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FAQs for Employers

Need help? Take a look at some of our most Frequently Asked Questions.

Why Work with Profile?

We are the provider of choice for numerous businesses in the South East.  Our unique and bespoke delivery model promotes loyal customers and repeat business.  We hold the Matrix award for Information, Advice and Guidance. We were graded as a ‘good’ provider in our full Ofsted inspection in January 2023. We are the KCC chosen provider for the level 3 Teaching Assistant apprenticeship standard.

Who employs the apprentice?

You are the apprentice’s employer and it is therefore, your responsibility to pay their wages as you would any member of staff. They are your trainee employee.

How much will it cost me?

The current apprenticeship minimum wage can be found here:


Once the apprentice has been on programme for 1 year and is over the age of 19, the national minimum wage is applicable until the completion of the apprenticeship.  

Please see here for more information about national insurance contributions:


How many hours does an apprentice have to work?

The minimum recommendation is 30 hours per week. However, we would expect the job role to be full-time and around 37-40 hours per week.  If the apprentice works under 30 hours per week, pro-rata based on a 52-week year, then the minimum duration of the apprenticeship has to be extended and the apprentice has to be on programme for longer.

How do we recruit our apprentice(s)?

As the employer, you are free to recruit your apprentice as you would any member of staff. However, we are able to help with the recruitment by placing your vacancy on the .gov Find an Apprenticeship service website, the recruitment website Indeed and our social media platforms.

Is there a contribution I have to make?

The amount an employer contributes depends on whether you are a Levy or non-Levy paying employer.

More information can be found at: -


Levy payers will contribute the full cost of training, however any additional training costs incurred may be eligible for 90% funding from the Government, subject to meeting their criteria.

For non-levy paying employers, if your apprentice is 16 – 21 years old, then all the training costs are fully funded (as of 1st April 2024). If your apprentice is 22 years of age or over, this is part-funded, and a 5% employer contribution is required. (With the exception of apprentices, aged 19-24, who have an Education & Health Care Plan or are currently or have been in local authority care. These apprentices are also eligible for full funding. More information on this is available on the Government website.)  The 5% employer contribution is denoted in the table below: 

Apprenticeship Standard  Level 2  Level 3 
Teaching Assistant Standard  N/A £350
Early Years Practitioner £200 N/A
Early Years Educator N/A £350
Business Administrator N/A £250

Please note that if we reduce the length and price of the apprenticeship at initial assessment, associated employer contributions will be reduced accordingly.

What incentive payments (grants) are available?

Currently, there is a £1000 incentive payment available for every apprentice that you employ who is between the ages of 16-18 years old for all employers. In addition to this 19–24-year-olds who have an Education & Healthcare plan or are currently or have been in local authority care, are also eligible for an incentive payment.  

Do apprentices require a Contract of Employment?

Yes. As with all of your staff, they must have a contract of employment which covers the duration of their apprenticeship. As our programmes are individually designed around your company and your apprentice’s needs, the length of programme can vary from 13 months to 24 months, and therefore the contract would need to reflect this. The contract must cover the period from the start to the completion of End Point Assessment and we would suggest an additional 3 months to cover resits or a flexible end date to run until the completion of the apprenticeship.  This ensures the apprentice is secure in their employment until they are fully qualified.

What happens if the apprentice withdraws from the programme, or is withdrawn by the employer?

In line with many training providers, there may be a cost recovery fee if your apprentice withdraws from their programme, as detailed in your contract.  This is based on the Apprenticeship Standard and is dependent on the time they have been on programme, as well as any registrations for required qualifications plus an administration fee.  This figure will therefore be calculated at the time of withdrawal.

How long does the apprenticeship last?

The timeframe for an apprenticeship with Profile can vary but must be for a minimum of 372 days but can be up to 24 months depending on the apprenticeship programme, job role and the person’s needs and prior knowledge and qualifications.

The apprenticeship standards are split up into two periods: the practical period and the End Point Assessment period.  The practical period is the period in which all learning will take place and where the apprentice must complete everything they require for the End Point Assessment including their off-the-job training.  Once this period has been completed, there will then be a Gateway review where all parties will confirm the apprentice is ready for the End Point Assessment.  The next period is the End Point Assessment.  This can last up to 3 months, depending on how long it takes the End Point Assessment Organisation to organise the assessments.

How much time is needed to complete the work involved by the apprentice?

The majority of the work is ‘on-the-job’ training – this is where the young person is guided and supported in the job role.  It is a funding requirement that the employer allows the apprentice 6 hours per week of their paid, working time to focus on their portfolio assignments, knowledge and skills requirements of their apprenticeship, as detailed in their Training Plan. Additionally, time will be needed for the Tutor to meet with the apprentice and work through the programme, facilitate assessments, Functional Skills support and set new tasks.

How much time will be needed by the employer to support the apprentice?

This can vary depending on the complexity of the job role and the experience of the young person. However, we would expect the young person to be supported by a workplace mentor in their role until you are confident they can be left to complete the task competently. As with all new members of staff the level of support is usually more intensive at the start of the Apprenticeship and the Apprentice should be given guidance on how to complete tasks within their role, appropriate behaviour and conduct etc. Whether this is through a formal induction process or not, will depend on individual company procedures. Some of this time will be part of the off-the-job training as they learn new skills in their role.

What resources / equipment will I need to supply?

You would need to supply the equipment and any Personal Protective Equipment (PPE) for the young person to complete their job effectively, as you would for any new member of staff.

In addition to this, apprentices require access to a room/area in which they can meet their tutor, either virtually or in person.  A good internet connection is essential, as is access to a suitable device e.g. laptop.

Exactly what will be learned by the apprentice?

All apprenticeship standards are different and have different requirements.  Level 3 apprentices will be required to achieve Level 2 functional skills in both English and Maths, if not already achieved.  Level 2 apprentices must achieve Level 1 functional skills. Additionally, for the Early Years Educator Standard, the learner must have completed Paediatric First Aid and the Level 3 Diploma for the Children’s Workforce (Early Years Educator), whilst the Early Years Practitioner Standard requires a Level 2 Diploma for the Early Years Practitioner to be achieved.

How will the apprentice benefit my business?

By having an apprentice you are developing a new member of staff to help with the productivity and growth of your business. The young person will develop their skills in your working practices which will be used now and in the future. An apprenticeship allows you to grow your future talent. More information can be found at: https://www.gov.uk/government/publications/apprenticeships-guide-for-employers  

What happens if the training provider goes out of business?

The Education and Skills Funding Agency will work with a local provider to find the right provision for your apprentice to continue on their programme.

What can an employer reasonably expect an apprentice to do?

An apprenticeship is a real job, so it is expected that the apprentice is supported and given the appropriate level of responsibility for their qualification, understanding and competence. This could be limited when they start the role, but with the right level of support, it is expected that before the end of the apprenticeship they will be a productive member of the team.

How many hours contact with tutor/tutor?

The ‘off-the-job’ training requirement is dependent on the programme and the level of support required. However, as previously mentioned it is a requirement of the programme that the apprentice is given a minimum of 6 hours during their paid, working week, away from their normal duties to work on their apprenticeship portfolio and tasks. This also includes work shadowing and in-house training.  The tutor meeting is normally every 4 weeks, with email and phone contact as and when required.  During the weeks between tutor face-to-face contact, tasks and work is set and access to their e-portfolio is unlimited.  

Course work - how much and how long to spend on it each week?

This is very difficult to identify as it all depends on the job role, the type of assessment which can be used and the confidence of the apprentice. That said, it should take 5-6 hours each week, for the duration of the apprenticeship, to gather the evidence required for the portfolio. Hopefully, much of your apprentice’s evidence will be generated and captured while performing their normal work duties.

What should a mentor do?

A mentor is the key person who will be supporting the apprentice in the workplace. They will work with the tutor and the apprentice to ensure that the work is being carried out as required in the workplace. The mentor will also liaise with the tutor to help plan the requirements of the qualification.

Does an apprentice get paid holidays?

Yes. As with all staff, an apprentice will accrue holiday in the same way that all staff do, and they are entitled to take it as per your company’s rules.

Can the apprentice work alone?

It is the responsibility of the company to make sure the young person is safeguarded, and a risk assessment is carried out to ensure that the young person is not put at risk. 

What happens if the apprentice withdraws from the programme?

In line with many training providers, there is a charge if your apprentice withdraws from their programme, as detailed in your contract.  This is based on the Apprenticeship Standard and is dependent on the time they have been on programme, as well as any registrations for required qualifications plus an administration fee.  This figure will, therefore, be calculated at the time of withdrawal.

If you can't find the answer to your question and still need help? Contact Us.