeship standard at level 4)

o working closely with subcontractors to support, inform and, where

appropriate, work collaboratively to increase apprenticeship opportunities

o developing an Apprenticeship Forum that will enable apprentices to

come together, share experiences and foster a level of peer support. This will also enable the organisation to monitor progress of achievement and seek feedback about the quality of the apprenticeship being delivered

o supporting the Talent for Care Strategy and Partnership Pledge,

ensuring appropriate development for all staff by increasing take up of apprenticeship programmes.

2.4. The Trust will register with the national Digital Apprenticeship Service to manage the funding of apprenticeship training in line with national policy.

3. Scope 3.1. This policy applies to apprentices, recruiting managers and all staff working in clinical and non-clinical roles. 3.2. This policy also applies to those who are involved in workforce planning; role redesign and skills development, in particular Associate Directors and Human Resource Business Partners.


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4. Definitions / Glossary Apprentice – a member of staff who is employed by the Trust on a

minimum of 30 hours. Whilst working, the apprentice will undertake a recognised apprenticeship standard.

Apprenticeship Standard – a recognised qualification, linked to specific roles, which meets the requirements of the Specification of Apprenticeship Standards for England.

Subcontractors – those companies that have been contracted to deliver

services on behalf of the Royal Cornwall Hospitals NHS Trust. Health Education England - an organisation set up by NHS England to

support and work with NHS Trusts to deliver high quality education and training across England.

5. Ownership and Responsibilities

5.1. Role of the Trust Board The Trust board is responsible for: ensuring that the Talent for Care and Widening Participation Pledge is

signed, taking reasonable steps to provide support for its implementation recognising and valuing the role of apprentices within the Trust.

5.2. Role of Associate Directors and Human Resources (HR) Business Partners Associate Directors and HR Business Partners are responsible for:

developing workforce plans that clearly identify the numbers and associated roles that apprentices will be recruited into

ensuring the target set in workforce plans is being met ensuring that the appropriate level of supervision, mentoring and release

of training is in place to support the apprentice promoting Apprenticeship Standards as a valued option to support the

development of staff.

5.3. Role of Recruiting Managers Recruiting managers are responsible for:

giving due consideration to recruiting apprentices when band 1-4 roles become vacant ensuring that recruitment targets set in workforce plans are being met

seeking support and guidance from their HRBPs and Learning & Development when undertaking workforce re-design to consider the role of apprentices

submitting a post using the Vacancy Review and Request to Recruit process (more information on this process can be found in the Trust’s Recruitment Policy) once an apprentice position has been identified. (Apprenticeships are advertised and recruited through the standard Trust recruitment process. In addition the apprenticeship vacancy will be advertised on the National Apprenticeship Service and local websites)

ensuring that recruitment of apprentices is in line with the Trust’s policy on


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Equality, Inclusion and Human Rights specifically ensuring that applicants with protected characteristics are not discriminated against

ensuring that any young people employed as apprentices are supported in line with Trust policy

supporting longer term career opportunities for apprentices, including supporting the apprentice to apply for any vacant positions that are available at the end of the apprenticeship programme.

5.4. Role of Line Managers Line managers are required to:

follow the agreed process for the recruitment of apprentices (see Appendix 8 for Apprentice Recruitment Checklist) ensuring that:

o the contracted hours for the post is at least 30 hours per week o the role will receive the level of supervision and mentoring required o there is an appropriate Apprenticeship Standard that fits the role o the apprentice is recruited in line with the Trust’s recruitment policy o the opportunities for existing staff to undertake an apprenticeship

programme as part of their development are recognised liaise with Learning & Development throughout the recruitment process to:

o complete the application for apprenticeship training, informing start and end dates of the apprenticeship contract

o identify the appropriate apprenticeship and individual modules with the training provider

o ensure the apprenticeship is advertised through the national apprenticeship service as well as through NHS Jobs (See Appendix 3 for sample Job Description)

alert and discuss any concerns with the progress or performance of the apprentice

ensure that the apprentice is released for 20% off-the-job training and provided with appropriate time, support and supervision to complete their studies

ensure that the apprentice is allocated the appropriate work tasks to enable the requirements of the Apprenticeship Standard to be met

manage the apprentice in line with the Trust’s employment policies and procedures. Inform and seek advice from HR if there are any performance issues arising during the apprenticeship contract

where possible, on completion of the apprenticeship, support the apprentice to gain employment within the Trust and, if this is not possible, within the wider health and care sector

ensure that the apprentice is supported in the work place, ensuring they are not subject to any discrimination or work place bullying. This will include ensuring the team are aware of the role of the apprentice and the implications this may have for the team. Where the apprentice is a young person, ensuring they receive appropriate support within the workplace, recognising they may have additional needs

be mindful that: o a young person under the age of 18 years and those under the age of

24 years, who have left care, are safeguarded under the Children’s Act 2004. The Child protection and safeguarding policy and procedures, provides full details of the Trust’s obligation to protect those who fall into this category

o a young person will need the support and supervision to develop the work skills and behaviours that are required for the role


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o young people, due to limited life experiences, are particularly vulnerable to emotional upset and risk of injury. They may: find particular situations and environments challenging so may

require additional support encounter unfamiliar risks from the jobs they will be doing and

from the working environment may lack experience or maturity or may be unaware of how to

raise concerns may not have reached physical maturity and therefore lack the

strength demanded ensure that any concerns or disclosures of suspected abuse are escalated in

line with the above Trust policy.

5.5. Role of Learning & Development Learning & Development will:

work closely with directorate and service managers, HR Business Partners and other recruiting managers to identify those roles that can be converted into apprenticeship posts

assist managers with on-going support with the recruitment of apprentices assist managers with identifying suitable learning and development

opportunities to further develop staff where appropriate, identify and commission Apprenticeship Standards with

external training providers continue with the provision of clinical healthcare associated apprenticeships at

levels 2, 3 and 5 (currently level 4 is not available) track, monitor and manage compliance of those on apprenticeship

programmes and take appropriate action to maximise retention and success rates

promote the value and benefit of recruiting apprentices and ensure that managers and staff are informed of all the apprenticeship programme opportunities

offer information, advice and guidance to members of staff prior to undertaking an apprenticeship programme.

5.6. Role of Apprentices Apprentices will:

be selected using the Trust’s Recruitment Policy, including all relevant pre-employment checks

be employed on a contract that reflects the time required to compete the Apprenticeship Standard being undertaken. The minimum contract time is 15 months for the apprenticeship but the apprentice should be supported to apply for vacant positions at the end of the apprenticeship

commit to the completion of the Apprenticeship Standards be managed in line with Trust policies and procedures, training agreement and

contract of employment adhere to all Trust policies and procedures and act in accordance with Trust

Values and Behaviours attend all time-tabled study days and inform the manager if unable to do so complete assignments and any allocated work within the time specified alert their manager if experiencing any difficulties that may affect progress on

the programme.


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Performance that is below the expected standard with be managed using Trust policies and procedures.

6. Standards and Practice

6.1. Existing staff undertaking Apprenticeship Standards 6.1.1 Apprenticeships are available for all staff regardless of age, banding or role and thus should, where possible, be viewed as the preferred learning and development solution for staff. Apprenticeships meet the development needs of staff wishing to further develop within their roles or those seeking promotion and a change in role. Apprenticeships are particularly appropriate when new roles are being developed and there is a significant development of skills. 6.1.2 Gaining a relevant apprenticeship can be stipulated as part of the job description or, alternatively, can be identified through the Personal Development Review (PDR) process (see the Trust’s Appraisal and Pay Progression Policy).

6.1.3 The application process for existing staff to undertake an apprenticeship can be found as Appendix 6.

6.1.4 Staff and their line manager will be required to sign a learning contract and agree to:

o attend all the required off-the-job training o complete assessment plans within the required time-scale o complete the apprenticeship within the time-scale set.

6.1.5 A commitment statement is also required. This states how the employer will support the achievement of the apprenticeship. This must be signed by the apprentice, their employer and the main provider. 6.1.6 Release for training will be negotiated with the manager in line with the Study Leave Policy for RCHT Staff (Non-Medical). Note: at least 20% of the learner’s time must be released to complete an apprenticeship.

6.1.7 The process for existing staff can be found in Appendix 6. To request study leave the Study Leave Request Form must be completed and submitted to the manager (see Appendix 7).

6.2. Off-the-job training 6.2.1. The Education and Skills Funding Agency define off-the-job training as ‘learning which is undertaken outside of the normal day to day working environment and leads towards the achievement of the apprenticeship’. Apprenticeship funding: rules and guidance for employers V2 March 2017. 6.2.2. This could include:

o teaching of theory (eg lectures, role play, simulation, on-line learning


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o practical training: shadowing; mentoring; demonstration and practice of clinical skills prior to assessment

o learning support and time spent writing assessments/ assignments.

6.2.3. Off-the-job training does not include:

o studying for English and Maths qualifications o progress reviews or on-programme assessment needed for the

apprenticeship training that takes place outside of the apprentice’s paid working hours.

6.3. Pay arrangements 6.3.1. Payment for new apprentices from 1st April 2018

Apprentices for roles within the scope of the Agenda for Change agreement will normally be employed on contracts incorporating the NHS Terms and Conditions of Service and associated equal pay requirements. Typically, apprentices develop their knowledge and skills significantly during a period of time. Given the significant change in knowledge and skills during the training period the use of job evaluation is not appropriate. Pay should be determined as a percentage of the pay for qualified staff (unless the national minimum wage is greater - see section 6.3.2). For these apprentices, where periods of training last for between one and four years, pay will be adjusted as follows:

(i) up to 12 months prior to completion of training: 75% of the pay band minimum for the fully qualified rate

(ii) more than one but less than two years prior to completion of training: 70% of the pay band minimum for the qualified rate

(iii) more than two but less than three years prior to completion of

training: 65% of the pay band minimum for the qualified rate

(iv) more than three years from completion of training: 60% of the pay band minimum for the qualified rate.

On assimilation to the pay band, following completion of training, the apprentice should enter either on the first pay point of the appropriate pay band or the next pay point above their training salary. Example 1 An apprentice on a four-year programme that may progress into a Band 5 role.

Year 1 60% Year 2 65% Year 3 70% Year 4 75% On completion First pay-point in Band 5 that

delivers an increase in pay


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Example 2 An apprentice on a two-year programme that may progress into a Band 5 role.

Year 1 70% Year 2 75% On completion First pay-point in Band 5 that

delivers an increase in pay For apprenticeships of more than 12 months, percentage increase in pay will be subject to satisfactory performance in accordance with the Trust’s Appraisal and Pay Progression Policy. Any issues of concern regarding performance should be brought to a staff member’s attention as soon as the issue becomes apparent and corrective action should be taken in accordance with the appropriate Trust policy.

Please note: existing apprentices currently within the organisation at the date of publication of this policy will continue to be paid at the pay rate agreed with them on appointment. 6.3.2. Changes to National Minimum/Living Wage

The national minimum wage (NMW) is dependent on age and the rate is reviewed every October.

Further information and up-to-date rates can be obtained by following the link below: https://www.gov.uk/national-minimum-wage-rates

Apprentices aged 19 or over who have completed the first year of an apprenticeship are eligible for the full NMW/NLW for their age.

If an increase of salary from a percentage of the pay band (see Section 6.3.1 above) to the national minimal/living wage is required, the manager will be required to complete and submit a Contract Amendment Form via normal Trust processes to effect this change. 6.3.3. Payment for existing staff undertaking an apprenticeship

Existing staff who undertake an apprenticeship while continuing in their current role and area will continue to be paid at their substantive rate whilst completing their apprenticeship. If an existing member of staff applies for an apprenticeship as part of a new role then the pay arrangements for new apprentices (see Section 6.3.1) will apply.


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6.4. Prevent Strategy 6.4.1. The threat from violent extremism in this country is real and substantial. It can involve the exploitation of vulnerable adults and children to involve them in criminal acts of violence and terrorism. 6.4.2. The aim of the Prevent strategy seeks to provide an early intervention/prevention strategy for professionals who work with those who may be vulnerable to the messages of violent extremism. Healthcare organisations and front-line workers need to have the mechanisms and interventions in place to support an individual being exploited and to help them to move away from terrorist-related activity.

6.4.3. For further information see your local policies and Building Partnerships, Staying Safe: The health sector contribution to HM Government’s Prevent strategy: guidance for healthcare organisations https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/215253/dh_131912.pdf and A protocol for Working with Adults and Young People who are Vulnerable to Violent Extremism and Terrorism.

6.5. Health and safety 6.5.1. The Trust is committed to ensuring the safety of all persons who undertake work, paid or unpaid, for or with the Trust, including young people. 6.5.2. The Trust is aware of the additional risks that may follow as a consequence of the employment of young people and will take all measures necessary to minimise those risks so far as is reasonably practicable.

6.5.3. Details of how this will be achieved can be found in the Health & Safety Policy, Procedure & Guidance for the Safe Management of Young People in the Work Environment.

7. Dissemination and implementation 7.1. This policy will be disseminated to all Trust staff members via the document library. 7.2. The Learning & Development team will hold a number of events to inform Trust staff. Regular information and advertising will be circulated using RCHT communication systems.

8. Monitoring compliance and effectiveness Element to be monitored

Numbers of apprentices being recruited into the Trust against targets set

Number of existing staff signing up to undertake Apprenticeship Standards

Lead Lead Vocational Educator

Tool Reporting to Operational Workforce Group Health Education England reporting system Monthly reports from training providers Learning & Development (City & Guilds Assessment Centre


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reports) Frequency Quarterly Reporting arrangements

Quarterly report sent to Health Education England Monthly

Acting on recommendations and Lead(s)

Director of HR and OD

Change in practice and lessons to be shared

Required changes to practice will be identified and action taken within three months. A lead member of the team will be identified to take each change forward where appropriate. Lessons will be shared with all the relevant stakeholders.

9. Updating and Review 9.1. This policy will be reviewed by the Lead Vocational Educator no less than every three years unless an earlier review is required. 9.2. Revisions can be made ahead of the review date when the procedural document requires updating. Where the revisions are significant and the overall policy is changed, the author should ensure the revised document is taken through the standard consultation, approval and dissemination processes.

9.3. Where the revisions are minor, e.g. amended job titles or changes in the organisational structure, approval can be sought from the Executive Director responsible for signatory approval, and can be re-published accordingly without having gone through the full consultation and ratification process.

9.4. Any revision activity is to be recorded in the Version Control Table as part of the document control process.

10. Equality and Diversity

10.1. General statement Royal Cornwall Hospitals NHS Trust is committed to a Policy of Equal Opportunities in employment. The aim of this policy is to ensure that no job applicant or employee receives less favourable treatment because of their race, colour, nationality, ethnic or national origin, or on the grounds of their age, gender, gender reassignment, marital status, domestic circumstances, disability, HIV status, sexual orientation, religion, belief, political affiliation or trade union membership, social or employment status or is disadvantaged by conditions or requirements which are not justified by the job to be done. This policy concerns all aspects of employment for existing staff and potential employees.

10.2. Equality Impact Assessment The Initial Equality Impact Assessment Screening Form is at Appendix 2.


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Appendix 1. Governance Information

Document Title Apprenticeship Policy

Date Issued/Approved: October 2017

Date Valid From: 2 May 2018

Date Valid To: 2 May 2021

Directorate / Department responsible (author/owner):

Human Resources Helen Lynch, Lead Vocational Educator

Contact details: 01872 256849

Brief summary of contents Guidance on the process of recruiting apprentices and responsibilities of managers and apprentices

Suggested Keywords: Apprentice, apprenticeship

Target Audience RCHT CFT KCCG

Executive Director responsible for Policy:

Director of Human Resources and Organisational Development

Date revised: N/A

This document replaces (exact title of previous version):

New document

Approval route (names of committees)/consultation:

Joint Consultative and Negotiating Committee (JCNC)

Divisional Manager confirming approval processes

Helen Lewis Head of Learning and Development

Signature and name of JCNC Chair or nominated deputy

Signature of Executive Director giving approval

Original signed

Publication Location (refer to Policy on Policies – Approvals and Ratification):

Internet & Intranet Intranet Only

Document Library Folder/Sub Folder

Human Resources

Links to key external standards

Related Documents:

Appraisal and Pay Progression Policy Capability Policy and Procedure Child Protection and Safeguarding Policy Disciplinary Policy and Procedure


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English Apprenticeships: Our 2020 Vision Equality, Inclusion and Human Rights

Policy Recruitment Policy Study Leave Policy Talent for Care Strategy 2014 Widening Participation

Training Need Identified? No

Version Control Table

Date Version

No Summary of Changes

Changes Made by (Name and Job Title)

April 2018 V1.0 Initial Issue Helen Lynch Lead Vocational Educator

All or part of this document can be released under the Freedom of Information Act 2000

This document is to be retained for 10 years from the date of expiry.

This document is only valid on the day of printing

Controlled Document

This document has been created following the Royal Cornwall Hospitals NHS Trust Policy on Document Production. It should not be altered in any way without the

express permission of the author or their Line Manager.


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Appendix 2. Initial Equality Impact Assessment Form

Name of the strategy / policy /proposal / service function to be assessed

Apprenticeship Policy Directorate and service area: Human Resources

Is this a new or existing Policy? New

Name of individual completing assessment: Helen Lynch

Telephone: 01872 256489

1. Policy Aim*

Who is the strategy / policy / proposal /

service function aimed at?

To ensure that each directorate actively recruits apprentices into identified posts and that existing apprentices are provided with opportunities to undertake apprenticeship qualifications to further develop skills. Would it be helpful to add anything here about encouraging existing staff?

2. Policy Objectives*

Increasing the number of apprentices being recruited To clarify the responsibilities of managers To engage more staff to undertake apprenticeship qualifications.

3. Policy – intended Outcomes*

Increase number of apprentices in post Increase number of exiting staff undertaking apprenticeships

4. *How will you measure the

outcome?

Please see Section 8 of the policy entitled “Monitoring compliance and effectiveness”.

5. Who is intended to benefit from the

policy?

New recruits, existing staff, patients and the Trust.

6a Who did you consult with b). Please identify the groups who have been consulted about this procedure.

Workforce Patients Local groups

External organisations

Other

x x

Please record specific names of groups JCNC Apprentices Working Group

What was the outcome of the consultation?

No concerns were raised regarding equality per se. The concerns raised regarding rate of pay could potentially apply to all apprentices regardless of protected characteristic.


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Are there concerns that the policy could have differential impact on: Equality Strands: Yes No Unsure Rationale for Assessment / Existing Evidence Age Working hours for those who are under 18 years are

governed by Employment Law.

Sex (male, female, trans-gender / gender reassignment)

Race / Ethnic communities /groups

Where appropriate uniforms will be adapted.

Disability - Learning disability, physical impairment, sensory impairment, mental health conditions and some long term health conditions.

Where appropriate reasonable practicable adaptions will be made. During a period of long term sickness absence, the learner will be entitled to a break in learning.

Religion / other beliefs

Marriage and Civil partnership

Pregnancy and maternity

During the period of maternity leave the learner will be entitled to a break in learning.

Sexual Orientation, Bisexual, Gay, heterosexual, Lesbian

You will need to continue to a full Equality Impact Assessment if the following have been highlighted:

You have ticked “Yes” in any column above and

No consultation or evidence of there being consultation- this excludes any policies which have been identified as not requiring consultation. or

Major this relates to service redesign or development

8. Please indicate if a full equality analysis is recommended. Yes No

9. If you are not recommending a Full Impact assessment please explain why.

7. The Impact Please complete the following table. If you are unsure/don’t know if there is a negative impact you need to repeat the consultation step.


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Signature of policy developer / lead manager / director Helen Lynch

Date of completion and submission March 2018

Names and signatures of members carrying out the Screening Assessment

1. 2. Human Rights, Equality & Inclusion Lead

Keep one copy and send a copy to the Human Rights, Equality and Inclusion Lead c/o Royal Cornwall Hospitals NHS Trust, Human Resources Department, Knowledge Spa, Truro, Cornwall, TR1 3HD This EIA will not be uploaded to the Trust website without the signature of the Human Rights, Equality & Inclusion Lead. A summary of the results will be published on the Trust’s web site. Signed _______________ Date ________________


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Appendix 3. Job description sample template

JOB DESCRIPTION 1. JOB DETAILS

Job Title: BUSINESS ADMINISTRATION APPRENTICE Pay: Directorate: Location:

2. JOB PURPOSE You will be expected to develop the skills to provide a comprehensive and effective administrative service to support the efficient delivering of all aspects of training and development delivered by the Learning and Development Team. You will be required to work as part of a team, communicating effectively and courteously with a wide range of internal/external personnel. 3. DIMENSIONS There is no line management responsibility for this role. 4. ORGANISATION CHART (to be included prior to advertisement of post) 5. KNOWLEDGE, SKILLS & EXPERIENCE REQUIRED Basic use of computer and keyboard skills Working knowledge of Microsoft Office Suite An aptitude to learn quickly Good customer service skills


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6. KEY RESULT AREAS

1. To provide the Learning and Development Educators and Facilitators with administrative support i.e. filing, scanning, photocopying, and typing etc.

2. To work closely with members of the team to enable them to effectively deliver all aspects of training and development.

3. Support the team with hosting and facilitating training and events. 4. Input, retrieve and collect data and information using the Departmental and Trust

computer systems. 5. Deal with face to face or telephone enquiries, convey messages and transfer calls

as necessary whilst maintaining confidentiality at all times. 6. To be responsible for receiving and processing of outgoing mail, incoming and out-

going telephone calls in accordance with Trust Policies. 7. To communicate effectively and liaise with other professionals in a clear, concise

and professional manor. 8. To act as an ambassador for the department and promote its services. 9. To act as an ambassador for Apprenticeships and participate in events. 10. To undertake statutory training as required in accordance with Health and Safety

regulations and the Trust’s policies. 11. To ensure that security in the work environment is maintained, locking doors and

windows, challenging unknown persons who enter the work area and by wearing the Trust identity badge at all times whilst at work.

12. To achieve the Intermediate Level 2 in Business Administration Apprenticeship (Functional Skills, NVQ and Technical Certificate) within the specified time frame. Attend all of the training sessions for the programme, whenever necessary. Undertake any necessary written work at home during the length of the course.

13. Any other duties as deemed appropriate by senior staff. 7. COMMUNICATIONS & WORKING RELATIONSHIPS Customers Using Learning and Development Department Teams and staff of the Human Resources Directorate Employee Intelligence Unit External customers 8. MOST CHALLENGING PART OF THE JOB Development of skills needed for prioritising workload to meet the expectations of our customers. 9. OTHER

The Post holder must comply with all RCHT Policies and Procedures.

The Post holder must work within infection control guidelines to ensure that work

methods do not constitute a risk of infection either to the health care professional, to the client or to any persons working/visiting in RCHT premises.

This job description is subject to the Terms and Conditions of service of Royal

Cornwall Hospitals NHS Trust, and the post holder will undertake any other duties which may be required from time to time.


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THIS JOB DESCRIPTION IS SUBJECT TO REVIEW IN CONSULTATION WITH THE POST HOLDER 10. JOB DESCRIPTION AGREEMENT Job holder's Signature: Date: Head of Department Signature: Date: Title: **Please only include the following paragraph in job descriptions relating to vacancies that require DBS – please refer to DBS policy if you are unsure: Please note: Rehabilitation of Offenders Act This post is exempt from the Rehabilitation of Offenders Act 1974. A provisional offer of employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands, final warnings, as well as convictions. The Royal Cornwall Hospitals Trust is a non-smoking organisation. Smoking will not be permitted on any of the sites by staff in trust uniform and/or wearing a trust identification badge in any location, in vehicles owned or leased by the Trust or in the homes (including gardens) of any patients visited at home.


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Person Specification for the Post of: Business Administration Apprentice

Job Reference: Salary: Rising to: pro-rata

All requirements listed in this specification must be (a) essential to the post and (b) assessable within the selection process.

ATTRIBUTES REQUIREMENTS METHOD OF ASSESSMENT

ESSENTIAL DESIRABLE

QUALIFICATIONS

GCSE A* - C in Mathematics and English.

IT Literate and experience of using Microsoft packages including Word and Excel

Application Interview Certificates

EXPERIENCE

N/A Previous experience of working in an office environment

Application

PRACTICAL AND INTELLECTUAL SKILLS (INCLUDING ANY SPECIAL KNOWLEDGE)

A good general education Working knowledge of MS

office Suite Good communication and

interpersonal skills Good organisational skills

Application

Recruitment event

DISPOSITION/ ADJUSTMENT/ ATTITUDE

An aptitude to learn quickly under supervised direction

Attention to detail Ability to meet deadlines To be able to work as part

of a team Take responsibility for

developing oneself Enthusiastic and

motivated approach

Recruitment event

TRAINING Mandatory training Apprentice Standard

ADDITIONAL CIRCUMSTANCES

Ability to undertake duties

Post-holder must comply with professional code of conduct

.


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NHS KNOWLEDGE AND SKILLS FRAMEWORK FORM FOR DEVELOPING AN NHS KSF OUTLINE FOR A POST (KSF1)

Title of Post: Business Administration Apprentice NHS KSF DIMENSIONS Needed

for Post?

Level for post

1 2 3 4 Areas of application CORE DIMENSIONS – relates to all NHS posts

1 Communication

Y X

2 Personal and people development

Y X

3 Health, safety and security

Y X

4 Service improvement

Y X

5 Quality

Y X

6 Equality and diversity

Y X


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Appendix 4. Apprenticeship Standards This list is not exhaustive, further information can be obtained from Learning and Development Existing Standards

Business Administration L2/3/4 Pharmacy Services Skills L2/3 Accountancy L2/3 IT User L2/3 Clinical Healthcare Support L2/3 Mechanic Engineering L3 Electrical Engineering L3 Medical Secretary L 3 Accountancy L2/3/4 Team Leading L2 Supervisory Management L3 Management L4/5 IT User L2/3 Maternity and Paediatric L3 Diploma for Assistant Practitioners L5 IT Application Specialist L 2 IT Professional Competence L 2/3 Customer Service L2/3 Creative and Digital Media L3 Professional Cookery L2/3 Plumbing L2 Allied Health Professional L3 Healthcare Support Services L2/L3 Healthcare Support Services – Decontamination L3 Health and Social Care L2/3 Healthcare Science Assistant L2 Healthcare Assistant Practitioner L5

New Apprenticeship Standards

Healthcare Science Assistant L2 Healthcare Science Associate L4 Healthcare Support Worker L2 HR Consultant/ partner L5 HR Support L3 Chartered Manager Degree Apprenticeship L6 Laboratory Scientist L 5 Laboratory Technician L3 Professional Accountant L7 Craftsperson L3 Public Sector Commercial professional L4


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Appendix 5. Entry and progression


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Appendix 6. Process for existing staff

Learning need identified by manager and staff member

Complete Learning and Development Apprenticeship Application

Standard sourced and agreement reached with Training Provider

Learning Contract agreed and signed by all parties

Apprenticeships paid for by Learning and Development

Staff enrolled on Apprenticeship induction and released for training ( in

line with Study Leave Policy) provided with time to be assessed in

the workplace

Complete the Study Leave request from

Study Leave release agreed

4 weekly review of progress

Completion within the required timescale

Non achievers may be subject to reimbursement of fees in line with the

study leave policy

Staff undertake work required


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Appendix 7. Study leave request form (for study leave that is greater than 7.5 hours in length)

To be completed by staff member Name

Job Title

Name of line manager Department

Contracted hours

Course title

Course fees

Dates of course

Hours of study leave requested

Travel/subsistence costs required?

Please describe how the course will help meet your departmental/service objectives

Please describe how the course will help develop your role

Please describe how you will share your learning with colleagues on completion of the programme


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To be completed by line manager Name of staff member Department

Study leave request approved? Please circle/delete as appropriate

Yes – in full Yes – in part

No

Hours of study leave agreed

Budget Number

Amount of course fees agreed to be paid from departmental budget/charitable funds

Dates/hours of study leave agreed

Travel /subsistence costs agreed

Is mandatory training up to date?

Rationale for decision

Name of line manager

Signature of line manager

Date

Additional comments

To be completed by staff member

I confirm that I have read and understand the content of the Study Leave Policy and the terms of this study leave request.

Signature of staff member

Date Note to staff member: Please return this signed form to your line manager for inclusion in your personal file and retain a copy for your own records.


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Appendix 8. Apprentice recruitment checklist for managers (Support available from Learning and Development)

Checklist Completed / Comments

Identify potential for apprentice role

Confirm funding for post

Identify role and draft job description – use JD exemplars

Is the post at least 30hours per week

Is there potential of permanent position at end of Apprenticeship

Is there adequate supervision and support for in-house training

Does this role link with workforce business planning

Liaise with L&D to source appropriate Apprenticeship and Training Provider

Complete Request to Recruit

Inform L&D when post is authorised for advertising and provide details

Organise appropriate values based selection activity

Liaise with Training Provider to organise Apprenticeship Induction date

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