Procurement and Supply Assistant Apprenticeship
This programme is aimed at those who are looking to build upon their existing skills in supply chain management and purchasing. Through the apprenticeship, you will develop the knowledge to understand demand management, arrange supply logistics and implement new contracts.
When Can I Start an Apprenticeship?
Looking for a new career, job or maybe a qualification to take your current role to the next level?
Previously apprenticeships were primarily aimed towards 16-18 year olds but government reforms introduced in March 2017 mean that there is no longer an upper age limit for commencing an apprenticeship, even if you already possess a degree or higher level qualification (all applicants must be eligible for funding).
Starting an apprenticeship is dependent on your age and whether you have secured an offer of an apprenticeship from an employer.
You can apply for an apprenticeship while you’re still at school, but you cannot start until you have officially left school and completed your exams.
You need to be 16 or over by the end of the summer holidays to start the apprenticeship. You may start an apprenticeship at 15 years of age if your 16th birthday is between the last Friday of June and 31st August and provided you have completed your exams.
Provided you have left school and have an employment offer in place, then starting employment as an apprentice can occur throughout the year.
If you successfully apply for a vacancy, you may be able to start employment straight away.
Likewise, if you are already in employment and your employer is looking to train you through an apprenticeship, sign-up and enrolment can take place quite quickly.
However, the start date for attending college for training, where required, or if delivered online, when sessions begin, will vary depending on the type of apprenticeship.
Some apprenticeships will have fixed attendance with training on-campus commencing at the start of the autumn term, with no availability for starting the training mid-year.
For other apprenticeships where the training is delivered entirely online, it may be possible to commence the training immediately.
Whichever delivery method applies, this will be communicated to you and your employer post-employment and sign-up.
Procurement and Supply Assistant Level 3 Apprenticeship
Course Outline: Aimed at existing or new members of staff in the procurement and supply chain sector.
If you are ready to make an application then please select the correct application button from the menu below.
| Level | Level 3 |
|---|---|
| Location | Colchester |
| Duration | Typically 22-24 months |
| Attendance | A blended delivery model online and on-campus with venues in either Norwich or Colchester. |
| Additional Cost Information | CIPS Membership: £ 187 year |
Occupation Summary
This occupation is found in all organisations where goods and/or services need to be sourced and purchased in line with national or international procurement laws, or internal governance processes. This occupation is found in the following sectors;
- public sector such as the NHS, the Emergencies Services, Local Authorities, Central Government and the Education Sector.
- private sector such as Finance, Construction, Energy, Utilities, Mining, Facilities, Automotive, Manufacturing, Engineering, Pharmaceuticals, Fashion, Food, Hotels, Hospitality, Entertainment and IT.
- Third Sector including charities and other not for profit organisations.
The broad purpose of the occupation is the process of procurement or buying low value goods and services. Procurement and supply assistants are vital for the smooth functioning of the procurement and supply department in any organisation. They are often responsible for ensuring data is correctly administered and maintained in accordance with legislation of the organisation’s own procedures. They will use their knowledge of procurement regulations/policies to support the wider procurement team in tasks such as quotation and/or tender response evaluation, supplier database maintenance, purchase order review and conversion, and stakeholder liaison. The individual will also often have purchasing requests and low risk contracts for which they will develop requests, quotes, or obtain prices and delivery. They will provide support in procurement to enable supplier selection, management and supplier closure and undertake a role in the management of supply delivery and quality assurance.
In their daily work, an employee in this occupation interacts with their procurement teams as well as colleagues from other internal departments such as operational functions, finance, legal, IT, sales and marketing. This role also includes interaction with external stakeholders such as suppliers. This role may involve off site and supplier visits, however it will be mainly office based.
Role Overview
Responsibilities of Procurement and Supply Assistant Apprentices
An employee in this occupation will be responsible for:
- Contributing to the sourcing of new suppliers using market research for on-going tenders on behalf of the wider team.
- Challenging the organisational need for the purchase especially where Corporate Social Responsibility or value for money considerations suggest the procurement can be better channeled through existing assets or an existing contract.
- Support and contribution to higher value activities such as construction projects and capital expenditure
- Assisting with the monitoring of the commercial benefits and status of procurement projects, for example, spend and trend analysis, cost-benefit analysis saving profile – forecast and actual; and may utilise that information to support procurement decisions, assist with supplier reviews or in developing reports for other parties, such as the Category Manager or Head of Procurement.
- Supporting a wide range of procurement processes including the conduct of tenders, with the use of e-tendering tools (e.g. managing supplier correspondence).
- Working with management to develop procurement documents (e.g. ITT templates and T&C’s).
- Basic understanding of regulations, internal policies and procedures, to educate the wider business areas (helpdesk support) and adopt commercial best practice.
- Supporting development of consistent procurement processes and procedures.
- Having strong customer focus, commercial acumen and a pro-active approach striving to meet the demands of customers in a timely manner.
- Supporting supplier negotiation and help to ensure value for money deals are obtained.
- Collating relevant management information to report to the wider procurement team and in preparation for internal/external audits.
- Working with internal and external clients to facilitate a wide range of procurement processes.
- Ability to set up, facilitate and administer e-tendering and e-evaluation systems, including management of supplier correspondence.
- Ensuring all procurement systems and databases are managed, maintained and information cleansed for accurate reporting.
- Adhering to corporate operating procedures – (if in public sector governing public procurement, including compliance with the Public Contracts Regulation).
- Being responsive to customer enquiries and support contract and supplier management activity across a range of commercial areas.
- Building excellent working relationships with peers, colleagues, customers, suppliers and other external stakeholders.
- Providing prompt procurement system advice to buyers, across the business, to enable compliance and best practice.
- Providing timely returns and accurate statistical data as required ensuring that Commercial data are recorded.
Occupation Duties
Procurement and Supply Assistant Apprentices will be expected to undertake the following occupational duties:
DUTY | KSBS |
|---|---|
Duty 1 Advise key internal and external stakeholders on the procurement policies and procedures within the organisation. | K1 K2 K3 K5 K10 K11 |
Duty 2 Supporting the raising of purchase orders for the placement of orders or ‘low value’/risk contracts. | K1 K3 K7 K10 K11 K13 K14 |
Duty 3 Undertake market research and benchmarking through desk top activities and stakeholder engagement in order to assist and inform the wider procurement team in their sourcing process in line with the most appropriate policies on corporate and social responsibilities | K11 K12 K13 K14 |
Duty 4 Conduct due diligence in supplier sourcing – undertake the pre-qualification of potential suppliers using appropriate tools, including financial stability, insurance levels, technical capacity, sustainability and recycling ensuring that health and safety policies are in place in line with the relevant organisational policies and responsible procurement considerations and record findings. | K1 K2 K3 K7 K9 K10 K11 K12 K13 K14 |
Duty 5 Support the Procurement Team in a wide range of procurement activities, to enable best practice, including running e-tendering, e-evaluations and logging information and data appropriately including; maintaining, keeping and reporting up-to-date statistical and other data, all in line with the Public Contract Regulations 2015 (if appropriate) and local/corporate procurement policies. | K1 K2 K4 K5 K6 K7 K9 K11 K12 K13 K14 |
Duty 6 Analyse quotation responses and assist the team in tender response, evaluating in order to achieve value for money. Assist senior procurement colleagues in implementing new contracts within the organisation. | K2 K3 K8 K9 K13 K14 |
Duty 7 Investigate and resolve accounts payable and purchase order queries, ensuring that all necessary internal procedures e.g. goods receipting have been carried out. | K1 K7 K9 K10 K13 K14 |
Duty 8 In line with procurement policies, ensure that procurement documents are filed, records maintained and actions are recorded to enable the team to comply with internal and external audit requirements. | K1 K9 K11 K13 |
Duty 9 Respond promptly to internal and external queries requests for advice for both Procurement and Supply Chain Management activities, building stakeholder relationships across all areas of the organisation in line with the law and local/corporate policies. | K1 K5 K6 K7 K8 K9 K10 K11 K12 K13 |
Duty 10 Develop and maintain relationships with internal and external stakeholders and suppliers. Provide in your first line response to procurement-related queries. | K1 K2 K5 K10 K14 |
Duty 11 Identify and monitor the demand for goods and services, including historic and future demand/trends and ensuring that deliveries of goods and services meet the organisation needs. | K1 K2 K3 K4 K5 K9 K11 K13 K14 |
Duty 12 Contribute to the procurement decision making processes ensuring that they meet both value for money and environmental and supply chain requirements. | K1 K2 K3 K5 K11 K13 K14 |
Duty 13 Contribute to the negotiations for a contract or mini competition between stakeholder and suppliers showing the 4 processes of negotiation (Preparation, opening, bargaining and closure). | K1 K2 K3 K8 K11 K12 K13 K14 K15 |
Knowledge, Skills and Behaviours
Upon completion of the qualification, apprentices will be able to showcase the following skills, knowledge and behaviours:
Knowledge
K1: The role of Procurement within the organisation and the relevant organisational procurement regulations, policies and processes which must be followed,such as, procedures for obtaining quotes and tenders, purchase order processing and purchase to pay.
K2: Value for money concepts including the balancing of quality, price and sustainable considerations or most economically advantageous tender (meat), whole lifecycle costing, 5 rights of procurement and added value opportunities.
K3: Supplier approval process and the importance of due diligence checks including legal entity checks, financial appraisal, quality checks and relevant sector approvals, certification and policies.
K4: Demand and spend management, analysis and forecasting techniques including quantitative methods such as historical usage, spend and trend analysis, inventory records and re-order levels or qualitative techniques based on stakeholders estimates using internal databases and spreadsheets.
K5: The importance of developing and managing key stakeholder relationships such as the internal customer and supplier and the need for prompt and effective communication to support efficient and effective procurement.
K6: The need for accurate specifications of requirements which reflect the organisations needs and provides equality of opportunity for suppliers when providing quotes and tenders.
K7: Levels of authority and autonomy both for self and other internal stakeholders and how that relates to the relevant procurement procedure and when issues should be escalated to senior procurement colleagues.
K8: Development and evaluation of requests for quotes and tenders and use of appropriate terms, conditions and templates
K9: The importance of maintaining accurate records and files for procurement in line with organisational and regulatory requirements and for audit purposes.
K10: Effective and appropriate communication methods according to organisational requirements, service level agreements and the degree of risk involved and appropriate to the task required e.g. expediting supplies, resolving invoice queries and supplier review meetings.
K11: Responsible procurement practices, in making procurement decisions, consideration of the impact of those decisions during the full procurement process on the environment (the circumstances, objects, or conditions by which they operate in) and social (people or groups they work with) elements across the supply chain.
K12: Research methods for Procurement including market, supplier and sector research which may include subscription databases, market reports, internet research, trade bodies, press and events, use of market ‘experts’, supplier engagement events etc.
K13: The legal and regulatory environment effecting procurement, including the supply of goods and services act and/or public contract regulations.
K14: Awareness of the organisation’s contractual obligations towards suppliers e.g. payment terms
K15: Understand the 4 processes of negotiation (preparation, opening, bargaining and closure).
Skills
S1: Monitor and order products, stock, equipment and services at appropriate times using the appropriate procurement method.
S2: Communicate to procurement’s internal stakeholders, suppliers and other stakeholders in order to develop effective relationships and networks
S3: Create, maintain and amend purchase order and contract records.
S4: Interpret, evaluate and compare procurement information such as historical spend and usage using databases and spreadsheets.
S5: Present findings and data in all formats e.g. mathematically, written and oral.
S6: Determine value for money (VFM) and added value through the use of Total Cost of Ownership during the evaluation process, and apply the most economically advantageous tender (MEAT) criteria to the evaluation of quotes and tenders to support the recommendation at award.
S7: Utilise relevant Procurement computer systems or internal databases.
S8: Select the supplier of the most appropriate products and services for purchases within their remit and place purchase order.
S9: Undertake appraisal of adhoc and low spend suppliers including setting them up on the purchasing system.
S10: Effectively research and analyse demand, spend, trends, potential suppliers and industries utilising qualitative and quantitative methods.
S11: Develop specifications of requirements and requests for quotes/tenders in line with organisational requirements.
S12: Apply considerations of responsible procurement in evaluating potential suppliers, quotes and tenders.
S13: Investigate and resolve purchase order, delivery and invoice queries.
S14: Own low risk value projects such as supply contracts for stationery, personal protective equipment (PPE) or other consumables, and contribute to higher risk activities such as contracts for building services or machinery, and track, log, expedite and review outstanding orders and stock availability where applicable.
S15: Maintain knowledge on all open orders and their status’ and provide assistance to all purchasing staff e.g. expediting and feeding information back to the relevant stakeholders.
S16: Able to consider the impact of the decision making process when interacting with the supply chain.
S17: Able to support the contract negotiations and mini competitions with suppliers.
Behaviours
B1: Be open to change, amend working practices in response to changes in process with a positive attitude.
B2: Establish strong relationships with internal and external stakeholders
B3: Be open, honest, respectful and reliable..
B4: Be enthusiastic and passionate when adhering to company values and engaging in your personal development
B5: Be attentive to the detail in any procurement and negotiation activity.
B6: Be professional, impartial and unbiased in your communication, advice and recommendations to procurement stakeholders or colleagues.
B7: Be self-motivated to develop and learn.
Qualifications
What qualifications will I achieve?
English & Maths
Apprentices without level 2 English and maths will need to achieve this level prior to taking the End-Point Assessment. For those with an education, health and care plan or a legacy statement, the apprenticeship’s English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is an alternative to the English qualification for those whose primary language is BSL.
Other mandatory qualifications
CIPS Level 3 Advanced Certificate in Procurement and Supply Operation
This qualification is achieved as part of the Procurement and Supply Assistant Level 3 Apprenticeship and is a nationally recognised qualification in its own right.
This qualification will provide the skills training below:
- Knowledge and skills to apply factual, procedural, and theoretical knowledge of procurement and supply
- Ability to complete tasks and address problems that are well-defined but may be complex and non-routine
- Understanding of what relevant information is required and how to interpret and review its effectiveness
This qualification will also support your apprentice in preparation for their End Point Assessment (EPA)
Professional Recognition
Professional recognition
Upon commencement, apprentices become student members of the Chartered Institute of Procurement and Supply(CIPS) as the first step of professional membership.
After completing Level 3 you are eligible to enrol on the Level 4 and then progress to the Level 5 and 6, Advance and Professional Diploma to gain the full MCIPS professional licence.
Entry Requirements
What are the entry requirements?
Desirable: grade 4 (or equivalent) in English and maths, or Level 2 Functional Skills Equivalent.
Eligibility: Apprenticeships are available to people of all ages, who are either new to a role or looking to enhance their knowledge and skills within an existing role.
As part of this apprenticeship it is recommended that learners do the CIPS ethical test on-line. This is free to CIPS members and is recognised as an essential aspect of the procurement function in today’s competitive and complex supplier world.
Apprentices who have not yet achieved Level 2 English and maths will be required to achieve this level prior to completing the apprenticeship. However, learners aged 19 and over may be exempt from this requirement.
What Can I Do Next?
What can I do next?
After completing the Level 3 Advanced Certificate in Procurement and Supply Operations with the Chartered Institute of Procurement and Supply (CIPS) students are eligible to enrol onto the Level 4 apprenticeship.
Assessment
The End Point Assessment (EPA) tests and validates the knowledge, skills and behaviours that an apprentice has gained during their training and demonstrates the competence of an apprentice in their role. This assessment for the Procurement and Supply Assistant Level 3
Standard consists of:
- A work-based project followed by a presentation with a Q&A session
- A professional discussion underpinned by a portfolio of evidence
This Apprenticeship standard aligns with the following professional recognition:
- Chartered Institute of Procurement and Supply
College Attendance
How often do I have to attend college?
Apprentices will attend online workshops for one day each month as part of their programme.
***Applications for full-time courses and joint apprenticeship applications are now closed.***
What are my options?
There are a number of options available to you at this stage of the application cycle if you would like to start an apprenticeship.
The most important thing to remember is that in order to study an apprenticeship you must have an employer willing to take you on as an apprentice and have an offer of employment in place by September, ready for enrolment.
I have an employer lined up ready with an offer of employment
If you do have an employer with an Apprenticeship contract of employment in place, or you are already in employment and your employer would like to put you through an apprenticeship then please contact our Apprenticeship Admissions Team using our Late Apprenticeship Application Form, where they will work with you and your employer to complete the sign-up and enrolment onto the programme. Please do not fill in this form if you don’t have an employer in place.
Please choose the option for your age-range from the below:
15 – 18 years old: Please fill in the below application form – Remember, this form is only for applicants who have an employer lined up ready with an offer of employment. If this does not apply to you, please view the information in the section underneath.
15 – 18 Years Old Late Application Form
19 years or older: Please click the button ’19+ Years – How to Apply’ located underneath this section, where you will be taken to the application form.
If you are unsure about any of the above and would like to speak to our apprenticeships team directly then please contact us using the below:
01206 712043 – Applicant Enquiries or email ci.apprenticeships@colchester.ac.uk
I don't have an employer lined up ready with an offer of employment
What if I don’t have an employer?
If you do not have a contract offer of employment from an employer in place then there are a number of options still available to you:
Apply for a live Apprenticeship Vacancy: We have apprenticeship vacancies available throughout the year in a variety of industries. You can view and apply for a live apprenticeship vacancy using the link below.
Join Our Talent Pool: All you have to do is complete and submit our Talent Pool application form, attend a pre-screening assessment/interview and be available when contacted. We will then send your details along with your profile to employers looking for an apprentice, inform you if you are selected and send you guidance to prepare you for interview.
Attend an Advice Day: Our August Advice Days will take place from GCSE Results Day on Thursday 20th August 2026, at both our Colchester and Braintree campuses. Apprenticeship advisers will be on hand to assist you with your options at this stage.
Bookings open at 08:00am on Thursday 20th August. When booking your appointment, please select apprenticeships rather than the subject you wish to do an apprenticeship in, as there are not apprenticeship programmes available for every full-time subject area. Our apprenticeship team will then advise you on what apprenticeship programmes are on offer.
If you are unsure about any of the above and would like to speak to our apprenticeships team directly then please contact us using the below:
01206 712043 – Applicant Enquiries or email ci.apprenticeships@colchester.ac.uk
Information for Employers
How is my business going to benefit from an Apprentice?
- Fill your skills gaps: an Apprentice’s training is tailored to your organisation’s needs, resulting in a loyal, motivated work force
- Increase productivity by developing staff skills and expertise
- Value for money: a cost effective way to attract new talent and fresh eyes into your organisation
- Cost saving: we can advertise your vacancies and recruit the best candidates for your needs.
How can I fit this apprentice into my business?
The Procurement and Supply Assistant apprenticeship is aimed at existing or new members of staff in the procurement and supply chain sector. This qualification is great for anyone starting out in the sector.
Typical job titles include:
Procurement contracts officer
Procurement coordinator
Purchasing assistant
Procurement apprenticeships are delivered in partnership with ABA Procurement and incorporate:
- CIPS internationally recognised qualifications
- A blended delivery model on-line and on-campus with venues in either Norwich or Colchester
- A Professional Development Coach who visits your workplace to guide and assist in your development and progress
- Building an electronic portfolio of work-related evidence
- 20% of time at work to be spent working towards the apprenticeship.
- Apprentices without Level 2 English and Maths will need to achieve this level prior to completion of their apprenticeship
What about support in the workplace?
Skilled and knowledgeable staff must be available to support the apprentice as they complete work- based tasks and build a portfolio.
Apprenticeships FAQ
How is my business going to benefit from an Apprentice?
Fill your skills gaps: an Apprentice’s training is tailored to your organisation’s needs, resulting in a loyal, motivated work force Increase productivity by developing staff skills and expertise.
Value for money: a cost effective way to attract new talent and fresh eyes into your organisation.
Cost saving: we can advertise your vacancies and recruit the best candidates for your needs.
An industry recognised professional qualification can be built into the course which your apprentice will bring back to the business, providing value for money and a return on investment in their career as well as bringing back up to date knowledge from college.
What is expected of the employer?
When taking on an apprentice, there are certain expectations that must be met by the both the employer and the apprentice. As the employer, you are expected to:
- Pay the minimum wage for an apprentice
- Provide a full contract of employment for your apprentice
- Offer the same benefits package to your apprentice as other employees
- Arrange for a workplace mentor for your apprentice
- Deliver a safe working environment
- Ensure opportunities are made available to allow the learning of new skills and knowledge within the apprentice’s contracted working hours
- Ensure the apprentice is given opportunities within contracted working hours to develop maths and English skills, where a GCSE grade A-C (or higher) has not been previously attained
What will this cost my business?
Levy paying employers can access levy funds to pay for this programme, and our blended learning model can contribute to the 20% off- the-job training requirement.
The introduction of the Apprenticeship Levy in April 2017 has changed the way that government funds apprenticeships in England. All businesses operating within the UK with a wage bill of over £3million are required to contribute to the Apprenticeship Levy.
- If the levy applies to your business you will be required to pay 0.5% of your entire wage bill into the levy. This will be offset against a levy allowance worth £15,000 for each tax year.
- You will only be able to use your levy payment for government backed apprenticeships.
- Levy payments will expire after 18 months.
Speak to an Advisor at our employer engagement team on 01206 712043 to make your levy payments work for you.
Levy paying employers will pay the full cost of the agreed funding band using their Digital Apprenticeship account.
Where applicable, non-levy paying employers will need to contribute 5% of the maximum funding band as published by the Skills Funding Agency for the delivery of training and assessment for their apprenticeship.
An employer contribution fee will be required for:
- All non-levy paying employers recruiting an apprentice aged 22 or over*
*For non-levy paying employers full government funding is available for an apprentice aged between 16-21 years old and apprentices aged between 22-24 years old who have either an Education, Health and Care Plan (EHCP) or has been in the care of their local authority, where the employer employs less than 50 employees.
Any associated cost to the individual will be made clear at the interview.
What about support in the workplace?
Skilled and knowledgeable staff must be available to support the apprentice in the workplace.
Does the apprentice have to attend college?
College attendance where required will be communicated post-application and enrolment.
Why should I choose Colchester Institute to support my recruitment and retention?
Colchester Institute is the largest college provider of apprenticeships in Greater Essex. We are experts at connecting the right people, to the right training, to the right business – and when it comes to Apprenticeships, our Apprenticeship Advisors can support your business every step of the way.
As part of our comprehensive service, we offer:
- Fee-Free Recruitment Service: We offer recruitment assistance at no cost to you.
- Advertisement of Apprenticeship Vacancies: We’ll promote your apprenticeship opportunities to attract the right candidates.
- Application Management: We handle applications according to your unique criteria, ensuring a streamlined process.
- Candidate Matching: Leveraging our extensive network, we can identify and recommend suitable candidates.
- Pre-screening: We conduct initial assessments to ensure candidates meet course requirements.
- Advice on Grants and Funding.
In addition, our team provides:
- Dedicated Account Manager: You’ll have a single point of contact for personalised support.
- Industry-Experienced Trainers: Our trainers bring real-world expertise to deliver high-quality training.
- Bespoke Programmes: We can tailor apprenticeship programmes to align with your business goals.
- Essex Priority Skills Focus: Our programmes are designed to address the priority skills needs of the Essex region.
- Free Employer Events: Take advantage of networking opportunities and stay updated on industry trends through our free events.
- Personalised Apprenticeship Levy Advice: Receive expert advice tailored to your specific needs.
- Ongoing Support: Our team conducts regular visits, providing support and guidance to both you and your apprentice.
Partner with Colchester Institute to unlock the full potential of apprenticeships for your business. Let us help you find the right talent and develop the workforce you need for success.
Off-The-Job Training FAQ
Off-the-Job Training (OJT) is one of the key requirements for all apprenticeship standards.
Apprentices must spend 20% of their contracted working hours undertaking Off-the-Job Training, which is defined as “learning undertaken outside of the normal day-to-day working environment and leads toward the achievement of an apprenticeship.”
Off-the-Job Training must be directly relevant to the apprentice’s programme and teach them new knowledge, skills and behaviours that will help them reach competence in their occupation and ensure that apprentices are actively learning and working to attain the required knowledge and skills within their sector while enrolled in their placement program.
What does Off-the-Job Training Look Like?
Off-the-Job Training must account for at least 20% of an apprentice’s contracted working hours within their full-time employment as an apprentice.
This means that their time might be broken down like the below:
- 5 x 7 working hours in a day = 35 working hours in a week
- 52 working weeks in a year x 35 working hours = 1820 total working hours in a year
- 20% Off-the-Job Training requirement of the 1820 hours = 364 hours dedicated to OJT over the course of the apprenticeship
- This is also equivalent to the apprentice spending one day per week during their 12-month apprenticeship undertaking Off-the-Job Training
The above depends on their contracted working hours within the day and/or working week, as well as the length of their programme.
For example, Apprentices working more hours in the day and the week, as well as those whose programmes are longer than 12 months in duration, then their Off-the-Job Training requirement will still consist of 20% of their contracted hours but the total number of working hours and total time dedicated to OJT will be different the above.
Why is Off-the-Job Training Conducted within the Apprentice’s Contracted Hours?
An apprenticeship is a work-based programme, and any training that contributes towards an apprentice’s development should be included in their contracted working hours.
The Department for Education (DfE) has said that it would be unreasonable to expect an apprentice to undertake training that is part of their apprenticeship in their own time, therefore if training must take place outside of the apprentice’s working hours, then this should be recognised by both the Employer and Training Provider.
An example of this would be if an apprentice has to attend a 2-hour lecture scheduled after their working hours, then arrangements should be made by the training provider and employer for the apprentice to make up the time by leaving work 2 hours early.
What does Off-the-Job Training Include?
Off-the-Job Training can include a number of activities that can take place on or off the employer’s normal work premises.
If you are unsure of whether an activity can be regarded as Off-the-Job Training, the below questions form a useful point of reference:
- Is the activity directly relevant to the apprenticeship?
- Is the activity teaching new knowledge, skills and behaviours?
- Is the learning taking place in the apprentice’s contracted working hours?
If the answers to the questions are all yes, then this counts as towards OJT. These can include:
The Teaching of Theory
This can include lectures, role playing, simulation exercises, online learning, manufacturer training and so on. Teaching theory should help the apprentice better understand their role, the topics and subjects relevant to their role and their sector in more detail.
Practical Training
This can include shadowing, mentoring, industry visits, attendance at competitions and so on. This training should practically train the apprentice and teach them skills that they can use in their current job or in a future position.
Learning Support
This refers to learning support provided by the Employer or the Training Provider. Some apprentices may require more assistance in their programme to help them reach their best potential. This includes time spent conducting projects, writing assignments and so on.
Learning support counts towards OJT to ensure that all individuals have the support needed and that all barriers to education and training are removed. This could include:
- physical adjustments
- access to accessibility software
- additional revision classes
- personal support from their Training Provider.
Time spent on assignments is also included in OJT as new knowledge, skills and behaviours can be developed while completing them.
While OJT takes place outside of normal working duties, it is possible to undergo OJT at the apprentice’s workstation. For example, OJT could include learning to use a new machine or undertaking e-learning. While conducting this training, normal working duties should not be required of the apprentice.
Off-the-Job Training can also take place at home via distance learning. If there is a program of study that the apprentice can complete online that contributes to the completion of their apprenticeship, as long as the learning package is included as part of a blended learning programme, this can be counted as an OJT activity.
The activity that the apprentice undertakes is the main focus of OJT. As long as the OJT activity actively contributes to the completion of the apprenticeship, the location matters less than the activity itself.
Essentially OJT is Employers or Training Providers setting aside time for the apprentice to improve themselves, their knowledge and/or their skills.
Off-the-Job Training cannot include:
- Enrolment
- Induction, including any basic safety, compliance or diversity training
- Training to acquire knowledge, skills and behaviours that are not required in the standard or framework
- Progress reviews or on-programme assessment needed for an apprenticeship framework or standard
- Training which takes place outside the apprentice’s working hours*
- English and maths (up to level 2) which is funded separately
- Time spent on compulsory activities in the apprenticeship, including time spent on English and Maths qualifications
(*although, as mentioned before, there are exceptions if this time is made up within their working hours)
The government acknowledges that apprentices will inevitably want to spend time outside of working hours to familiarise themselves with their work. However, any personal initiative shown by the apprentice will not count towards Off-the-Job Training.
Any time that an apprentice takes to conduct OJT is counted towards their normal working hours. That means that if an apprentice is interested in undertaking training outside of their working hours, they should ask their Employer and Training Provider first and see if arrangements can be made to accommodate this.
Preparing for Off-the-Job Training?
It is the responsibility of the Employer and Training Provider to ensure that the apprentice spends 20% of their apprenticeship undertaking Off-the-Job Training. Completion of OJT must be documented and evidenced in order for the apprentice to complete the apprenticeship.
In order to comply with the funding rules, each apprentice should receive a commitment statement from the Employer/Training Provider outlining the program of training the apprentice will receive and how the Employer/Training Provider intends to spend the Off-the-Job Training time. The recipient of DfE funding (usually the main provider) should keep, update and maintain the relevant files.
The DfE will remain flexible about the type of evidence that should be retained and provided. They want Training Providers and Employers to use naturally occurring evidence where it is available. Many Training Providers have their own systems of collecting and storing evidence. Some examples of naturally occurring evidence might include:
- Apprentice timesheets
- Training logs
- Registers
- HR training systems
For more details and examples on how to proceed with Off-the-Job Training, you can click here to see the full OJT document from the Department for Education.
Funding and Financial Support FAQ
How are apprenticeships funded?
Apprenticeships are funded through a combination of employer contributions and government funding. The funding available to your organisation depends on whether they pay the Growth and Skills Levy and the age and circumstances of the apprentice.
All apprenticeships must follow an approved apprenticeship standard or unit and are subject to the government funding rules that apply at the time the apprenticeship starts.
Each apprenticeship is assigned a funding band, which sets the maximum amount of government funding available for training and end-point assessment. Employers work with their chosen training provider to agree a training programme that meets the needs of the business and the apprentice.
Growth and Skills Levy-paying Employers
Employers with an annual pay bill of more than £3 million are required to contribute to the Growth and Skills Levy.
Levy-paying employers can use funds held within their Digital Apprenticeship Service account to pay for approved apprenticeship training and assessment.
- Contributions are calculated at 0.5% of an employer’s annual pay bill
- Funds can be used for approved apprenticeships and apprenticeship units through the Growth and Skills Levy
- New funds entering employer accounts from 1 August 2026 expire after 12 months if they are not used. Existing funds credited before that date continue under previous expiry arrangements
Find out more about the Growth and Skills Levy here:
Employers that do not pay the levy
Employers with an annual pay bill below £3 million do not pay the Growth and Skills Levy.
Government funding may cover some or all apprenticeship training costs, depending on the apprentice’s circumstances and the employer’s eligibility.
Eligible employers can access fully funded apprenticeship training, up to the maximum funding band, for apprentices who:
- Are aged 16 to 24 at the start of their apprenticeship
- Have an Education, Health and Care Plan (EHCP)
- Have previously been in local authority care
From 1st August 2026, employers can access 100% government-funded training and assessment for eligible apprentices aged 16-24, even after their levy funds have been used up.
For apprentices over 25, once available levy funds have been exhausted, apprenticeship training can continue through government co-investment. Employers generally contribute 25% of eligible training and assessment costs, with the government contributing the remaining 75%.
How much will apprenticeship training cost my business?
The cost to your organisation will depend on:
- Whether you pay the Growth and Skills Levy
- The apprenticeship funding band
- The age and eligibility of the apprentice
- Whether sufficient levy funds remain in your digital account
If apprenticeship training costs exceed the maximum funding band, your organisation may be required to meet the additional costs. Any costs and payment arrangements will be agreed before training begins.
Our Employer Engagement Team can help you understand the funding available and identify the most cost-effective solution for your business.
Funding bands
Every apprenticeship standard is allocated to a funding band by the government.
Funding bands determine the maximum amount available towards apprenticeship training and end-point assessment.
For the latest funding band information, visit GOV.UK Apprenticeship Funding Bands.
Additional support for young apprentices
Government funding provides additional support for apprentices who are:
- Aged 16 to 18 at the start of their apprenticeship
- Aged 19 to 24 with an Education, Health and Care Plan (EHCP)
- Aged 19 to 24 and previously in local authority care
This additional funding is provided directly by the government and does not come from an employer’s levy account.
Recruiting younger apprentices can help businesses develop future talent while accessing available funding support.
For more information about apprenticeship contribution fees please contact our engagement team on 01206 712043.
Apprentice Minimum Wage
All apprentices must be paid at least the applicable National Minimum Wage.
From 1 April 2026, the apprentice rate is £8.00 per hour and applies to:
- Apprentices aged under 19
- Apprentices aged 19 or over who are in the first year of their apprenticeship
Apprentices aged 19 or over who have completed the first year of their apprenticeship must receive at least the National Minimum Wage or National Living Wage rate applicable to their age.
Minimum Wage Rates from April 2026
These rates are for the National Living Wage (for those aged 21 and over) and the National Minimum Wage (for those of at least school leaving age). The rates change on 1st April every year.
| 21 and over | 18 to 20 | Under 18 | Apprentice | |
|---|---|---|---|---|
| April 2026 | £12.71 | £10.85 | £8.00 | £8.00 |
Examples:
A 21-year-old apprentice in the first year of their apprenticeship must be paid at least £8.00 per hour.
A 21-year-old apprentice who has completed their first year must be paid at least £12.71 per hour.
Many employers choose to pay above the minimum rates to attract and retain talent.
National Insurance Relief
Employers do not pay Class 1 National Insurance contributions for eligible apprentices where:
- The apprentice is under 25 years old.
- They are employed on an approved apprenticeship programme.
- Their earnings are below the relevant earnings threshold.
This can deliver a significant saving when recruiting young apprentices.
Need Advice?
Our Employer Engagement Team can help you:
- Understand apprenticeship funding.
- Maximise your Growth and Skills Levy funds.
- Recruit apprentices.
- Access available grants and incentives.
- Plan for workforce development.
Call 01206 712043 or email employers@colchester.ac.uk to speak to the Employer Engagement team. delivering more opportunities for people of all ages to kick start their career or upskill/reskill within their current role.
Apprenticeships - Parent's FAQ
As a parent, you want the best for your children and that often means helping them to make the right decisions regarding their future (including what to do after school/college). There are a lot of options for young people and with such a competitive job market, an apprenticeship could be the right answer to ensure your child secures a career well-suited to their specific wants/needs.
Colchester Institute is the largest college provider of apprenticeships in Greater Essex and can boast achievement rates higher than national averages. This section aims to provide answers to some of the most commonly asked questions we get from parents and carers about apprenticeships.
Apprenticeships give your child the chance to work towards a fully paid qualification from Level 3 (A level equivalent) to a university degree whilst training for a high skilled job. Plans to introduce more Higher Apprenticeship routes will provide learners with a real choice between work-based and traditional degree education.
The Facts
- The apprenticeship is designed by employers giving apprentices the skills directly relevant to the job role
- Apprentices study for around one day a week, or in a block. Some apprentices do not attend college and complete learning through our online platforms
- Courses can last from 1 year to 6 years if completing a degree apprenticeship
- All tuitions fees are paid by the government and the employer
- Apprentices are becoming the future leaders
- Employers are looking for initiative and enthusiasm as well as grades
- Apprentices will learn the skills employers look for but say that graduates seeking employment don’t always have:
- Creativity, Communication, Problem Solving, Project Management and Team Work
- 90% of apprentices stay in work when they finish
- 71% of apprentices remain with the same employer
- 83% of parents say they would do a degree apprenticeship themselves if they could wind back the clock
- Apprentices must be employed for between 16 and 40 hours per week
What is an apprenticeship?
An apprenticeship is a job, with formal training that will enable your son or daughter to earn nationally-recognised qualifications whilst earning a wage Experience is the key to a great career and by putting the job at the heart of what an apprentice learns, we ensure that they learn the skills that employers really needs them to have.
As of April 1st 2026 the national minimum wage for apprentices is £8.00 an hour and applies to time working, plus time spent training that is part of the Apprenticeship. This rate applies to apprentices under 19 and those aged 19 or over who are in their first year. Apprentices must be paid at least the national minimum wage rate if they’re an apprentice aged 19 or over and have completed their first year.
Employers are free to pay above the new wage and many do so, but employers must ensure that they are paying their apprentices at least the minimum wage. If an apprentice is on a higher wage, the employer must continue to pay that for the remainder of the training or until the apprentice becomes eligible for the full national minimum wage.
Government funding is available to cover the cost of most apprenticeships, which means your son/daughter will not have to pay for any of their training – they will be debt free! Our apprenticeships last between one and six years (depending on which programme the apprentice chooses) and we provide progression routes from GCSE all the way to degree and MSc level qualifications with our own University Centre Colchester.
How can I support my child with getting an apprenticeship?
- Discuss interests and goals: Talk about their aspirations and how apprenticeships could align with their career goals.
- Research and stay informed: Help your child research different apprenticeship options and industries. Learn about the apprenticeship process, entry requirements, and available support resources.
- Assist with applications: Help them prepare their CV or applications, and practice interview skills. Applying for apprenticeships can be time-consuming and disheartening, so do help them with this process. Encourage them to get you to proofread their applications and CVs, practice interview-style questions and help them feel confident in answering these.
- Encourage work experience: Support them in gaining work experience, volunteering, or internships to enhance their applications.
- Be positive and supportive: Encourage them throughout the process and offer reassurance, especially during the application process.
- Let them take responsibility: It can be tempting to make calls or send emails on your child’s behalf. We are happy to answer any questions you may have as a parent, but your child will need to get used to communicating for themselves as they transition into the world of work. Let them take the lead where possible, especially when communicating with employers.
Will I lose any of my benefit entitlements if my child commences an apprenticeship?
Child benefit payments will stop once your child reaches 16 years old, officially leaves school year 11 and enters employment to commence the apprenticeship, but the money they will be earning as a wage during an apprenticeship will usually amount to more. For more information, please refer to the government website.
Disclaimer
All fees, prices and funding information shown on this page are for courses starting in the 2025-26 academic year unless stated otherwise, and are correct at the time of entering/printing information, however these may be subject to change due to factors outside of our control. The College cannot accept legal or financial liability as a result of any such changes.
Courses fees are generally not confirmed for September until June / July due to the above factors.
The course information describes programmes offered by Colchester Institute. The College takes all reasonable steps to provide courses as described, but cannot guarantee provision. The information is for guidance and does not form any part of a contract.
The College reserves the right to update and amend information as and when necessary. Colchester Institute will do its best to provide the courses shown, but may have to modify or withdraw a course depending on customer demand and other factors.
