How to Line Manage an Apprentice: A Guide for First-Time Managers, or if You Want to Improve

by Michelle Midwinter

Bringing an apprentice into your team can be a rewarding and transformative experience - not just for the apprentice, but for the team and you as a line manager. But if you’ve never line managed an apprentice before, you might be wondering: what exactly does an apprentice need from me?

My line manager has been supportive, understanding, and conscientious from day one, in fact, even before I started! This unwavering support has been crucial to my success as an apprentice. I feel genuinely lucky to be surrounded by so much support (i’m looking at my mentors here as well - check out his blog on the value of mentorship), but I know not every apprentice will have this experience. 

If you have found this blog because you are going to be line managing an apprentice for the first time - you are already heading in the right direction!

This blog will walk you through what to expect, how to support your apprentice effectively, and how to help them balance their responsibilities to succeed both in their role and in their learning.

Understanding What an Apprentice Really Is

An apprentice isn’t just an entry-level employee , they’re a learner as well as a contributor. That means they split their time between gaining practical experience in the workplace and completing formal training as part of their apprenticeship programme.

You are not just managing their workload,  you are helping them build their skills, confidence and future career.

Your Role as a Line Manager

You don’t need to be an expert in apprenticeship frameworks or education policy, but you do need to:

  • Understand their programme: Know what level of apprenticeship they’re doing and what’s involved.

  • Create a safe space to learn: Let them ask questions, try things out, and make mistakes as part of the process.

  • Support their development: Help them connect their day-to-day tasks to their learning goals and future growth.

  • Be flexible with their time: Apprentices often have learning responsibilities that can’t always be completed within set hours.

What About Their Time?

Apprentices must spend at least 20% of their contracted hours doing off-the-job (OTJ) training, and this needs to be part of their normal working hours.

But it’s important to understand: not all apprenticeship learning falls neatly into OTJ time.

What might not count as OTJ:

  • Writing up projects for their portfolio

  • Completing or catching up on missed functional skills sessions (e.g. Maths/English)

  • Time spent logging OTJ hours

  • 121 or review sessions with their learning provider mentor

  • Preparing for their End Point Assessment (EPA)

👉 Tip for line managers: Try to allow space for your apprentice to complete work-related tasks like writing project reports or EPA prep within working hours when possible. If it’s not possible, show understanding and help them manage their time effectively.

Supporting Functional Skills: New Functional Skills Rules

For apprentices aged 19 and over who start their apprenticeship on or after 1 April 2025, Functional Skills in English and maths are no longer a mandatory pass requirement for completing their apprenticeship — unless the standard specifically requires it (such as in regulated sectors like childcare or healthcare).

However:

  • Apprentices must still take part in Functional Skills learning and attempt the assessments, unless they already hold valid prior qualifications.

  • A decision on whether the apprentice will work towards achieving the qualification must be made within the first 42 days of their programme and be agreed by the apprentice, their training provider, and employer.

  • Apprentices under 19 still need to achieve the required English and maths qualifications to pass their apprenticeship.

⚠️ Important for line managers: Even if Functional Skills aren’t required to pass, your apprentice may still need protected time to:

  • Attend Functional Skills classes or tutorials

  • Complete assignments

  • Sit mock or real assessments

Allowing time for this learning supports confidence, communication, and career progression, even if it’s not a pass/fail requirement.

Feedback, Check-ins and Encouragement

Apprentices thrive in environments where feedback is clear and regular. That doesn’t always mean formal reviews. A quick, honest “you did really well on that call” or “let’s look at that together next time” can make a huge difference.

Hold regular 1:1 check-ins to:

  • Review progress

  • Talk about any challenges

  • Make space for questions

  • Ask if they have enough time to complete their OTJ and other learning commitments

  • Ask what they are currently learning and see if there is opportunity to solidify this with some workplace tasks

  • Ask if there is anything they need

✅ Checklist: How to Support Your Apprentice Effectively

  • Understand their apprenticeship standard and expected outcomes

  • Make space in their weekly schedule for off-the-job learning

  • Provide them with a workplace mentor - someone who is there day to day in the same or a similar role to what they are working towards

  • Support their Functional Skills training (if applicable)

  • Offer guidance and explain the ‘why’ behind tasks

  • Be patient, and celebrate small wins

  • Encourage questions and curiosity

  • Communicate regularly with their training provider (if required)

  • Set goals that align with both team needs and personal development

💬 Final Thought

Managing an apprentice isn’t just about assigning tasks , it’s about shaping someone’s early experience of work and learning. With your support, an apprentice can gain more than just qualifications - they can gain confidence, purpose, and a clear path into a meaningful career.

And you? You gain a team member who brings fresh perspective, motivation, and the satisfaction of helping someone grow.


If you are a line manager, I would love to hear your experience - what have you learnt? Would you do anything different next time? 

And if you are an apprentice I would love to hear if your experience matches up to what I have written here, or have you had a different experience? 

Connect with me in Linked In - I would love to hear your thoughts!

 

Back to Ctrl+Alt+Begin