WORK EXPERIENCE
RESPONSES TO FREQUENTLY ASKED QUESTIONS
1. Do I need to carry out a Risk Assessment?
Yes a generic risk assessment will need to be carried for each area of work experience. For
guidance on carrying out a risk assessment please refer to the Trust policies for Non-Clinical
and Clinical areas.
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Non Clinical Risk Assessment and
Management Policy
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Clinical Risk Assessment
Management Policy
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This documentation forms part of the contract between the employer, student and students’
parent or guardian. Colleges are responsible for carrying out their own risk assessments for
their students; other placement types may require the use of NHS internal risk assessments.
Depending on the level of risk an assessment may not be needed for each student. It may
be necessary as NHS policy for a specific risk assessment to be done on the tasks that the
student will be undertaking. Please contact your local work experience organiser or the
Trust’s Risk Management Team if you have any further queries. For Further information
please refer to the Risk Assessment Section of the Work Experience Placement Toolkit for
Managers
2. How is the student affected by employment law?
During the placement the student is covered by the employers’ liability insurance of the
organisation and although unpaid, is classed as an employee for the duration of the
placement. They are therefore overed by employment law as any other employee. The
student also signs and is bound by an Honorary Contract and has to adhere an agreed Code
of Conduct.
Providing a student in Year 10 or Year 11 is on a properly approved and organised work
experience programme, the Education (Work Experience) Act 1996 enables them to be
considered a young person for the duration of the placement.
3. Will a student need an Occupational Health check?
It is not legally necessary but the student is obliged to inform the employer of any medical
conditions. This is supported by the school and work placement organisers on all
documentation. A Confidential Pre Placement Health Questionnaire is included as part of
the application process and once completed it is mandatory for managers to check the
information in this questionnaire prior to responding to the applicant. This information will be
used to inform the risk assessment for the student. Please contact the Learning &
Development Team if you have any queries.
4. Will the student need a CRB/DBS (Disclosure Barring Service) check?
It is not required in law for a student to have a CRB/DBS check however if it is felt that it is
necessary e.g. for long-term work experience placements and adult work experience
placements over 10 days. In this case the cost of the CRB will have to be negotiated. We
would suggest if a manager wanted reassurance about the suitability of a student for a
placement, a recommendation or reference from the form tutor or head of year is a better
method. Please note a CRB check could take a minimum of six weeks to process.
5. Can I offer Work Experience to students who are under 16?
Yes, any young person in school year 10 (14-15 years of age) or above can be offered work
experience. There are specific guidelines and prohibitions that apply to younger students
which will form part of the risk assessment. There may be areas which are deemed unsuitable
for younger students but this should not be used as a barrier against offering placements
generally. Using a little imagination there are plenty of opportunities for younger students to
gain a valuable work experience. A shop window approach has proved successful in offering
opportunities in work areas not previously utilised e.g. Finance, Human Resources, Estates
and IT.
6. I would like to help but what can the student do?
There are numerous examples of good practice to call upon. Please refer to page Page 8 of
the Work Experience Guidance for Managers for ideas.
7. What support can I expect from the school or college?
The school or college should have prepared the student before they begin their placement.
You will have a name and contact number of a member of staff who will support you with any
problem you may have. The school retain the duty of care and a member of staff will make at
least one visit during the placement to check how things are going. Each school student has a
work experience record book which includes the key skills and learning outcomes expected
from their experience.
8. Will the student need a contract?
Yes, every student must sign an honorary contract. This will cover details of the placement,
the internal procedures such as a confidentiality clause, health & safety issues, dress code
and the policy on personal property.
9. Who supervises the student?
It varies from placement to placement however the student must be supervised at all times. A
student should have a named mentor or supervisor but this does not mean that a student
cannot carry out tasks and duties in other departments.
10. I would like to help but have had bad experiences in the past.
Occasionally work experience may not live up to expectations. Following good practice
examples should prevent any major problems. It is highly recommended that an interview
process is conducted as this forms part of the work experience. This process may help to
ascertain if the student is genuinely keen and suitable for the placement. Students should not
be misled about what they can realistically expect from you. An agreed programme of learning
outcomes would remove any unrealistic expectations.
11. I am interested in offering work experience but I cannot get backing from
management. Is there any support available?
Not everyone is aware of the models of good practice that already exist and the amount of
support available. You could advise management that the Guidance and the Toolkit exists;
alternatively your local work experience organiser will be happy to advise them of the support
and guidance available.
12. Who insures the student?
For the duration of the placement the student becomes an employee, although unpaid and is
covered by the Trust’s liability insurance (contact the Risk Management Team for further
details). Any individual and vehicle used to transport a student must be insured for business
use.
13. I would like to help but I am already overloaded with students, what can I do?
There are demands from many quarters for placements. These can be for professional
development, university graduates or mature learners. Imaginative programmes can be
devised so the placement does not impinge too much on any single individual’s time. A ‘shop
window’ approach can be adopted where students can obtain an insight into the job roles and
careers available within the organisation. This forms a useful part of a students’ portfolio of
work experience.
14. Students often want to be placed with Healthcare Professionals but this is not
always convenient, how can we get around this?
It is often the case that professionals are too busy to devote time to work experience students.
Supervisors can be drawn from a wide range of job roles within the organisation. These
individuals can gather vital experience of supervision and mentoring which can be used as
evidence of career development as part of the NHS Knowledge & Skills Framework.
15. I cannot commit to the work experience programme. Is there any other way I can be
involved in student development?
Yes, a shop window approach can be used throughout the Trust with students shadowing an
individual or visiting a department for a few hours only. Schools and colleges are always
looking for individuals who can talk to students either on site or in the classroom. These talks
can help the students understand the workings of the NHS and the career opportunities
available. For further information or support please contact the Learning and Development
Team.
16. What do I do if a student does not turn up?
Contact the school or college contact and the Learning and Development Team should also
be informed. This is important as they need to know the students whereabouts for safety
reasons. The contact numbers are clearly shown on the documentation provided by the work
experience placement.
17. What do I do if a student goes missing?
You should inform the school or college contact and work experience organiser immediately.
18. What do I do if the student has an accident while on work experience?
The student will have an honorary contract and will be covered by the health & safety
procedure as any other employee. The accident should be recorded in your accident book. If
it is RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations)
reportable you should then follow your organisations procedures. In addition the school or
college contact and the Learning and Development Team should be informed.
19. What about patient confidentiality?
Any student will be governed by the confidentiality clause in the Honorary Contract and Code
of Conduct. Schools and work experience organisers are aware of the confidentiality issues.
The importance of confidentiality should be emphasised at interview and at the induction.
20. Who sorts out all the paperwork and administration?
You should ensure that the application for work experience and copies following information is
forwarded to the Workforce and Widening Participation Coordinator who will keep this
information on file :
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Application for Work Experience Form
Pre Placement Health Questionnaire
A copy of the Honorary Contract
Placement Information Sheet (including information on appropriate dress, behaviour
and patient confidentiality form *)
Evaluation Form
CRB/DBS check where appropriate *
A copy of the risk assessment for your area and a copy of the Risk Assessment Form.
Each school student will have been issued with a work experience record book which includes
the key skills and learning outcomes they require from their experience.
It may be necessary to identify and agree learning outcomes with the student and college
contact. A timetable can be designed with the input from the college and student to cover
them. In house contracts and application forms can be adapted if thought necessary. You
should contact your HR / Personnel Department for advice. (See Honorary Contract Template
21. What happens if a student has to travel between sites or visit other buildings?
For school students you will need to ensure that a health and safety visit has been carried out
for each location where the student will be based. The student will be covered by the local
risk assessments which apply to all employees taking into consideration the prohibitions
specific to the student based upon their age.
If the experience calls for a supervisor to take the student in a private car it must be insured
for business use as they are on official business. If you have any concerns you should
contact the Learning and Development team.
22. Can the student attend home visits?
Accompanied and supervised home visits are allowed as a risk assessment will have been
carried out by the supervisor. Any individual and vehicle transporting a student must be
covered by business use insurance. Please check with the Risk Management Team prior
to placement if student is being transported in an Trust employee’s vehicle.
23. What hours can a student work?
The student will normally follow the working pattern of the supervisor although it is not
recommended for a student to work more than an eight hour day. The Working Time
Regulations 1998 also apply so that students should not be asked to work more than five
consecutive days out of seven. If you are in any doubt please contact the Learning and
Development Team.
24. What should I do if the student has a complaint?
The student should be made aware of the official complaints procedure during the induction.
The student should also inform their school or college work experience coordinator or tutor.
25. What financial support is available for work experience?
Financial support is not generally available. Please contact the Learning and Development
Team. Students should liaise with their school or college. Students will need to pay for their
own transport (unless being transported in a car which has been registered for business use).
26. Where can I obtain more detailed information?
There is a page of useful contact on Page 12 of the Guidance including the Learning and
Development Team, the Department for Children Schools and Families (DfCSF) and the
Learning & Skills Council (LSC).
27. What if a student wants information on other NHS roles?
You could refer the student to the NHS Careers website (http://www.nhscareers.nhs.uk) and
Step into the NHS website (http://www.stepintothenhs.nhs.uk) or call the NHS Learning and
Development Advice Line 08000 150 850
28. What are Education Business Partnerships?
There are approximately 130 Education Business Partnerships operating in England and
Wales. Their aim is to broker links between education, business and the wider community in
order to help young people gain experience and awareness of the world of work. The NEBPN
(http://www.nebpn.org) is the umbrella organisation and national voice for the education
business partnerships working in the eleven regions.
29. Can the student leave the premises at lunch or break time?
The DfCSF guidance indicates that the duty of care for students engaged in off school site
activities remains with the school. If there are to be instances where pupils are unsupervised
(or where the level of supervision is lower than that usually provided by the school), this fact
should be pointed out to the parents/carers and their prior consent obtained. Supervisors
should inform students upon induction that students must inform the supervisor if they are
going off Trust premises for any reason.
30. Child or young person?
The most comprehensible short explanation to prospective employers is that providing a
student in Year 10 or Year 11 is on a properly approved and organised work experience
programme, the Education (Work Experience) Act 1996 enables them to be considered a
young person for the duration of the placement.