Work based mentor ROLE

WORKBASED MENTOR JOB DESCRIPTION

A typical Work Based Mentor requires between 25-30 hrs per year per apprentice.

Defining the role of the Work Based Mentor (WBM) has proven to be a difficult concept in this new degree apprenticeship. Sheffield Hallam University provides online support through this website which helps to outline the WBM role. However, balancing a clinical case load with WBM duties can be challenging for those involved.

The WBM is an integral part of all apprenticeships and is usually recruited from the organisation providing the apprentice. The aim of the WBL is to develop and guide the career path of the apprentice, whilst providing a vital point of contact when facing problems and challenges.

A mentor is not:

the font of all knowledge
a coach – coaching involves having an end goal which needs to be achieved, whereas mentoring is directed by the needs of the individual and these can change.
a tutor – it is tempting for mentors who see their mentees failing academically and to want to fix this.
a provider - mentors aren't there to provide training

The mentor role can encompass a range of knowledge skills and behaviours:

To establish a model of mentoring within the Organisation. This requires a meeting including the apprentice, the WBM and the Coach/Academic Advisor 3/4 months and complete a 3 Way Review on a regular basis to discuss / monitor progress. It could include:
1. 1. 1 to 1 mentoring
  2. Mentoring in groups (Apprentices from the same trusts)
  3. Online mentoring / e-mentoring
To be a role model to the Apprentice
To enable work related development
To manage and secure self directed learning time whilst ‘on the job’
To be an advocate
To provide contacts and additional learning opportunities
To enable personal development
listen, challenge and feedback
question
ensure there is protected time whilst back ‘on the job’
guide the apprentice to make the most of their talents
build self confidence
support outside the line management structure
offer insights into the culture and values of the organisation

A WBM must have knowledge of the apprenticeship training programme and have the ability to foster and maintain a healthy tripartite relationship, between themselves, the education provider and the apprentice. The Institute of Apprenticeships recommend meeting quarterly to assess the progress of the apprentice against the Physiotherapy Degree Apprenticeship Standard. This ensures progression towards the End Point Assessment and qualification as a registered Physiotherapist.

Job role and responsibilities

A detailed job outline includes includes both the employer and Work Based Mentor Responsibilities - Based on the Commitment Statement

The Employer commits to ensuring the smooth running and day-to-day delivery of the Apprenticeship. This includes the provision of direct support to the Apprentice by way of a dedicated individual (work based mentor) to mentor and guide the Apprentice and support a structured training program and experience to complement the University course.
This will include:
- Understanding the course content (the modules are outlined in on the Course Information & Calendar TAB)
- Understanding the link between work based Tasks (WBT) and course content. Course content can be found here
Checking that work based tasks (WBT) are being completed. Work based tasks are done whilst the Apprentice is back ‘on the Job’ (back in their role at your organisation). Typically the Apprentice will be given one day per week. Below is an example of what the first four weeks of the DA course night look like. WBT 1 occurs week in a specific week. The Apprentice negotiates a day off to complete this. NB this can be any day of their working week & could be integrated into their working day.

The Apprentice will be given a list of work based tasks from the beginning to complete throughout the course eg Work based tasks (WBT). These can be found here for level 4 Mentors spend around 1 hr per month checking that these have been completed & record this in the apprentice portfolio (PebblePAD):
The Employer shall employ the Apprentice for the duration of their training, subject to the right to:
- - dismiss the Apprentice at any time as a result of a laid down disciplinary or redundancy process; or
  - formally review (in consultation with the University) the continuation of the Apprenticeship, where the Apprentice is in breach of this agreement.
The Employer shall:
- - provide a safe, healthy and supportive environment which meets the needs of the Apprentice, including providing appropriate support and supervision to enable the Apprentice to carry out his/her job role;
  - liaise with the University in relation to any Apprentice disciplinary and fitness to practice issues that may arise whilst the Apprentice is on their program;
  - ensure that the Apprentice is given sufficient time to enable him/her to complete the Apprenticeship within his/her contracted working hours including permitting at least 20% of the Apprentice's paid hours to be used for off-the-job training, which includes release of the Apprentice to the University to undertake such training, courses, placements and/or assessment as set out in the Annex to this agreement;
  - assist the University with any reviews of the learning, its assessment, and any audit, inspection or monitoring (this shall include providing access to the University and/or any government body to the Employer's premises, endorsing any evidence documentation and allowing access by the University and/or any government body to all documentation relevant to the Apprentice and his/her Apprenticeship on request);

- This will include:
  - Meeting quarterly for the 3 Way reviews and ensuring any actions highlighted are achieved (4 per year, duration 1-2 hrs for each review)
  - Checking that work based Tasks are being completed (typically 1-2 hrs per month)

pay the Apprentice at least the Apprentice National Minimum Wage for the first year of their Apprenticeship and at least the minimum wage appropriate to the age of the Apprentice for any subsequent years of their Apprenticeship;
not ask the Apprentice to contribute financially to the costs of training, on-program or end-point assessment for the Apprenticeship;
liaise with the University and the Apprentice in relation to, and take all necessary steps to give effect to, any actions required to be taken as a result of any change in circumstances (as set out in the Funding Rules);

There will be a development day for new Work based mentors early in the year. Further support will be given during the 3 Way Reviews.

3 Way Reviews

Quarterly Three-way Apprentice Progress Reviews

Quarterly reviews are primarily the responsibility of the Work Based Learning Coach and Work Based Mentor. Quarterly Progress Reviews (also called "Three Way reviews") can be done using the following formats (for example):

Teleconferencing
A sequence of electronic communications,
Digital meeting technology,
Using planned assessment and feedback
Using sessions timetabled into delivery
Planned visits to the work plan

Examples: What the mentor might look at?

Workbased Learning Tasks

You may want to check every so often (monthly) that apprentices are completing the workbased tasks (WBT) (Perhaps 1 or 2). These are weekly tasks that support new learning and working towards achievement of the KSBs

WBTs are designed and run concurrently with University Module. Here are the WBTs we give in Level 4 (Year 1). Apprentices record these in their protfolio and can share these with you. Remember dont check each one. Select a random few to look at.

Click here for the Work Based Tasks Level 4

2. Examples: What the mentor might look at?

Mapping Experience to the Apprenticeship Standards

By the end of the course Apprentices have to achieve the minimum apprenticeship standard. During the development of the Degree Apprenticeship course the Apprenticeship Standards were mapped to the HCPC Standards of Proficiency and the CSP Framework. You may want to check that Apprentices are mapping themselves to these as they progress through the course. Ask the apprentce to show you these within their portfolio (PebblePAD).

Apprenticeship Standards in Physiotherapy - click the button

Apprentices record these in their protfolio and can share these with you electronically. Remember dont need to check each one. Select a few to look at each month.

Opportunities to Develop or Collaborate

There are a number of stages throughout the academic year where collaboration outside of the 3 Way Reviews can have a positive impact on Apprentice experience or your own developement. Please contact a member of the team if you wish to be involved in:

Annual Reviews - These reviews include apprentice feedback on specific modules throughout the year.
Stakeholder events
Marketing - For example we were recently asked by the CSP to write an article in Frontline on Apprenticeships

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