Whitbread Manager Guide

GET AHEAD WITH WHITBREAD LINE MANAGER APPRENTICESHIP SUPPORT GUIDE

WHITBREAD | MANAGER GUIDE THE APPRENTICE MANAGER. WHAT’S THE ‘SECRET TO SUCCESS?’ The value of mentoring in supporting a high-quality apprenticeship programme is crucial to the apprentices overall progress and ensuring they have the best experience. APPRENTICE MANAGERS WILL ACT AS THE FIRST POINT OF CONTACT FOR THE APPRENTICE, THEIR SITE AND LIFETIME TRAINING. THEY WILL: Be there to support and offer guidance to the apprentice Attend the initial assessment and induction with each apprentice Escalate any progression concerns to the dedicated Learning Coach Attend face-to-face progress review meetings to understand how the apprentice is progressing, and identify areas where they may need additional support Provide ongoing support to the apprentice throughout the programme Co-ordinate the end-point assessment activities with the end-point assessor and the apprentice Ensure that any safeguarding concerns are recorded and reported (training is provided) FOR THE 24/7 SAFEGUARDING APPRENTICE HELPLINE CALL: MANAGERS WILL BE A ROLE MODEL 0330 666 7247 or visit www.lifetime-learner.online AND INVOLVED IN (password: lifetime) THE PROGRAMME FROM DAY ONE. Or contact us at [email protected] 2

APPRENTICE MANAGER ROLE AND RESPONSIBILITIES. As an apprentice manager, you will be a role model for apprentices; supporting and guiding to ensure they get the best possible development opportunities from the programme. You will also be a first point of contact for the apprentice, the business and Lifetime Training. ENROLMENT CHANGE OF CIRCUMSTANCE • Co-ordinate time and date of first • Managers must ensure that any visit, ensuring the apprentice is on changes of circumstance for an shift and aware of the appointment apprentice (such as change of with their Learning Coach address / site / mentor) is reported to the Learning Coach as soon as the • Attend the first visit with the manager becomes aware of the change apprentice and Learning Coach (approx. 2 hours long) END-POINT ASSESSMENT • Agree and monitor achievement • Support the apprentice in their of initial targets to be met in mock assessments, including the first couple of months any support they need with their mock business project • Support the apprentice to understand their Individual Learning • Attend the gateway discussion with Plan and learner journey Learning Coach and apprentice to agree whether the apprentice is ready REGULAR PROGRESS REVIEWS to take the End-point Assessment • Attend face-to-face progress • Attend the planning meeting with the review meetings (approx. every end-point assessor and apprentice 8 weeks) with apprentice and to co-ordinate the activities Learning Coach (1-2 hours) • Ensure the apprentice has access • Use Lifetime’s Portal (more information to any business reports, facts on page 8) to complete Employer Skills or figures that they made need to complete their project • Endorsements and track the progression of your apprentices • Keep HM/RM updated on your apprentices progress • Ensure that you inform Lifetime of any meetings that may need to be re-arranged 3

WHITBREAD | MANAGER GUIDE THE APPRENTICE JOURNEY. Your Apprentice will be given the knowledge, skills and behaviors through teaching and learning, with assessment practice along the way. At the appropriate stage there will be a ‘gateway’ discussion where it will be decided whether your apprentice is ready to undertake the End Point Assessment (EPA). A separate, independent assessor will conduct the final EPA and you will be required to support your apprentice through this stage of the program. 2. ELIGIBILITY 4. FUNCTIONAL SKILLS A member of Lifetime’s There is a government stipulation Enrolment Team will contact to have the appropriate level of Maths and English. Without the learner to complete prior attainment the learner eligibility and suitability must complete functional skills checks, completing a exams (Wales & Scotland have skill scan to ensure the learner is being put on their relevant equivalent.) the correct programme that aligns with their roles and responsibilities. 1. NOMINATION 3. SIGN UP Through conversations A Learning Coach will with the Line Manager (or contact the learner and ROM/OD/HRBP at Level 4 Line Manager in order to & 5) the prospective learner arrange a sign-up visit (this can be remotely or nominates themselves face to face) Level 4 & 5 through the nominations may involve a launch day. web page or directly with a Learner Coach. 4

5. IN LEARNING 7. EPA (End Point Assessment) A minimum of 12 months of learning begins. All aspects of the programmes The Learner is then passed to have been mapped into the learners day to the independent awarding body, Innovate. After a planning meeting, day and the skills matrix. they will then begin a 3 month Delivery is a mixture of remote period of End Point Assessment and face to face. consisting of (depending on Due to the ESFA funding rules, programme) elements such as there is a requirement for: a Business Project, an exam Individual development with examples and Professional Discussion. to be logged every 4 weeks. If there is no progress shown every 4 weeks then the learner will be placed onto a Break In Learning (as a side note, learners on a break in learning do not contribute to PAR) Every 8 – 12 weeks there will be a progress review. Managers will need to be present. 6. GATEWAY Upon completion of the Apprenticeship Standards, a gateway conversation and visit will be arranged between the Learning Coach, the Learner and Line Manager to determine readiness for the End Point Assessment. 5

WHITBREAD | MANAGER GUIDE LEARNING COACH VISITS. Your apprentices will have a face-to-face visit or telephone contact with their Learning Coach once every four to six weeks after enrolment. There are two types of visit that take place, alternating between face-to-face visits in the workplace and telephone learning sessions. FACE-TO-FACE VISITS Where: Held in the workplace. Who: Learning Coach, apprentice should be present. Line Manager is present for end discussion. What: These visits usually last around two hours and will involve the following: • Setting independent learning • Observations in the workplace • Portal support for mentors and review of employer skills endorsements • Discussion around progression and any support the apprentice may require • Setting and completing mock assessment activities to prepare the apprentice for their End-point Assessment. After each visit, the Coach will book the next face to face visit with the Manager and learner to ensure they are on-shift. 6

REMOTE VISITS Where: Over the phone or via Teams. Who: Learning Coach and apprentice. The manager should be present for all progress reviews. For regular catch ups between the learner and learning coach, we recommend catching up with the apprentices to ensure they understand what they need to complete. What: These may vary in duration depending on the support an apprentice needs, however they usually last 45 mins -1 hour and will involve the following: • Ensuring the apprentice is on track with their independent learning • Supporting them with anything they don’t understand and answering questions • Setting further work to complete for the next visit After each call, the Coach will book the next support session with the learner and Line Manager. 7

WHITBREAD | MANAGER GUIDE FUNCTIONAL SKILLS. As part of the government’s initiative to improve the levels of literacy and numeracy in the UK, apprentices are required to achieve qualifications in English and maths, known as functional skills. Lifetime will support apprentices to achieve their functional skills whilst on programme. Apprentices will not be able to take their final End-point Assessment until they have achieved their English and maths qualifications. As thier Line Manager you can offer support to your apprentice to help complete their functional skills. WHAT LEVELS OF MATHS & ENGLISH ARE REQUIRED? • Level 1 functional skills to complete a Level 2 apprenticeship • Level 2 functional skills to complete a Level 3 (and above) apprenticeship HOW ARE MATHS & ENGLISH LEVELS ASSESSED? Lifetime complete an initial assessment with the apprentice during enrolment to find out what their current working level for maths and English is. This assessment is rated on a 5-point scale (highest to lowest): LEVEL 2 LEVEL 1 ENTRY LEVEL 3 ENTRY LEVEL 2 ENTRY LEVEL 1 HIGHEST LOWEST 8

LIFETIME’S ONLINE LEARNING PLATFORM, APTEM. Aptem provides you with a live view of your learners from pre-enrolment through to achievement. APTEM ENABLES YOU TO: • Instantly see how learners are progressing against learning targets • Sign apprenticeship paperwork with electronic signatures • Access the messaging centre to see communications throughout the apprenticeship THIS GUIDE DESCRIBES THE VARIOUS APTEM FEATURES AND HOW TO USE THEM. 9

END-POINT ASSESSMENT (EPA) EPA is the final stage of an apprenticeship in England. Towards the end of their programme, the apprentice will showcase the knowledge, skills and behaviours they’ve developed throughout the apprenticeship via a variety of end-point assessment activities. Apprentices can achieve a pass, distinction or fail from the EPA, so it is important that both mentors and Lifetime Training ensure the apprentice is fully prepared and ready to sit their final assessments. WHAT ARE THE EPA ACTIVITES? HOSPITALITY TEAM MEMBER Food & Beverage, Reception and Food Production Level 2 2 HOUR 90 MINUTE 800-1,200 WORD 40 MINUTE observation in multiple choice test business project professional discussion the workplace focusing on an (including 10 mins for improvement to presentation of business project, including Q&A) the business HOSPITALITY SUPERVISOR Level 3 4 HOUR 2 HOUR 2,000-5,000 WORD 90 MINUTE Observation in the Multiple choice test Word business Professional discussion workplace project focusing on an improvement to (time can be split) the business. Written report to be submitted, 10 followed by 30 min presentation and Q&A

COMMIS CHEF 90 MINUTE 3 HOUR 40 MINUTE Level 2 Multiple choice test Practical Observation Professional discussion 2 HOUR (+10 mins reading) Culinary Challenge SENIOR CHEF PRODUCTION COOKING Level 3 4 HOUR 2 HOUR 2,000-5,000 WORD 40 MINUTE Observation in the Multiple choice test Word business Professional discussion workplace project focusing on an improvement to (time can be split) the business. Written report to be submitted, followed by 30 min presentation and Q&A HOSPITALITY MANAGER 9000 WORD 90 MINUTE Level 4 Business project Professional discussion 90 MINUTE (to include Reflection on Multiple choice test the superior, peer and direct report feedback) DEPARTMENTAL MANAGER Level 5 90 MINUTE PORTFOLIO 60-75 MINUTE 45-75 MINUTE 15 MINUTE On demand test Of evidence Competency CPD professional Work Based Based Interview discussion Project with 15 minute presentation and 15 minute Q&A 11

WHITBREAD | MANAGER GUIDE MANAGER SUPPORT FOR END-POINT ASSESSMENT (EPA) PRACTICE/MOCK ASSESSMENTS Throughout the apprenticeship your Learning Coach will hold informal practice, and more formal mock assessments to prepare the learner for their final EPA. For Hospitality apprenticeships, learners will have mock assessments in the following: • Observation in the workplace, Mock business project, Professional Discussion, Multiple Choice Questions. • The Learning Coach will mark these mock assessments and provide the apprentice and Manager with feedback and areas for improvement to support readiness for their final assessments. PREPARATION FOR EPA The Learning Coach will start to discuss the EPA process and get you and your apprentice ready for this 60 days before the end of their learning plan (usually 12 or 13 months). Mentors should ensure an appropriate location is arranged for the apprentice to sit their EPA activities (quiet, no disruptions) and any equipment they may need (computer, flip chart etc). GATEWAY CONVERSATION This is where the Manager, Learning Coach and apprentice decide whether the apprentice is ready to sit their EPA. All 3 parties need to agree that they apprentice is ready and confident they will pass. This discussion will usually take place after 12 or 13 months of learning. Please see timeline illustration overleaf for more information. The Learning Coach will book the gateway conversation in advance with the Manager and the apprentice and it should take approximately 30 minutes to complete. If the apprentice is deemed not ready, an independent learning plan will be set to get them back on track and a new gateway conversation will be booked in. If your apprentice has any learning difficulties where reasonable adjustments may need to be arranged for the EPA activities, these should be discussed at the gateway conversation with the Learning Coach. They will pass the requests onto the end- point assessor who will arrange for the reasonable adjustments to be made. Some commonly requested examples include extra time, use of coloured overlays or assessment material in enlarged format. 12

PLANNING MEETING A minimum of 7 days after a successful gateway conversation is held, a planning meeting will be booked in with an independent end-point assessor, the Manager and apprentice. The EPA activities will be booked in during this meeting so you’ll need to support with ensuring equipment, location and shift patterns are considered. The end-point assessor needs to be impartial to be able to effectively assess the apprentice, and the Learning Coach essentially ‘hands over’ to the end-point assessor after the planning meeting. You may find that the Learning Coach invigilates the Multiple Choice test, to ensure exam conditions are met, but this is the only exception where a Coach can attend the EPA. ILLUSTRATION OF APPROX TIMELINES FOR EPA MONTH 1-12 MONTH 12-14 ON PROGRAMME END-POINT ASSESSMENT MONTH 3 MONTH 5 MONTH 9 CHECKLIST MONTH 11+ Up to 2 months to complete EPA Practice Practice Practice 60 days Mock assessment assessment assessment before assessment Gateway RESULTS & RECOGNITION Once the apprentice has sat all of their EPA activities, a pass, distinction or fail grade will be awarded. This information will be provided to the Learning Coach to feedback to the apprentice and Manager. This will typically be within 5 working days to communicate the results of the EPA. We anticipate that all apprentices will achieve either a pass or distinction, however if the apprentice fails some, or all of their EPA, a re-sit will be arranged and the Manager will need to support to co-ordinate this. CONTACT WHITBREAD APPRENTICESHIP TEAM To nominate a team member for an apprenticeship, or to let us know you have an apprentice vacancy please use the link below: www.whitbreadapprenticeships.co.uk 13

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USEFUL LINKS NOMINATION LANDING PAGE & MANAGER INFORMATION GUIDE www.whitbreadapprenticeships.co.uk PORTAL portal.lifetimetraining.co.uk/welcome