Supervising your apprentice or trainee - A guide for workplace supervisors August 2021 - Training Services NSW
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| NSW Department of Education Supervising your apprentice or trainee A guide for workplace supervisors August 2021
Contents Leading the way 2 Apprenticeships and traineeships 3 Who is involved 4 Your learner’s role 6 Your role as a supervisor 7 Workplace induction 8 Duty of care and safety 9 Bullying and harassment 10 Mental health 11 Training Plan 12 Six steps to effective coaching 13 Learning styles 14 Cultural diversity 15 Understanding Aboriginal learners 16 Keeping things on track 17 Assessment18 Completion19 How we can help 20 Resources21 TSNSW regional centres 22 We acknowledge the homelands of all Aboriginal people and pay respect to Country. © State of New South Wales through Department of Education 2021. You may copy, distribute and otherwise freely deal with this publication for any purpose, provided that you attribute the Department of Education as the owner. The information contained in this publication is based on knowledge and understanding at the time of writing (August 2021) and may not be accurate, current or complete. The State of New South Wales (including the NSW Department of Education), the author and the publisher take no responsibility, and will accept no liability, for the accuracy, currency, reliability or correctness of any information included in the document (including material provided by third parties). Readers should make their own inquiries and rely on their own advice when making decisions related to material contained in this publication. Supervising your apprentice or trainee – August 2021 1
Leading the way Apprenticeships Apprentices and trainees And, there’s nothing more and traineeships are our future. rewarding than helping people achieve their personal goals Apprenticeships and Without expert guidance from while working towards your traineeships offer workers today's professionals, the next business’s goals. the opportunity to study, generation won’t have the gain practical skills and Your influence as a supervisor knowledge and skills required earn an income while can’t be overstated. to sustain industry and meet obtaining a nationally the demands of the future The more support you can recognised qualification. labour market. provide, the more likely your learner will succeed. They can be undertaken by Businesses both large and small have increased their bottom This guide is designed for new anyone of working age and can line and enjoyed sustainable supervisors or supervisors be completed full-time, part-time You can choose from TAFE NSW, growth by providing training to looking to gain additional skills. or while at school. an adult or community education apprentices or trainees. Your organisation will sign a provider, a private provider It’s full of practical strategies to Many employers agree that taking help you support your learner formal Training Contract with or the learner’s high school. on an apprentice or trainee goes grow in your company, become a your learner who will work and In conjunction with the RTO, beyond coaching your learner valuable employee, and ultimately, learn under your supervision. you’ll decide whether your to gain the targeted skills your ensure the health and longevity of Training Services NSW within the learner’s formal training is business needs. your business and industry. NSW Department of Education undertaken in your workplace, administers these contracts. in the classroom, online or as a Your learner will be committed to combination of all three. your company and its long-term As part of this contract, you goals because they know you’re and your learner will choose a Your learner will then gain personally invested in their future. Registered Training Organisation knowledge and develop new (RTO) to deliver the formal training. skills through a combination As your business grows, your of hands-on workplace training learner’s positive attitude and and formal study. innovative ideas will invigorate your workplace, boost worker After successfully completing morale and encourage existing their apprenticeship or traineeship, staff to rethink old ways. your learner will be issued with a David Collins PSM nationally recognised qualification by the RTO and receive a Commissioner for Certificate of Proficiency from Vocational Training the Department of Education. 2 Supervising your apprentice or trainee – August 2021 Supervising your apprentice or trainee – August 2021 3
Who is involved? egistered Training R Plan, you’ll organise and record providers. These include advice Employer Organisation (RTO) their workplace training, supervise on industrial matters such as your them practising new skills until responsibility towards your learner The employer recruits an The RTO delivers your learner’s they’re competent, ensure their when it comes to wages, working apprentice or trainee like formal training so they can gain a safety, provide feedback and conditions and safety, mentoring they would any other staff nationally recognised qualification. supply assessment evidence to and counselling services for member. Next, they contact an As part of this process, they the RTO. your learner, and information Apprenticeship Network Provider develop a Training Plan in on financial assistance for to arrange a Training Contract. consultation with you and your Training Services your learner. Ask your ANP or As part of this contract, the learner, provide you with training Training Services NSW for more employer must provide a safe NSW support, monitor progress, and information. workplace where quality training, assess your learner’s competence. We’re responsible for managing practical instruction and learning When all competencies have apprenticeships and traineeships can occur under relevant award been achieved, they issue the in New South Wales. We approve School wages and conditions. qualification. your Training Contract’s application If you supervise a school-based and ensure everyone carries The employer may also be a learner, their apprenticeship or Group Training Organisation pprenticeship A out their responsibilities. We traineeship will form part of their (GTO). A GTO recruits learners, Network Provider also provide free supervisor HSC. Your learner’s school will pays their wages and places (ANP) training, information about endorse the Training Contract and ANPs suggest training delivery apprenticeships and traineeships, them with a host employer who will help facilitate employment options, prepare the Training advice regarding the Training conducts their workplace training. and training as part of the school’s Contract, and explain everyone’s Contract, mediation and dispute curriculum. rights and responsibilities. They resolution services and referral Apprentice or trainee will also advise of any incentives to other support services This includes facilitating you’re entitled to. (See: www. and agencies. On successful communication between all By signing the Training Contract, completion of the apprenticeship parties, monitoring your learner’s australianapprenticeships.gov.au) your learner agrees to carry out or traineeship, we issue a progress and wellbeing via regular their obligations as your employee Certificate of Proficiency to catch up sessions, and keeping while receiving workplace orkplace W your learner. track of their attendance at your training, engaging in formal supervisor workplace. The school may also training, completing tests and You! Your role is integral to your deliver formal training. assessments, and obtaining a learner’s success. As a coach and Support Services nationally recognised qualification. mentor, you’ll show your learner Professional services are available how to do their job safely and from a range of government, correctly. Following the Training not-for-profit and private 4 Supervising your apprentice or trainee – August 2021 Supervising your apprentice or trainee – August 2021 5
Your learner’s role Your role as a supervisor Your learner must make Effective supervision is You should show them how to every effort to gain Successful apprentices critical to your learner’s use equipment safely and offer the skills and industry success. practical hands-on instruction in and trainees: knowledge they need to all tasks in the Training Plan. • Arrive at work alert with As a workplace supervisor, successfully complete Apprentices and trainees are their required tools you’re a role model and coach their apprenticeship or for your learner. They’ll look to paid training wages because • Follow instructions and traineeship. you for guidance, support and their schedule includes time ask questions so they for formal training and study. This includes following your can grow their skills motivation. You must release your learner instructions (within the law), • Take responsibility Through daily contact, you can during paid work hours to attend following workplace policies and respond to your learner’s needs, formal training or for study for a • Discuss and resolve procedures and contributing to a ensure policies and procedures minimum of three hours a week. concerns safe and supportive workplace. are being followed, teach safe • Contribute to creating Once the apprenticeship or They also need to undertake the working practises, address a safe and supportive traineeship is underway, schedule training and assessment outlined problems, improve productivity, workplace regular meetings so you can in their Training Plan. and increase workplace • Attend formal study check your learner’s progress satisfaction. This includes studying for their delivered by their RTO against the Training Plan and qualification, receiving hands-on The level of supervision required ensure they’re getting enough • Complete assignments training in your workplace and for your learner depends on: opportunities to practice their and assessments participating in formal training • The degree of risk involved in new skills at work. • View their apprenticeship delivered by their RTO. doing certain tasks You’ll also need to meet regularly or traineeship as a career Over time, they’ll need to show instead of ‘a job for now.’ • Your learner’s age, skills, with your RTO to provide they can do their job competently knowledge, and experience assessment evidence, stay up-to- and consistently to the standard • New or recently modified date with formal training, sign off of performance expected in your technology or machinery competencies and schedule any industry. additional workplace training. • Your learner’s language difficulties, cultural differences or physical limitations. Key to your role is helping your learner understand how their formal study translates to the workplace. 6 Supervising your apprentice or trainee – August 2021 Supervising your apprentice or trainee – August 2021 7
Workplace induction Duty of care and safety First impressions count. Outline their terms of What is a duty of care? Make safety part of employment including the conversation A good workplace induction the Training Contract, pay Young learners are vulnerable. communicates what’s expected conditions, leave provisions, They experience more workplace Under Australian legislation, of your learner and what they and hours of work, overtime injuries than any other age you are legally obliged to be can expect from you. and break times group. They need additional aware of the range of hazards guidance because they lack in your workplace and apply This will help them settle Take them on a workplace work experience and may not measures to ensure people are in quickly, accelerate their tour. Explain who’s who and know how to protect themselves not injured or made ill because proficiency and reduce staff introduce key staff physically and psychologically of their work. turnover. They’re less likely to Go through their Training Plan from injury. underperform, make mistakes You must: and lose interest. Proposal, schedule progress That is why there are additional meetings and set goals • Ensure work environments, duty of care responsibilities and Your induction checklist: systems of work, machinery, Provide information about obligations to workers under the Describe your business, its chemicals, and equipment grievance procedures including age of 18. values, and how your learner are safe and properly used, who to go to for support You must take reasonable care to fits into the big picture stored and maintained Schedule Workplace Health ensure your workplace and the • Provide required personal Discuss your role, explain and Safety training people in it are safe from injury protective equipment and their job description and health risks. If you identify If possible, get a former ensure it is used Discuss ground rules. a likely risk of harm, it is your apprentice or trainee to be • Explain safe work practices, These may include mobile legal obligation to address it. You their 'support buddy.’ safety hazards and emergency phone use, workplace dress should minimise or eliminate risk procedures and behaviour, policies on by providing support, instruction, training, and on-going adequate • Provide training, instruction, bullying, drugs and alcohol, supervision. Your inaction is a and supervision by a qualified and the best way to breach of your duty of care. or experienced worker communicate when they’re sick or running late • Ensure supervisors are aware of their responsibilities concerning young learners • Ensure your learner isn’t exposed to inappropriate behaviours, sexually explicit or inappropriate material. See: kidsguardian.nsw.gov.au. 8 Supervising your apprentice or trainee – August 2021 Supervising your apprentice or trainee – August 2021 9
Bullying and harassment Mental health Workplace bullying and Workers who experience bullying It’s possible you may • Quality of work suffering harassment can happen to can suffer anxiety, post-traumatic supervise a learner who • Tardiness anyone. It involves a more stress disorder, ill health, and even is experiencing a mental • Becoming overwhelmed powerful person or group commit suicide. health condition – it’s more or upset easily of people oppressing a That’s why workplace bullying and common than you think. • Avoiding colleagues. less powerful person or harassment are against the law. If your learner agrees that they Most people can effectively group, often because Many victims won’t speak up are struggling with their mental manage their mental health they’re different. because they think it’s ‘workplace without it affecting their work. health, refer them to a GP for culture’ and they’ll be called a But there may be times when proper diagnosis and care. Bullying and harassment are ‘trouble maker.’ your learner requires support and It’s important to understand unreasonable behaviours that reasonable adjustments at work that you have a legal obligation cause humiliation, offence, Failure to take action to prevent to help them get and stay well. to support them to remain at or intimidation or distress, and affect or respond to workplace bullying return to work when they’re ready. an employee’s ability to work. and harassment can result in An unhealthy work environment breaches of equal opportunity, or incident can also create More info: It can occur through verbal or Work Health and Safety and anti- or exacerbate mental health physical abuse, psychological • headsup.org.au discrimination laws. conditions. standover tactics, practical jokes • Lifeline: 13 11 14 or initiation, put downs, sexual Speak to your worker regularly. • youthsafe.org misconduct, email, texts or on See: safeworkaustralia.gov.au/ You may notice differences in social media. bullying • Headspace: 1800 650 890 your learner’s behaviour including: • Mental Health Line: 1800 011 511 • Appearing restless and tense • Beyond Blue: 1300 22 4636. • Having difficulty meeting How can you recognise and address workplace bullying? reasonable deadlines • Look for changes in your learner’s behaviour • If you notice absences, low morale or requests to do jobs with different people, encourage your learner to talk • Publish a zero tolerance policy • Organise ongoing conflict management training • Take complaints seriously. 10 Supervising your apprentice or trainee – August 2021 11
The Training Plan Six steps to effective The Training Plan is The RTO will also identify any supervision and coaching your learner’s road map additional learning needs (such to success. as literacy and numeracy) and if Explain the Practice makes your learner is able to apply for 'big picture.' it perfect It describes the formal and recognition of prior learning. People learn best when they Allow time for your learner workplace training and The RTO will ensure you all receive know why something’s important. to practice their new skills. assessment your learner must a copy of the signed Training Plan. Explain the task, its purpose and Spaced repetition of skills will complete to receive their why it needs to be done in a build competence. Allow your qualification and be issued with The Training Plan in action certain way. Try and use real life learner to perform the task their their Certificate of Proficiency. The Training Plan is a living examples. own way provided the job is Like building blocks, each unit document that should be completed to standard. in the Training Plan sets out Watch, coach and be patient. frequently referred to, regularly Take it step-by-step practical tasks and structured discussed and routinely updated milestones that progressively to reflect the current status of Break the task down into chunks Feedback increase your learner’s skills. training. so your learner remembers what to do. Use clear and simple Ensure your feedback is positive Developing the Training Plan Your learner must perform duties language and assume no prior first, and constructive second, that map to the units of study knowledge. Ask your learner to then conclude with praise. You must develop the Training they’re undertaking in their repeat the instructions back to View mistakes as positive as Plan with your RTO and formal training. confirm understanding. they create an opportunity learner within 12 weeks of the You’ll need to create opportunities for learning. Remember, what apprenticeship or traineeship in your workplace for your learner Demonstrate you say is only part of what’s being approved. to master these skills under your communicated. Your body The RTO will discuss the units of Carefully show your learner language and tone of voice supervision. competency to be undertaken how to correctly do things. makes up 90% of your message. and the sequence in which they’ll You should discuss progress be delivered. with your RTO at least every six Advise months. If there are performance You can negotiate how, when, Ensure you advise your RTO issues, this should be scheduled where, and by whom training and and learner when competency more regularly. assessment will be delivered. has been achieved. 12 Supervising your apprentice or trainee – August 2021 13
Learning styles Cultural diversity As a supervisor, you Daily interactions can have Gesture need to acknowledge subtle cultural distinctions. Important variations across that everyone learns Knowledge of these can help cultures include ways of pointing, differently. you effectively manage learners shaking hands, making eye from diverse backgrounds and contact or bowing. Some of us learn through avoid misunderstandings. observation, some through Some general points to consider: In Islam, physical contact listening, some through between men and women hands-on practice and some Religious practices isn’t allowed (except for family). through a blend of all three. Auditory learners prefer words, Some religious practices This means Muslims won’t sounds and music. They say, will impact the workplace. For shake hands with the opposite There’s no right or wrong ‘Tell me’ and ‘Let’s talk it over.’ example, Muslims generally pray sex – a difference that can be learning style, just a style They best perform a new task twice during a workday, this can easily accommodated. that’s right for your learner. after listening to instructions or easily be accommodated during Taking time to discover your discussing a process. Yes and No meal breaks. apprentice or trainee’s learning In Australia, we’re expected styles can help you understand Kinaesthetic learners prefer Muslims also observe a different to mean 'yes' or 'no.' In other their motivators and stressors and doing, moving, and hands-on calendar including events such as cultures, 'yes' may mean 'I hear how they differ from your own. experiences. They say, ‘Let me Eid al-Fitr at the end of Ramadan. what you say.' Some learners nod try.’ They best perform a new task Try and support your learner’s It will make training easier and because they’re reluctant to give role-playing or trying it out and leave requests, as holy days will more effective for you in the a direct 'no' for fear of offending. learning as they go. be important to them. If you can’t, long run. clearly communicate why and try Discuss with your learner how When you’re aware of your own for a compromise. to best to communicate without Which of these categories learning style, you can help your violating their cultural norms. do you relate to? learner understand theirs and Politeness adapt your training accordingly. More info: safework.nsw.gov.au/ Visual learners prefer diagrams, In various Asian and Middle legal-obligations/diversity pictures, demonstrations, and To gain more practical tips on Eastern countries, being indirect films. They say, ‘Show me’ and becoming a better workplace is the norm. These cultures take ‘Let’s have a look at that’. They coach, enrol in a free supervisor time to lead up to their point. best perform a new task after workshop at Training Services Some Asian cultures are reluctant reading instructions or watching NSW. For upcoming events visit: to give supervisors bad news. someone do it while taking notes. www.training.nsw.gov.au/ In many cultures, you’re not apprenticeships_traineeships/ allowed to initiate conversation employers/self_help/ with a superior. supervisor_videos.html 14 Supervising your apprentice or trainee – August 2021 Supervising your apprentice or trainee – August 2021 15
Understanding Keeping things on track Aboriginal learners You play a key role in You can speak to us confidentially monitoring your learner’s about your learner’s challenges. Aboriginal people experience a How you can assist: We may visit your workplace or progress. diversity of cultures, languages arrange a meeting away from • Flexible work arrangements and ways of life. Aboriginality is Issues could include: work to help resolve your issue. individual and personal. Make • Special leave, carers leave, unpaid leave • Poor standard of work What if the issue can’t be sure you talk to your learner to understand their needs. Some • Additional cultural leave. • Unsatisfactory progress in resolved? general points to consider: formal training Communication If your learner’s position has • Disregarding instructions Kinship and Sorry Business Aboriginal people may become untenable or they • Unsafe work practices want to leave, you can apply Aboriginal families extend beyond communicate in these ways: • Poor attendance, punctuality or for cancellation of the Training blood and marriage to include • Direct eye contact can be presentation Contract. extended family. This kinship considered rude, disrespectful • Excessive mobile phone/social You and your learner must system defines Aboriginal or aggressive. Avoiding media use mutually consent to this. people’s connection to each eye contact doesn’t mean other, to spirit and to country. your Aboriginal learner is • Personality clashes with A Training Services NSW officer The care of family members is disinterested or dishonest colleagues can offer each of you confidential often a shared responsibility. • Silence creates space for • Breaches of workplace advice, monitor the issue through Aboriginal people to listen, discipline. site visits or phone calls and ‘Sorry Business’ is the grieving period following death. It’s often think, show respect, and The first thing you should do is provide mediation and dispute commemorated with large respond. It shouldn’t be talk to your learner. resolution services until you reach community gatherings. confused with a lack of an agreement. Remain calm and be clear about understanding or hearing what you want. If you have If an agreement can’t be reached, Aboriginal people experience significantly higher death rates • Aboriginal people may feel negative feedback, offer it in a the matter will be referred to the than non-Aboriginal people ‘shame’ when they’re singled constructive way and discuss the Commissioner for Vocational across all ages for all major causes out. Some feel shame if they’re improvements you’re looking Training for resolution. of death. The impact can be publicly praised. Approach your for. Give your learner a chance to overwhelming. learner individually and ask respond to criticism. them first. Your learner may ask for time If issues can not be resolved, We’ve employed Aboriginal you may need to contact off at short notice to meet staff in all regional centres who Training Services NSW. family obligations or attend can offer further advice and Sorry Business. tailored cultural support. More information: training.nsw.gov.au 16 Supervising your apprentice or trainee – August 2021 Supervising your apprentice or trainee – August 2021 17
Assessment Completion Your RTO carries out assessments • Allowing you or your learner to Apprenticeships and What is an employer by collecting evidence of your challenge assessment results. traineeships are approved endorsement of competence? learner’s skills and knowledge, for a nominal term based Your assessor may ask you to: The RTO must obtain your comparing it to a set of industry- on how long it should • Write a report about your endorsement of your learner’s based standards and judging learner’s competence take a learner to gain the competence before they issue whether your learner meets them. required skills. This is the qualification. • Supply recorded evidence, Your RTO assessor may meet with detailed in your Training You or your manager is required you and your learner to develop including photos and videos, showing how your learner has Contract. to sign off to confirm that: an assessment plan. Your assessor will explain: applied their skills In order to be awarded their • Your learner is competent to • Provide work records such as Certificate of Proficiency, your industry standards • Evidence required for each unit job cards, appointment books learner must successfully • You support the RTO issuing of competency and procedure manuals. complete all the units of their qualification • How you can gather this competency detailed in the evidence Record keeping checklist: • You may be obliged to pay your Training Plan that make up Training Plan learner a higher award rate after • When to expect assessment their qualification. the qualification is issued and monitoring visits Records of your RTO’s visits Every time you sign off a • Your learner can complete their • How they’ll deem your to your workplace and competency, you are confirming apprenticeship or traineeship learner 'competent' or activities undertaken you’ve seen your learner complete before the nominal completion 'not yet competent'. a task in your workplace over Evidence of tasks your date or continue training up to Your assessor is responsible for: a period of time, separated by the nominal completion date. learner has completed feedback, further learning, • Considering your learner’s at work (photos, videos) If you don’t think your learner is and practice. individual needs Results of workplace training performing to industry standards, You sign off a competency when do not sign off. Discuss areas for • Setting written tests, undertaken by your learner you have complete confidence improvement with your learner assignments or practical tasks, with the RTO in your learner’s ability to work and contact your RTO to create assessing competencies You learner’s workbook/ unsupervised to industry an action plan. If you can’t resolve • Scheduling role plays to assess record of training supplied standard in a variety of situations. this with your RTO, contact unusual scenarios by the RTO Training Services NSW. • Observing your learner in your The Industrial Award or workplace Workplace Agreement • Requesting your learner Record of time worked demonstrate specific tasks and wages paid 18 Supervising your apprentice or trainee – August 2021 Supervising your apprentice or trainee – August 2021 19
How we can help Resources Training Services NSW Supervisors often come to us Key websites is the regulator of when the relationship with their learner has already broken down. Training Services NSW: 13 28 11, training.nsw.gov.au apprenticeships and traineeships in NSW. At this point it can be too late. School-based apprenticeships and traineeships: sbatinnsw.info Get us involved as soon as possible. Our advice is free and Apprenticeship Network Provider: australianapprenticeships.gov.au impartial. If you’re a new supervisor, we can meet with you and your learner Useful links Our officers have extensive from the outset and explain experience advising learners everything you can do to set Get the most out of your learner by gaining practical and effective and employers and are skilled in yourselves up for success. supervising skills at our free ‘Supervising your Apprentice or Trainee’ mediation and dispute resolution. workshops. Find upcoming workshops under the ‘Quick Links’ Seeking our advice shows your column at training.nsw.gov.au More often than not, we’ve dealt learner how much you value with the issue you’re facing and them and that you’re committed Explore the Supervising your Apprentice or Trainee video series have a range of solutions to to their learning journey. to find ways to improve outcomes for your learner, and ultimately, support you or your learner. your business. youtube.com/playlist?list=PL2F2F6C83984B2766 Visit training.nsw.gov.au, We provide: call 13 28 11 or find your nearest Information on workplace laws for employers of workers: • Advice on how to be a Training Services NSW centre industrialrelations.nsw.gov.au better supervisor at the back of this booklet. Information on national employment standards and modern awards: • Information about your fairwork.gov.au legal responsibilities Information on safety and risk management: 13 10 50, • Free supervisor training www.safework.nsw.gov.au • Site visits or phone calls NSW Anti-discrimination board: 1800 670 812 or 02 9268 5544, to ensure your learner is www.antidiscrimination.justice.nsw.gov.au making progress Smart and Skilled – NSW Government funded training: 13 28 11, • Dispute resolution smartandskilled.nsw.gov.au • Advice on the cancellation, suspension or transfer of an apprenticeship or a traineeship • Information about professional support services. 20 Supervising your apprentice or trainee – August 2021 Supervising your apprentice or trainee – August 2021 21
Training Services NSW regional centres Hunter and Central Coast Western Sydney and Ph: (02) 4926 7300 Blue Mountains TS.Newcastle@det.nsw.edu.au Ph: (02) 9204 7400 TS.Parramatta@det.nsw.edu.au Illawarra and South East NSW Ph: (02) 4240 3700 Central and Northern Sydney TS.Wollongong@det.nsw.edu.au Ph: (02) 9242 1700 TS.Chatswood@det.nsw.edu.au Riverina Ph: (02) 6937 7600 North Coast and Mid North Coast TS.WaggaWagga@det.nsw.edu.au Ph: (02) 6629 7900 TS.Lismore@det.nsw.edu.au New England Ph: (02) 6763 3055 Southern and South Western TS.Tamworth@det.nsw.edu.au Sydney Ph: (02) 8707 9600 Western NSW TS.Bankstown@det.nsw.edu.au Ph: (02) 6363 9800 TS.Orange@det.nsw.edu.au We acknowledge the homelands of all Aboriginal people and pay our respect to Country. Say hello © 2021 NSW Department of Education GPO Box 33, Sydney NSW 2001, @TrainingServicesNSW Australia @NSWEducation T 1300 679 332 @NSWEducation education.nsw.gov.au
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