The short version
- Pick the role first, then the apprenticeship that fits it, then a training provider.
- Set up a free apprenticeship service account on GOV.UK. Non-levy employers need one too.
- Advertise for free on GOV.UK's Find an apprenticeship. Your provider can post it for you.
- You need three documents: an employment contract, an apprenticeship agreement and a training plan.
- Most employers go from first chat to start date in 3 to 6 weeks.
Before you start
Three questions. If you can answer yes to all of them, you're ready.
- Is there a real job? Usually at least 30 hours a week, with a contract.
- Is there someone to supervise? About an hour a week of a manager's time.
- Is there enough work to learn from? They need to practise what they're taught, from week one.
Then the money. For most small employers it's cheaper than people think: free training for under-25s, no employer National Insurance, and a £2,000 payment for a new hire aged 16 to 24. Full numbers in what it costs to hire an apprentice.
Step 1. Decide the role
Start with the job, not the qualification. Write down what this person will actually do on a Tuesday. "Answer the phones, manage the diary, keep the CRM tidy" is better than "admin".
That description decides everything else.
Step 2. Match it to an apprenticeship
Every apprenticeship follows a national standard. Each one has a level, a typical length and a funding band. A few common matches:
| The job | The apprenticeship |
|---|---|
| Front desk, phones, complaints | Customer Service Practitioner, Level 2 |
| Office, diaries, records | Business Administrator, Level 3 |
| Social media, email, ads | Multi-channel Marketer, Level 3 |
| Video, photos, posts | Content Creator, Level 3 |
| Devices, accounts, IT help | Digital Support Technician, Level 3 |
| Cutting admin with AI tools | AI & Automation Practitioner, Level 4 |
| Children's homes | See our residential childcare qualifications guide |
Not sure? That's what step 3 is for.
Step 3. Choose a training provider
The provider delivers the training, checks eligibility and handles most of the paperwork. Search GOV.UK's Find apprenticeship training service, or ask a provider you already know.
Ask them three things. Do they deliver this standard now? When's the next start? Will they help you recruit? A good provider says yes to the last one without blinking.
Step 4. Set up your apprenticeship service account
Every employer needs one, levy or not. It's free, it's on GOV.UK, and it's where you reserve funding, approve the apprentice's details and see payments. It takes about 15 minutes if you have your PAYE reference to hand.
Then add your provider and give them permission to act for you. From that point they can do most of the admin.
Step 5. Advertise the vacancy
Post it on GOV.UK's Find an apprenticeship service. It's free and it's where candidates look. Your provider can write and post it for you.
What makes an advert work:
- A plain job title. "Marketing Apprentice", not "Growth Ninja".
- The pay, in pounds. Adverts that show the hourly rate get more applicants. Pay above the £8.00 minimum if you can. In London, it matters.
- A real week. Three or four bullets on what they'll actually do.
- The location and hours. Including any hybrid days.
Step 6. Shortlist and interview
Keep it short. Twenty minutes is plenty. You're hiring for attitude and the ability to learn, not experience. Ask what they've done that they're proud of. Ask them to talk you through something they taught themselves.
Your provider can screen applicants first and send you a shortlist. Use them.
Step 7. Sign the paperwork and start
Three documents. Don't skip any.
| Document | Who prepares it | What it does |
|---|---|---|
| Employment contract | You | The normal job contract: pay, hours, holiday |
| Apprenticeship agreement | You (GOV.UK has a template) | Confirms it's an apprenticeship, the standard and the dates |
| Training plan | Provider, signed by all three of you | What they'll learn, when, and how off-the-job time works |
Then approve the apprentice in your account, and they start. Your provider checks in with you both regularly until the final assessment.
Want us to do steps 2 to 7? Tell us the role. We'll send a draft advert and the cost within one working day. Start here →
Five mistakes we see
- Hiring for a job that isn't there. Apprentices need real work. A spare desk isn't enough.
- Forgetting training time. Off-the-job training is paid, in working hours. Plan for it.
- Paying the bare minimum in London. You'll get fewer, weaker applicants.
- Missing the 90-day window. The £2,000 payment only applies if they joined you no more than 90 days before training starts. Don't let the start date drift.
- No one owning it. Name the supervisor before day one.
Quick answers
How do I hire an apprentice?
Decide the role, match it to an apprenticeship standard, choose a training provider, set up an apprenticeship service account on GOV.UK, advertise on Find an apprenticeship, interview, then sign an employment contract, an apprenticeship agreement and a training plan.
How long does it take to hire an apprentice?
Usually three to six weeks from first conversation with a provider to the apprentice's first day, depending on how quickly you shortlist and interview.
Do small businesses need an apprenticeship service account?
Yes. All employers in England, including those that don't pay the levy, use an apprenticeship service account to reserve funding and approve apprentices. It's free to set up on GOV.UK.
Where do I advertise an apprenticeship?
On GOV.UK's free Find an apprenticeship service, where candidates search for vacancies. Your training provider can write and post the advert for you.
What paperwork do I need to hire an apprentice?
An employment contract, an apprenticeship agreement and a training plan signed by you, the apprentice and the training provider.
Keep reading
Last updated . Funding rules are for England and can change. We check them against GOV.UK before every update. This guide is general information, not financial or legal advice.