Employer best practice guide to apprenticeships in the information, knowledge and library profession

Why choose to offer an apprenticeship

Apprenticeships are a popular and effective way to recruit and retain diverse talent and to invest in existing teams, they bring a new pathway for career development.

Apprentices benefit from a blend of off-the-job learning combined with real applied practice in the workplace, while gaining an income. Apprenticeships present an affordable and accessible way to gain a high quality qualification and experience.

Apprenticeships on offer

The Level 3 Library Archive and Information Services Assistant apprenticeship has been fully operational since 2019 in England and is growing year on year. A Level 7 Library, Information and Knowledge Professional apprenticeship is also in development. The full list of apprenticeships can be found at the IFATE website.

The apprentices find that it can unlock their potential, grow their confidence and open up opportunities for them.

The Level 7 Archive and Record Manager apprenticeship is in the last stages of development and will be offered in the next year or so.

Levy funds in Scotland, Wales and Northern Ireland

Many organisations have access to government apprenticeship levy funds to support apprenticeships.

Scotland, Wales and Northern Ireland each have their own independent apprenticeship arrangements you can find details here:

Skills Development Scotland
Welsh Government
Northern Ireland Direct (nidirect)

What to consider when employing an apprentice:

Apprenticeships can be recruited into. They can also be used to upskill existing team members, as long as they are genuinely gaining new skills and knowledge from the experience. Many larger employers will have an apprenticeship team or lead that can help and advise on the process.

The employer of an apprentice has defined responsibilities. These include:

• Providing the wage and a safe working environment
• Providing 80% on-the job training
• Commissioning the 20% off the job training from a registered training provider. Many employers are eligible for levy funds for this.
• Commissioning the final assessment service from a registered end point assessment organisation. Many employers are eligible for levy funds for this.

For more detail and the most up to date guidance can be found on the Plan for Jobs website.

Best Practice Guide

Working with employers using the Level 3 Library Archive and Information Services Assistant apprenticeship has helped us understand how to make this a successful and rewarding experience for both the employer and the apprentice. This is CILIPs best practice guide to employing apprentices in sector:

• There are a choice of apprenticeships available but we strongly encourage the use of the Level 3 Library Archive and Information Services Assistant apprenticeship. It was created for the sector by the sector. It covers the fullest spectrum of skills, knowledge and behaviours needed for a successful career in the sector.
• Does your organisation have an apprenticeship lead or department? Many big organisations do have internal support to help you create and support apprenticeships.
• When creating your apprenticeship role, make sure the apprenticeship offered is commensurate with the role description.
• 80% of the learning is on the job. Be certain that you have skilled and experienced staff to support and train the apprentice, as described by the apprenticeship standard.
• You must create the space for the 20% off-the-job learning to happen within their regular working hours. Think about how to make that a positive experience. There are different approaches to delivery so research your options and consider what will work best for you and for the apprentice.
• You need to create opportunities for the apprentice to develop their technical skills. Encourage and enable them to take advantage of the additional opportunities provided by sector organisations to broaden their experience and to support their ongoing development. This could include investing in professional association membership for them CILIP: the UK Library and Information Association, The Archives and Records Association, the Schools Library Association amongst others. Discounts are often given for apprentice memberships.
• Connect them to the CILIP Apprentice Network. This provides peer-to-peer support and tailored support. It is offered freely to all apprentices on the Level 3 Library Archive and Information Services Assistant apprenticeship. Find out more and how to join
• Apprenticeships offer a great way to develop and retain talent. Will you be able to offer them a role for them at the end of their apprenticeship? If not, how could you support them into their first post-apprenticeship role?
• Go beyond the minimum. You are investing in apprenticeships to build a committed and skilled workforce. Can you do more than the minimum? Can you offer to pay more than the minimum apprenticeship wage? What additional mentoring and support can you offer?

Find out more about Apprenticeships:

Institute for Apprenticeships and Technical Education are responsible for the creation of apprenticeship standards

Education and Skills Funding Agency regulate the delivery of apprenticeships and manages the register of training providers and end point assessment organisations.

CILIP Apprentice Network is a peer support network available to all enrolled on the Level 3 Library, Archives and Information Services assistant apprenticeship.

CILIP's Workforce development Hub provides information on all aspects of workforce development, including apprenticeships.

CILIP Pathways an ESFA registered end point assessment organisation.

For Apprenticeships in Scotland, Wales and Northern Ireland visit: