What administration is involved?
When you take on an apprentice, you will need to:
- Register your organisation on the apprenticeship service
- Set up and manage funding
- Complete key agreements and documentation
- Work with a training provider to confirm training details
- Approve and monitor your apprenticeship through its lifecycle
These steps are required to access funding and ensure your apprenticeship meets government rules.
Setting up your apprenticeship service account
All employers must use the apprenticeship service to manage apprenticeships.
You will need to:
- Create an account for your organisation
- Add your PAYE details
- Accept the employer agreement
- Confirm account permissions
Once set up, you can:
- Access funding
- Add apprentices to your account
- Approve training and costs
- Track payments and progress
Create and manage your apprenticeship service account
Securing and managing funding
Before the apprenticeship starts, you must:
- Reserve or access funding through your account
- Agree training costs with your provider
- Approve the apprenticeship record
Funding cannot be accessed unless these steps are completed in advance.
You can also compare options and costs here:
Search apprenticeship training and funding options
Key documents you must complete
Apprenticeship agreement
A legal agreement between you and your apprentice that confirms:
- The job role
- The apprenticeship being completed
- Start and end dates
- The training to be provided
Training plan
Agreed with your training provider, this sets out:
- How training will be delivered
- Roles and responsibilities
- How progress will be reviewed
Both documents must be in place at the start of the apprenticeship.
Working with a training provider
Your training provider will support much of the administration, including:
- Setting up apprenticeship records
- Supporting funding applications
- Delivering and tracking training
You can allow your provider to manage parts of the process, but you must approve key actions within your account.
Managing your apprenticeship
Once underway, you will need to:
- Approve key updates in your account
- Monitor funding and payments
- Take part in regular progress reviews
- Keep records of training and support
Good record keeping ensures compliance and helps your apprentice succeed.
Local support in Kent and Medway
You don’t need to manage administration alone. Local support is available to help you get everything set up correctly.
Kent County Council
Advice and support on employing apprentices, including setup and funding
Hire an apprentice – Kent County Council support
Medway Council Apprenticeship Advice Service
Guidance on administration, funding and using the apprenticeship service
Medway apprenticeship advice and employer support
KentChoices
A local platform to explore apprenticeships, training providers and opportunities