Supervising Your Apprentice or Trainee - State Training Services

32 Pages·2015·2.7 MB·English

by  State Training Services

Supervising your apprentice or trainee
A Guide for Workplace Supervisors
December 2015
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Table of Contents
Introduction 2
Apprenticeships and traineeships 3
The workplace supervisor 4
The supervisor’s role 4
What does a workplace supervisor do? 5
Introductio n to the workplace 7
What does being a workplace coach mean? 8
Effective coaching 8
Six steps to effective supervisor coaching 9
Practical tips for coaching 10
What it means for the apprentice of trainee to be competent 11
What are workplace competencies? 12
What is assessment? 12
What records do I need to keep? 14
What if I have a problem? 15
Resources for supervisors 16
APPENDIX: Apprenticeship and Traineeship Detailed Information 17
Who is involved? 17
Roles and responsibilities 18
The employer 18
The Group Training Organisation (GTO) 19
The apprentice or trainee 20
The Apprenticeship Network Provider (ANP) 20
The Registered Training Organisation (RTO) 21
The workplace supervisor 22
State Training Services, NSW Department of Industry (STS) 23
Getting started 24
Dealing with workplace issues 26
Supervising your apprentice or trainee
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A Guide for Workplace Supervisors © Dec 2015
Introduction
Well trained and effective employees are more By helping apprentices and trainees with these
important than ever for business success. Having issues in their workplace, employers and
a team with the right skills allows businesses to workplace supervisors are in a key position to
meet the challenges of competition, growth and maximise the success of training and provide
innovation. Whether the organisation decides to skilled employees to mentor the next generation
extend the skills of existing staff or to recruit of workers.
new employees, the business will benefit from
apprenticeship and traineeship programs. Effective supervision of apprentices and trainees
will also lead to:
Effective recruitment and ongoing support of
apprentices and trainees, through to the
successful completion of their training, ensures -
a pool of skilled workers is available to meet the

business challenges of the future.
unsupervised

Workplace supervisors play a central role in the
range of tasks.
success of apprenticeships and traineeships.
Recent studies show that the main reasons given
This guide is designed to help employers and
by learners in their decision to leave or stay with
workplace supervisors of apprentices and
training arrangements are to do with:
trainees better understand their role and the role
of others. It contains information that will help

workplace supervisors work more effectively
apprenticeship or traineeship meets their
and productively with apprentices and trainees,
expectations
and provides information on sources of further

training received compensates for lower
training wages
workplace relationships
learners in the workplace.
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Introduction Apprenticeships and Traineeships
Well trained and effective employees are more By helping apprentices and trainees with these This guide has been written specifically for RTOs have the crucial role in providing the formal
important than ever for business success. Having issues in their workplace, employers and you, the workplace supervisor of apprentices training to your apprentice or trainee. There are
a team with the right skills allows businesses to workplace supervisors are in a key position to and trainees. Apprenticeships and traineeships over 3000 RTOs approved to deliver in N SW, including
meet the challenges of competition, growth and maximise the success of training and provide are jobs that combine on-the-job training and TAFE and many private sector organisations.
innovation. Whether the organisation decides to skilled employees to mentor the next generation formal training and assessment. Upon successful
extend the skills of existing staff or to recruit of workers. completion, the apprentice or trainee is issued a In all apprenticeships and traineeships the
new employees, the business will benefit from nationally recognised qualification by a Registered employer can choose whether formal training is
apprenticeship and traineeship programs. Effective supervision of apprentices and trainees Training Organisation (RTO). A Certificate of undertaken in the workplace, in the classroom, or
will also lead to: Proficiency is issued by the NSW Department of a combination of both.
Effective recruitment and ongoing support of Industry on successful completion of the
apprentices and trainees, through to the apprenticeship or traineeship arrangement. Whichever formal training pathway is chosen,
successful completion of their training, ensures - the employer must release the apprentice or
a pool of skilled workers is available to meet the In NSW the employer and the apprentice or trainee during paid work time to undertake their
business challenges of the future. unsupervised trainee enter into a formal Training Contract that formal training and assessment. The Training Plan
sets out the rights, responsibilities and documents this employer obligation.

Workplace supervisors play a central role in the obligations of both parties for the period of the
range of tasks.
success of apprenticeships and traineeships. contract. The contract is then registered with Training wages for new entrant apprentices and
Recent studies show that the main reasons given State Training Services (STS) (see Appendix: What trainees have been designed to account for
This guide is designed to help employers and
by learners in their decision to leave or stay with are the roles and responsibilities of those involved? the time the apprentice or trainee spends
workplace supervisors of apprentices and
training arrangements are to do with: , page 18). undertaking training and assessment. However,
trainees better understand their role and the role
you may pay your apprentice or trainee above
of others. It contains information that will help
Training Contracts are required to establish: the training wage or award wage as you would
workplace supervisors work more effectively
apprenticeship or traineeship meets their with any other employee. Existing worker trainees
and productively with apprentices and trainees,
expectations Apprenticeships – for new and existing retain the wages and employment conditions they
and provides information on sources of further
employees had prior to commencing the traineeship.
training received compensates for lower
training wages New Entrant Traineeships – for employees While apprenticeship and traineeship Training
of any age with less than three months full- Contracts have a nominal duration assigned at
workplace relationships time service with the current employer or their commencement, the date of completion is
twelve months part-time service flexible. Competency based completion can
occur when the employer and the apprentice or
learners in the workplace.
Existing Worker Traineeships – for trainee agree that they are competent, and the
employees of any age with more than three RTO has issued the national
months full-time service with the current
employer or twelve months part-time service. For more detailed information on apprenticeships
and traineeships see the Appendix at the end of
There is also an option for students to this booklet or go to the STS website
undertake apprenticeships and traineeships www.training.nsw.gov.au
while at school.
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The Workplace Supervisor
This part of the guide looks at how you can You will also assist the apprentice or trainee in
optimise the learning opportunities of your
apprentice or trainee through the use of good or outlined in the Training Plan. Individual learning
supervision, coaching skills and on-the-job styles vary between individuals and between
training. workplaces – for instance, some individuals learn
best from written instructions while others
Workplace induction and ongoing support prefer practical demonstration. Some organisations
of the apprentice or trainee is normally the job provide opportunities for learning in a simulated
of the workplace supervisor. The supervisor may work environment while others train on the
also be the employer of the apprentice or shop floor. Training, whether delivered by the
trainee, especially in a smaller organisation. As RTO or by you, will be easier and more effective
the workplace supervisor you are responsible for if the apprentice’s or trainee’s preference for a
on-the-job training for your apprentice or trainee. particular learning style can be recognised and
You are responsible for answering any questions accommodated.
the apprentice or trainee may have regarding t heir
training or other aspects of their work. It is your An effective workplace supervisor:
responsibility to inform the apprentice or trainee of
workplace expectations, safety procedures, codes
of conduct, lunch breaks, WH&S information, etc.
Supervisors also ensure the apprentice or trainee is based on the Training Plan
not harassed or bullied in the workplace.
training
We all have our own way of doing
things – you should make allowances
for someone to carry out their assigned training delivery and assessment practices and to
task in their own way, provided that review progress through the Training Plan
the job is completed to the required manages the apprentice’s or trainee’s training
standard. needs and motivation

problem solving and general employability
The supervisor’s role skills
As a supervisor you will act as a role model and
workplace coach. The apprentice or trainee will learning
look to you for guidance and help in learning
how to do their job. You will need to organise
and record both on-the-job and formal training Information on the more detailed aspects of
activities undertaken in the workplace, as well as apprenticeships and traineeships can be found in
provide assessment evidence to the RTO assessor, the Appendix.
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The Workplace Supervisor
What are the benefits of
being a workplace sup ervisor?
This part of the guide looks at how you can You will also assist the apprentice or trainee in As a supervisor you will:
optimise the learning opportunities of your
apprentice or trainee through the use of good or outlined in the Training Plan. Individual learning
supervision, coaching skills and on-the-job styles vary between individuals and between and knowledge
training. workplaces – for instance, some individuals learn

best from written instructions while others
develop their skills
Workplace induction and ongoing support prefer practical demonstration. Some organisations
of the apprentice or trainee is normally the job provide opportunities for learning in a simulated
of the workplace supervisor. The supervisor may work environment while others train on the workplace coach
also be the employer of the apprentice or shop floor. Training, whether delivered by the
trainee, especially in a smaller organisation. As RTO or by you, will be easier and more effective
the workplace supervisor you are responsible for if the apprentice’s or trainee’s preference for a
on-the-job training for your apprentice or trainee. particular learning style can be recognised and delegated tasks, enabling you to complete
You are responsible for answering any questions accommodated. other work
the apprentice or trainee may have regarding t heir
training or other aspects of their work. It is your An effective workplace supervisor:
or trainee in building work relationships and
responsibility to inform the apprentice or trainee of
understanding how the business operates.
workplace expectations, safety procedures, codes
of conduct, lunch breaks, WH&S information, etc.
Supervisors also ensure the apprentice or trainee is based on the Training Plan
Foster a positive attitude – mistakes
not harassed or bullied in the workplace.
should be looked upon as positive
training occurrences because they present an
We all have our own way of doing opportunity for learning.
things – you should make allowances
for someone to carry out their assigned training delivery and assessment practices and to
task in their own way, provided that review progress through the Training Plan
What does a workplace
the job is completed to the required manages the apprentice’s or trainee’s training
standard. needs and motivation supervisor do?

problem solving and general employability
Different supervisors will do different things,
The supervisor’s role skills
depending on the workplace and the kind of
training being undertaken. For example, with People learn best when they are
As a supervisor you will act as a role model and employment-based or distance apprenticeships relaxed – when providing on-the-
workplace coach. The apprentice or trainee will learning and traineeships, the workplace supervisor wil l job training ensure your feedback is
look to you for guidance and help in learning participate in delivering structured training to positive and constructive.
how to do their job. You will need to organise the learner with the help of the RTO. In more
and record both on-the-job and formal training Information on the more detailed aspects of traditional apprenticeships and traineeships
activities undertaken in the workplace, as well as apprenticeships and traineeships can be found in the structured training is delivered in the RT O’s
provide assessment evidence to the RTO assessor, the Appendix. classroom and the supervisor is more involved
with coaching the learner in understanding
how the classroom instruction translates
to the workplace.
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Some of the things you will do are shown in the diagram: Introduction to the workplace
Is it my concern what my apprentice or
trainee does outside of working hours?
A good introduction to the workplace is crucial
in providing a basis from which an apprentice or
One aspect of supervision to think about is
The workplace supervisor trainee can build effective workplace relationships.
whether you can assist your apprentice or
A structured induction will leave the new
trainee with constructive advice and guidance
apprentice or trainee with a clear understanding
on some non-work issues which, if left
of what is expected of them and what they can
unchecked, could affect their employment
Explain your role to Familiarise the expect of others. Most importantly, an effective
Liaise with the RTO and training. For example the need to get
the apprentice or apprentice or trainee induction will affirm their decision to join your
about training
trainee with the workplace organisation, convey a sense of your organisation’s
drugs, so that the apprentice or trainee can
culture, reduce the time it will take them to re ach full
arrive at work clear-headed and energetic,
proficiency, reduce staff turnover and provide you
may need to be discussed. Another significant
with a better understanding of their strengths and
issue for apprentices or trainees is responsible
career aspirations.
Discuss the Training Provide on-the-job road behaviour. It’s a sad fact that the serious
Give clear instructions
Plan with the training and coaching road accident rate for drivers aged 17 to
on work tasks
apprentice or trainee to complete tasks 24 years is more than double that of other You should ensure that you cover these points in
drivers, with alcohol and speed being major the induction:
contributing factors. Encouraging good driving
habits in your apprentices and trainees will A description of the business, its goals and
Provide not only help them to avoid serious financial strategies, and how the apprentice or trainee
Monitor progress encouragement and Keep records penalties and the possibility of serious or fatal fits into the overall picture
towards completion feedback injury but also help them to retain their licence Terms of employment including the Training
and vehicle, which may be essential to their Contract, the probationary period, and their
continuing employment. conditions of employment including award
coverage or their employment contract
A review of the Training Plan issued by the
RTO to clarify the competencies to be
Once the apprenticeship or traineeship is underway, you can also focus on checking
achieved
progress through regular meetings with the apprentice or trainee to ensure the Training Plan
Important work rules and work conditions
is being followed and that the training record book, if issued, is signed off. Remember that
feedback is important as it allows the apprentice or trainee to measure their progress, be
encouraged and gain confidence. A tour of the workplace and facilities
An introduction to key personnel and
immediate work colleagues
Grievance procedures, including who to
contact and what to do
You can’t listen with your mouth open – always encourage your apprentice or trainee
Leave provisions, including annual, sick and
to hear the full message before responding, and take care that you set a good example
other leave
by doing the same.
Information on the organisation’s policies and
procedures
Occupational Health and Safety training and
procedures.
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Introduction to the workplace
Is it my concern what my apprentice or
trainee does outside of working hours?
A good introduction to the workplace is crucial
in providing a basis from which an apprentice or
One aspect of supervision to think about is
trainee can build effective workplace relationships.
whether you can assist your apprentice or
A structured induction will leave the new
trainee with constructive advice and guidance
apprentice or trainee with a clear understanding
on some non-work issues which, if left
of what is expected of them and what they can
unchecked, could affect their employment
expect of others. Most importantly, an effective
and training. For example the need to get
induction will affirm their decision to join your
organisation, convey a sense of your organisation’s
drugs, so that the apprentice or trainee can
culture, reduce the time it will take them to re ach full
arrive at work clear-headed and energetic,
proficiency, reduce staff turnover and provide you
may need to be discussed. Another significant
with a better understanding of their strengths and
issue for apprentices or trainees is responsible
career aspirations.
road behaviour. It’s a sad fact that the serious
road accident rate for drivers aged 17 to
24 years is more than double that of other You should ensure that you cover these points in
drivers, with alcohol and speed being major the induction:
contributing factors. Encouraging good driving
habits in your apprentices and trainees will A description of the business, its goals and
not only help them to avoid serious financial strategies, and how the apprentice or trainee
penalties and the possibility of serious or fatal fits into the overall picture
injury but also help them to retain their licence Terms of employment including the Training
and vehicle, which may be essential to their Contract, the probationary period, and their
continuing employment. conditions of employment including award
coverage or their employment contract
A review of the Training Plan issued by the
RTO to clarify the competencies to be
achieved
Important work rules and work conditions
A tour of the workplace and facilities
An introduction to key personnel and
immediate work colleagues
Grievance procedures, including who to
contact and what to do
Leave provisions, including annual, sick and
other leave
Information on the organisation’s policies and
procedures
Occupational Health and Safety training and
procedures.
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If, in your organisation, a generic induction is Effective coaching
provided by someone outside of your own work
unit you should ensure that the items in the list
The following are a few tips to assist you in
on page 7 that relate to training are covered,
providing effective on-the-job training and
particularly discussion of the Training Plan and
coaching:
the Training Contract.
First impressions count – the new trainee already knows – they may have
apprentice’s or trainee’s views of th e knowledge and experience that they have
organisation are strongly influenced by gained in a variety of ways, e.g. school,
first impressions. Maintaining a hobbies or previous employment.
positive view is easier than altering a
negative one, so make sure your a particular task may need to be
induction is well planned and seamless. done in a certain way. In your explanation
draw on real examples.
skills – explain what the apprentice or
What does being a
trainee will achieve.
workplace coach mean?
Find out from the apprentice or trainee
how they like to learn, e.g. do they prefer
In your role as a supervisor you will undoubtedly
written instructions or to be shown how
be providing on-the-job training and coaching to do something a number of times, or a
of others. Coaching includes training activities
combination, and deliver your on-the-job
such as teaching and demonstrating how to
training this way.
do tasks, but it is also a broader term that
includes motivating your staff, providing broad
learned, you will need to give the learner
information about the business and the industry,
the opportunity to practise regularly to build
providing feedback and recognising their
their skills and competence.
achievements.

thought by listening to the apprentice’s o r
When a significant problem arises, it is
trainee’s ideas and providing feedback.
a good idea to give advance notice to
the apprentice or trainee that you want
the apprentice or trainee. Let them know
to discuss it with them. Encourage their
how and how often you are going to
ideas for improvement. Schedule your
communicate with them. Provide feedback
discussion for 24 hours later to allow
and ensure a two-way communication flow.
any strong emotions of either party
Confirm whether your instructions are clear,
to dissipate, so your discussion can be
simple and understood.
positive and focused on desired actions
and behaviour.
environment so make sure that you act
immediately against any bullying or
harassment you become aware of.
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