Supervising your apprentice or trainee guide - Module 1

Apprenticeships and traineeships combine work and structured training and Assessment. The structured training and assessment may be undertaken in a training institution, in the workplace and/or online.

Your learner will then gain knowledge and develop new skills through a combination of hands-on workplace training and formal study. Apprenticeships and traineeships vary in duration from one year to four years. They can be undertaken by anyone of working age and can be completed full-time, part-time or while at school.

A Training Contract is entered into between the employer and the apprentice or trainee and is registered with Training Services. This training contract sets out obligations under the Apprenticeship & Traineeship Act 2007 (NSW).

Training Services within the NSW Department of Education administers these contracts. As part of this contract, you and your learner will choose a Registered Training Organisation (RTO) to deliver the formal training.

You can choose from TAFE NSW, an adult or community education provider, a private provider or the learner's high school. In conjunction with the RTO, you will decide whether your learner's formal training is undertaken in your workplace, in the classroom, online or as a combination of all three.

Smart and Skilled is a NSW Government program that helps people get training in in- demand skills and industries. Smart and Skilled gives eligible students:

• an entitlement to government-subsidised training up to and including Certificate Ill
• government funding for higher-level courses (Certificate IV and above) in targeted priority areas.
• Vocational education and training (VET) give people workplace skills and technical knowledge.
• The training offers a structured program designed by industry experts and based on industry needs.
• After successfully completing their apprenticeship or traineeship, your learner will be issued with a nationally recognised qualification by the RTO and receive a Certificate of Proficiency from the department.

In New South Wales, apprenticeships and traineeships:

• Are available to both new employees and existing workers.
• Are delivered through a combination of on-the-job and formal training.
• Can be customised and delivered to meet the needs of the employer and the type of work done in the business.
• Can be offered to school students and form part of their Higher School Certificate.
• Can be delivered in the classroom, in the workplace and online or as a combination of all three.
• Can be undertaken part-time or full-time.

Apprenticeships and traineeships in New South Wales are administered within a legislative and regulatory framework that includes:

Industrial Relations Act 1996 (NSW)

The objectives of this Act are to provide a framework for the conduct of industrial relations in NSW that is fair and just, to promote efficiency and productivity in the economy of the state and to promote participation in industrial relations by employees and employers at an enterprise or workplace level. Since l January 2017, all NSW private industry organisations - large and small - are covered by the Fair Work Act 2009. The Industrial Relations Act 1996 (NSW) will continue to apply to the NSW State public sector, local government, and state-owned corporations.

Apprenticeships and Traineeship Act 2001 (NSW)

Sets out the framework under which apprenticeships and traineeships in New South Wales are administered.

Children and Young Persons (Care and Protection)

This Act establishes the primary legislative framework for child protection in NSW. The Children's Guardian Act 2019 (Children's Guardian Act) and the Child Protection (Working with Children) Act 2012 also include important legislative provisions relating to children.

Disability Discrimination Act (DDA) 1992 Act 1998

The Disability Discrimination Act applies everywhere in Australia. It aims to protect people from being discriminated against and harassed because of their disability. The DDA promotes equal opportunity and access to all areas of life, including employment. The DDA is administered by the Human Rights and Equal Opportunity Commission.

Work Health and Safety Act 2011

The object of the Work Health and Safety Act 2011 is to secure and promote the health, safety and welfare of people at work across Australia. This Act clarifies the roles and responsibilities of PCBUs (person or organisation conducting a business or undertaking), officers, workers and third parties in ensuring their own and others' safety.

Fair Work Act 2009

The Fair Work Act created a national workplace relations system. It introduced a new system of Modern Awards and National Employment Standards. Modern Awards now cover all NSW private sector businesses.

Anti-Discrimination Act 1977 (NSW)

Each state and territory of Australia has state Anti-Discrimination and Equal Opportunity legislation that prohibits discrimination against people for any reason. The Anti-Discrimination Act 1977 (NSW) is like the Disability Discrimination Act (DDA) and is administered by Anti- Discrimination NSW.

Workplace Compensation Act 1987

The Workplace Compensation Act provides for the compensation and rehabilitation of workers who have suffered work­ related injuries.

Professional services are available from a range of government, not-for-profit and private providers.

These include advice on industrial matters such as your responsibility towards your learner when it comes to wages, working conditions and safety, mentoring and counselling services for your learner, and information on financial assistance for your learner.

Ask your Apprenticeship Provider (AP) Apprentice Connect Australia Provider | Australian Apprenticeships or Training Services for more information. Support for additional professional services include:

• Group Training Organisations -Find a GTO in NSW | NSW Government
• Fair Work Ombudsman
•  NSW Fair Trading
• Industry Training Advisory Bodies (ITABs) | NSW Government
• Safe Work

Apprentice or trainee

By signing the Training Contract, your learner agrees to carry out their obligations as your employee while receiving workplace training, engaging in formal training, completing tests and assessments, and obtaining a nationally recognised qualification.

Apprenticeship Provider (AP)

APs suggest training delivery options, prepare the Training Contract, and explain everyone’s rights and responsibilities. They will also advice of any incentives you are entitled to. Once the Training Contract and Training Plan Proposal has been signed, the ANP will lodge these and any other supporting documentation with Training Services for approval. See: www.australianapprenticeships.gov.au

Registered Training Organisation (RTO)

The RTO delivers your learner's formal training so they can gain a nationally recognised qualification. As part of this process, they develop a Training Plan in consultation with you and your learner, provide you with training support, monitor progress, and assess your learner's competence. When all competencies have been achieved, they issue the qualification.

Employer

The employer recruits an apprentice or trainee like they would any other staff member. Next, they contact an Apprenticeship Network Provider to arrange a Training Contract.

As part of this contract, the employer must provide a safe workplace where quality training, practical instruction and learning can occur under relevant award wages and conditions.

The employer may also be a Group Training Organisation (GTO). A GTO recruit’s learners, pays their wages and places them with a host employer who conducts their workplace training.

School

If you supervise a school-based learner, their apprenticeship or traineeship will form part of their Higher School Certificate (HSC). Your learner's school will endorse the Training Contract and will help facilitate employment and training as part of the school's curriculum. This includes facilitating communication between all parties, monitoring your learner's progress and wellbeing via regular catch-up sessions, and keeping track of their attendance at your workplace. The school may also deliver formal training.

Workplace supervisor

You! Your role is integral to your learner's success. As a coach and mentor, you will show your learner how to do their job safely and correctly. Following the Training Plan, you will organise and record their workplace training, supervise them practicing new skills until they are competent, ensure their safety, provide feedback and supply assessment evidence to the Registered Training Organisation.

The Training Contract is a legally binding agreement between an employer and an apprentice or trainee. It outlines:

• Each party's responsibilities in the apprenticeship and traineeship.
• What qualification the apprentice or trainee will get.
• Which Registered Training Organisation (RTO) is delivering the training.
• Employment arrangements and industrial award.
• How long the apprenticeship or traineeship training period is.

Employer information in the Training Contract includes your details including legal name, ABN, Trading name, contact details and industry.

Your responsibilities (including):

• Making sure the apprentice and trainee is clear on choices they have regarding training.
• Providing the right facilities and experienced people to train, supervise and support the apprentice/trainee.
• Working with the RTO and apprentice/trainee according to the Training Plan.
• Allowing the apprentice or trainee time off work with pay to attend formal training and assessment.
• Providing work relevant to the vocation and achievement of the qualification.
• Providing appropriate wages and conditions.

Your learner must make every effort to gain the skills and industry knowledge they need to successfully complete their apprenticeship or traineeship.

This includes following your instructions (within the law), following workplace policies and procedures, and contributing to a safe and supportive workplace.

They also need to undertake the training and assessment outlined in their Training Plan. This includes studying for their qualification, receiving hands-on training in your workplace and participating in formal training delivered by their Registered Training Organisation (RTO).

Over time, they will need to show they can do their job competently and consistently to the standard of performance expected in your industry.

Successful apprentices and trainees:

• Arrive at work alert with their required tools.
• Follow instructions and ask questions so they can grow their skills.
• Take responsibility.
• Discuss and resolve concerns.
• Contribute to creating a safe and supportive workplace.
• Attend formal study delivered by their RTO.
• Complete assignments and assessments.
• View their apprenticeship or traineeship as a career instead of 'a job for now.’

Effective supervision is critical to your learner's success. As a workplace supervisor, you are a role model and coach for your learner. They will look to you for guidance, support, and motivation.

The level of supervision required for your learner depends on:

• The degree of risk involved in doing certain tasks.
• Your learner's age, skills, knowledge, and experience.
• New or recently modified technology or machinery.
• 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.

You should show them how to use equipment safely and offer practical hands-on instruction in all tasks in the Training Plan.

Apprentices and trainees are paid training wages because their schedule includes time for formal training and study. You must release your learner during paid work hours to attend formal training or for study for a minimum of three hours a week.

Once the apprenticeship or traineeship is underway, schedule regular meetings so you can check your learner's progress against the Training Plan and ensure they are getting enough opportunities to practice their new skills at work.

You will also need to meet regularly with your Registered Training Organisation (RTO) to provide assessment evidence, stay up to date with formal training, sign off competencies and schedule any additional workplace training.

You as the supervisor and/or manager are responsible for many areas of their development. Their experience as an apprentice or trainee can and will have a lasting effect on their career and your support can make a big difference.

For many young people, an apprenticeship or traineeship may be their first experience of full- time work. This may also be their first experience in having responsibility for producing workplace results. For some, having responsibility to produce results in the workplace without the support they are accustomed to at school is a significant challenge. There are many work and team skills to learn to become an effective and participating member of your workforce.

You may, however, employ an apprentice or trainee who has spent several years in the workforce and brings life experiences, education and work skills, and simply needs to learn the technical competencies of the industry.

To be an effective supervisor, as a minimum you will need:

• To oversee tasks being undertaken and provide direction to others.
• Can support others in their role through coaching, mentoring, and role-modelling.
• Ensure safe work practices are being undertaken, both physically and psychologically.
• Have the knowledge and skills required of the apprenticeship or traineeship.
• Is supported and has the guidance from the workplace to effectively carry out your role as a supervisor.
• The ability to demonstrate the competencies to your apprentice or trainee.
• Is enthusiastic and has and a desire to share your skills and knowledge.
• A basic understanding of how adults learn.
• An understanding of the Training Plan and to regularly check progress toward completion.
• Signs off competency regularly as the apprentice or trainee progresses through their units.
• A basic understanding of your personal communication style and the communication style of your apprentice or trainee, so you can smoothly manage your workplace relationship.

Workplace Induction: First Impressions Count

Regardless of whether the induction program is your responsibility as a supervisor, or the responsibility of the Human Resource Team, manager, or business owner, it is your responsibility to make sure that your apprentice or trainee has the information they need to quickly become a valuable and productive member of your team.

Staff induction activities are designed to provide all new starters in a business with the information they need, as well as getting them up to speed on how the organisation works. Induction processes allow existing staff to share knowledge with new employees and are vital in ensuring that new staff become productive as quickly as possible.

An effective induction process is not simply hours of paperwork on the first day of the apprenticeship or traineeship. The apprentice or trainee should undergo an induction program to effectively be given time to learn all that needs to be learnt to become an integral member of the workplace team.

An effective induction program will vary based on the organisation and may be held over a period of time. As a supervisor, you should have the time to invest in your apprentice or trainee to take them through the key aspect of induction as listed under Resources.

It is essential that you keep records of what is covered in your induction program. Keep an induction checklist that both you and your apprentice or trainee sign off when key topics have been completed. See the Resources section for an induction checklist template for your use. Primarily the purpose of induction is to:

• Generate a sense of belonging and make your apprentice or trainee feel a part of the team.
• Ensure the apprentice or trainee understands all this required for their own and others' safety.
• Generate a sense of achievement which build self-confidence -you achieve this through the setting of small regular goals.

Establishing Ground Rules Early

As the supervisor of an apprentice or trainee, it is essential that you establish and clarify ground rules at an early stage. Whether you are the business owner, a manager or simply the supervisor of your apprentice or trainee, you will have expectations of behaviour or performance that must be clearly and succinctly communicated.
Every behaviour you demonstrate in the workplace is role-modelling to your apprentice or trainee of what is acceptable behaviour for them as well. Unless you set up effective communication and identify what is and is not appropriate, you may find you hit roadblocks later.
Problems can arise due to a breakdown in communication or what appears to be a simple misunderstanding and can often be avoided by discussing important issues upfront.
Remember you cannot assume your apprentice or trainee knows exactly how you would like them to behave.
Communicating in various ways is critical, as not all people learn the same way.

• Discuss and negotiate verbally in a two-way conversation – reviewing what is important to both parties
• Document or issue your ground rules in writing – upfront and early
• Provide opportunities for questions and clarification
• Be prepared to give and take on things that are not critical

Address behaviours that do not meet your expectations early.
Communicate the boundaries of appropriate behaviour to your apprentice or trainee - otherwise you may be teaching them 'it must be okay' because you are allowing that behaviour.

Mentoring

All new apprentices or trainees should receive immediate mentoring support to prepare them for what will be an unfamiliar workplace environment and to provide ongoing support for their professional development.
Mentors should:

• Take a personal interest in the apprentice or trainee's development.
• Communicate well and develop a rapport.
• Provide feedback and progress reports.
• Be a good role model.
• Explain how to develop a good relationship with other workers.
• Give carefully thought-out instructions and take time to demonstrate correctly and explain tasks.
• Allow time for the apprentice or trainee to practice new skills.
• Ask questions to confirm their understanding.
• Check progress and provide feedback.
• Seek feedback.
• Provide variety.
• Give recognition.

What’s in it for you?

Enthusiasm and motivation are essential requirements to being a great supervisor. There are many benefits to you in being a supervisor of an apprentice or trainee.
You may find that the opportunity to share and pass on your experience and your knowledge of your profession or trade is a primary motivator for you. However, there are some other benefits that you may appreciate:

• Enjoying seeing an apprentice or trainee develop their skills.
• Applying and developing your own training and coaching skills.
• Building and enhancing your own skills in communication as you explain the work and develop your relationship with your apprentice or trainee.
• Developing staff who can undertake tasks that free you to complete other work.
• Seeing your trade and industry continue to grow and prosper.
• Building skills, knowledge and employment in your local community or area.

Key points and tips for success

The induction process is critical to the early success of your apprentice or trainee, providing them with essential information, an understanding of where and how they fit into the business and an understanding of their role. It is essential that you communicate and establish the ground rules of behaviour during induction and ensure this is negotiated and understood by all parties - deliver this both verbally and in written form.

The role of an effective workplace supervisor is multi-faceted – you must:

• Have the skills and knowledge to perform the tasks being taught.
• Be an effective communicator, leader, and manager.
• Be able to ask questions and encourage your apprentice or trainee.

You have a role to play in training your apprentice or trainee through:

• Explaining and demonstrating tasks.
• Providing opportunities for practice.
• Giving feedback Keeping records.
• Providing assessment information as required by the RTO.

You also have a management and leadership role including:

• Providing clear direction and goals.
• Giving positive and constructive feedback regularly.
• Being fair and equitable.
• Ensuring progress through all the competencies and
• Continually progressing your apprentice or trainee through what they may perceive as monotonous and boring tasks, to more complex and skilled tasks as per the Training Plan.

There are many benefits of being a workplace supervisor, including:

• Enhancing your own skills.
• Benefiting the community and economy.
• Building business.
• Enjoying sharing what you have learned with others.