Apprenticeship Policy (PS 443)

Aims and objectives

Nottinghamshire Police are committed to equality of opportunity and valuing diversity for all. This also supports our aim to deliver an outstanding service we can all be proud of.

This policy sets out principles to ensure a consistent and inclusive approach to recruiting, employing, managing, supporting, and developing apprentices. This document provides guidance and support for line managers who have responsibilities for apprentices in their business area.

This policy aims to ensure that apprentices are given the support, encouragement, training, and guidance they need. To ensure that both managers and apprentices understand the purpose of the qualification and what is expected of them. Nottinghamshire Police know that apprentices strengthen the workforce and help to deliver a better public service so that we can develop a workforce fit for the future and earn the trust and confidence of our communities.

Policy statement

Scope

The policy applies to all police staff working for Nottinghamshire Police as an
apprentice.

General principles

Individuals applying for an apprentice position must do so by following the processes within this policy.

Apprentices employed under a temporary apprenticeship contract, or existing employees undertaking apprenticeship training may seek or apply for a full-time role within Nottinghamshire Police. Individuals need to notify the Apprenticeship Officer when given a conditional offer of employment. Any employment offer with Nottinghamshire Police will include a requirement to fully complete the remainder of the qualification.

Recruitment

Nottinghamshire Police actively seeks to employ and retain people of the highest calibre, representative of the diverse communities that we serve whilst developing a workforce that is fit for the future.

All recruiting managers will comply with the PS 173 Recruitment and Selection Policy and PD 381 Police Staff Recruitment and Selection Procedure. Understand Equality Duties and Diversity standards, to ensure that all applicants are treated fairly, equitably and with dignity and respect.

The recruitment process

The post must be established and within the departmental budget and approved via the Managing Resources process.

All apprentices will be recruited with the support of the Apprenticeship Officer and the Recruitment Team. The Apprenticeship Officer will support and advise on eligibility criteria.

Apprentice positions will be offered a fixed term contract for the length of the educational qualification. This should not be longer than 24 months.

An apprenticeship agreement will be put into place between Nottinghamshire Police and the apprentice. This agreement will comply with the requirements of the Apprenticeships, Skills, Children and Learning Act 2009.

There can be no guarantee of substantive employment at the end of an apprenticeship term with Nottinghamshire Police, however the Apprenticeship Officer will support individuals to look for reasonable, suitable alternative employment within Nottinghamshire Police.

Police staff apprentices are employed by the Chief Constable and will be paid in accordance with existing terms and conditions.

All apprenticeships should be linked to specific job roles. Training providers will work closely with the Apprenticeship Officer to ensure that the apprenticeship qualifications offered are the most appropriate for the individual’s job role, whilst reflecting Nottinghamshire Police and learner needs.

The delivery model for apprenticeships nationally has been designed so that all apprentices have achieved Level 2 qualification in English and Maths or equivalent qualification before commencing their apprenticeship.

Pre-employment check

Vetting

All appointments will be subject to successful completion of the force vetting procedures in line with the Vetting Code of Practice and College of Policing - Vetting Authorised Professional Practice (APP).

The Recruitment team will notify the Vetting Unit of the successful candidate(s).

Some specialist roles will require a higher level of clearance.

The Vetting Unit will liaise directly with the candidate having determined the level of vetting required and then send the relevant weblink. Upon the individual completing the vetting application, the Vetting Unit will undertake the vetting process.

Appointment will be subject to the candidate being cleared to the required level.

Medical

The Recruitment team will ask candidates who are issued a conditional offer of employment to complete a G 2062I Medical History Questionnaire – Police Staff. OHU will review the completed G 2062HI Medical History Questionnaire and the Job Description and determine which candidates require a pre-employment medical within 2 days of receipt of the paperwork. OHU will issue an appointment within a further 3 working days. Internal candidates will not be required to undertake repeat medicals if the new role has equivalent requirements to their existing role.

References

The candidate will need to provide employer referees covering at least the previous five years of employment. This must include their current employer (or most recent, if currently unemployed). The Recruitment team will request attendance history within the references. Personal referees and academic establishments should only be contacted if the applicant has not been employed or not been employed for five years or is self-employed. Candidates have the option to request that current employer references are not requested until the later stages of the recruitment process.

Existing police staff - Development Apprenticeships

Existing police staff who wish to develop their skills can apply for a development
apprenticeship. They must have successfully completed their probation period before applying for a development apprenticeship.

Individuals interested in undertaking a Development Apprenticeship qualification must apply through the Staff Development Apprenticeship Application Form. This must be supported by the individual’s line manager, the Finance department, the Head of People Services and Organisational Development and relies on the levy funding availability.

Individuals must ensure prior to completing the application that the qualification is covered by the Institute for Apprenticeships and Technical Education (IFATE) who approve technical qualifications that are aligned to occupational standards. Further advice on this can be sought from the Apprenticeship Officer. This can be found on: What we do / Institute for Apprenticeships and Technical Education.

Line managers should be aware that any individual’s undertaking a Development Apprenticeship are automatically entitled to 20% of the working week fully committed to study or attending an educational provider.

Training not considered by IFATE cannot be undertaken via this route. Individuals should seek further advice via the Study Leave Procedure. There will be no changes to terms and conditions for existing police staff.

Salary

Police staff completing a Level 3 apprenticeship will receive pay in line with Nottinghamshire Police scale point PT01 to PT03.

Police staff completing a Level 4 apprenticeship will receive pay in line with Nottinghamshire Police scale point PT04 to PT06.

Police staff completing a Level 5 apprenticeship will receive pay in line with Nottinghamshire Police scale point PT06 to PT08.

We would anticipate individuals who complete their full contract term on a single grade. Any movement during the apprenticeship is not recommended and is subject to People Services Business Partner approval. However, we would consider the principles of the Police Staff Recruitment and Selection Procedure.

Salary Increments

If an individual is appointed from 1st April to 30th September, the next increment will be 1st April. The individual will then continue to receive annual increments in the grade on the 1st April or until they reach the maximum of the spinal column point for that grade.

Or

If an individual is appointed from 1st October to 31st March, the next increment will be in 6 months from their start time. The individual will then receive annual increments in the grade on the 1st of April each year or until they reach the top of the spinal column point for that grade.

The salary per annum is for a full-time contract (37 hours). This includes the 20% of the working week committed to study or attending an educational provider.

Performance

All apprentices are expected to embody the PROUD values and work to the Nottinghamshire Police pledge in order to deliver an outstanding service we can all be proud of.

All apprentices are expected to exhibit attitudes and behaviours required by all staff members, which is assessed against the Police Staff Code of Conduct.

The Performance Management & Improvement for Police Staff Procedure will apply to all police staff apprentices when they have completed their probation period.

Following the successful completion of the individual’s probationary period, the Career Conversation process must be conducted for police staff apprentices on an annual basis.

Responsibilities

Apprentices

• Comply with the terms of their apprenticeship training with Nottinghamshire Police and the training provider.

• Must sign and adhere to the Apprenticeship Agreement.

• Must follow the guidance or instructions given to them by their line manager, asking for clarity when required.

• Must successfully complete their probationary period.

• Follow the policies and procedures of Nottinghamshire Police.

• Comply with the requirements of their job descriptions.

• Take responsibility for their health and safety and that of other individuals.

• Deliver an appropriate standard of work to fulfil the requirements to pass assessments, assignments, and qualification.

• Maintain confidentiality and protect the interests of Nottinghamshire Police.

Line Managers

• Follow the Managing Resources process.

• Must agree a suitable start date with the apprentice.

• Provide a clear outline of the departments and the expectations of Nottinghamshire Police.

• Ensure that the Generic Job Description for Apprentices is used.

• Work with the Recruitment Team to ensure the recruitment process is followed.

• Provide an appropriate induction and explain a wider understanding of how the apprentice fits into the wider team.

• Encourage, coach and mentor the apprentice, where appropriate.

• Provide guidance and support on general responsibilities.

• Oversee the overall apprenticeship role and ensure that the apprentice is correctly supported within the workplace. This includes the individual’s health and safety.

• Ensure that apprentices know what is required during their probation and given the appropriate support, encouragement, training and guidance where needed.

• The probationary period is normally for a period of 6 months from the date of commencement of employment. For further details, please review the PD 314 Police Staff Probationary procedure.

• Set objectives, complete regular one to ones, assigning work and ensure Career Conversations are held to develop the apprentices’ skills and experience.

• Ensure advice has been sought from the Apprenticeship Officer during the recruitment process as well as any other instances as required.

• Ensure 20% off-the-job learning/time is met.

• Must ensure the apprentice is attending college/educational provider as outlined by the training provider. Line managers are required to ensure apprentices maintain a high level of attendance.

• Seek advice from the Apprenticeship Officer at least 3 months before the Fixed Term Contract is due to end, in order to make appropriate arrangements.

• Support the apprentice to try and obtain a permanent employment, where appropriate.

• Supporting the apprentice if the individual is unable to secure a permanent role in Nottinghamshire Police.

Training Provider

• Ensure the individual holds the necessary qualifications as set by eligibility criteria.

• Liaise and support managers when creating or reviewing apprenticeship profiles.

• Oversee the academic/educational aspect of the apprenticeship. This may be a local college or an educational provider.

• Upon notification by Nottinghamshire Police of the name of the Independent End Point Assessment organisation’s assessor, contract the assessor for the delivery of the assessment.

• Provide all information and support related to the completion of the apprenticeship programmes for which they have been contracted.

• Provide the necessary compliance information for monitoring by Nottinghamshire Police.

• Give regular formal feedback to the Apprenticeship Officer on an apprentice’s performance and conduct.

The Recruitment Team

• Support managers with the recruitment of candidates and provide guidance and support.

• Arrange the completion of pre-employment checks and onboarding of the apprentice.

• Issue the written statement of particulars of employment and apprenticeship agreement.

Apprenticeship Officer

• Provide shortlisting and eligibility advice.

• Support the line manager with the hiring and attraction process.

• Support individuals throughout the length of their apprenticeship.

• Mentor and monitor the progress of individuals throughout their apprenticeship.

• Support individuals with finding suitable permanent roles in Nottinghamshire Police, where appropriate.

• Provide advice nearing the completion of the apprenticeship to make arrangements where appropriate.

• Attend regular meetings with the educational providers to track apprentice progress.

Legislative Compliance

This document has been drafted to comply with the general specific duties in the Equality Act 2010; Data Protection Act; Freedom of Information Act; European Convention on Human Rights; Employment Act 2002; Employment Relations Act 1999; Apprenticeships, Skills, Children and Learning Act 2009, and other legislation relevant to policing including the Police Staff Council Handbook.

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PS 443:
Apprenticeship Policy

Type of Document:
Policy

Version:
1.0

Registered Owner:
Claire Salter

Author/Reviewer:
Agnieszka Olkowska/Milena Pilek

Effective Date:
February 2025

Review Date:
February 2030

Linked Documents:

• PD 314 Police Staff Probationary Review Procedure

• PS 147 Attendance Management Policy

• PS 166 Performance Management Policy

• PD 800 Study Leave Procedure - to be published

• PS 173 Recruitment and Selection Policy

• PD 381 Police Staff Recruitment and Selection Procedure