Supervising your apprentice or trainee
A capable supervisor can make workplace training meaningful and enjoyable for both the supervisor and the apprentice and trainee.
Appropriate supervision is a legal requirement under the industrial arrangements, the Apprenticeship and Traineeship Act and the training contract.
Workplace supervisors are in a key position to maximise the success of training and therefore ensure the supply of skilled staff for the future.
On this page:
Role of the supervisor
A supervisor is that person who is responsible for training the learner at the worksite in the day to day working environment.
The role of the supervisor is to
- act as mentor and coach to the learner
- provide a role model
- be familiar with the Full Training Plan and relate training provided by the Registered Training Organisation (RTO) with workplace tasks
- give clear and consistent instructions on work tasks
- guide and support
- monitor and keep records of progress
- provide feedback and encouragement
- liaise with the RTO and other relevant parties.
Induction to the workplace
A good induction is crucial in providing a basis on which the apprentice or trainee can build effective workplace relationships and also give them a clear understanding of what is expected of them.
The workplace introduction and ongoing support of the apprentice or trainee is normally the job of the workplace supervisor.
An induction should include at least
- an overview of the business
- the role of the apprentice/trainee in the organisation
- expectations of all the parties
- occupational health and safety issues relevant to the worksite
- the proposed training plan
- the responsibilities and obligations under the training contract
- administrative procedures
- basic work rules, work conditions and provisions under the award or industrial instrument
- an introduction to key personnel
- who to go to if there is a problem
More information is available in the Supervising your apprentice or trainee guide (pdf 257kB).
Workplace coach
Coaching includes all the things done to motivate learners, teach them about their work, develop their skills, provide them with feedback and recognise their achievements.
Take time to show the learner how to do things the correct way. It helps to break the task down into manageable pieces. People learn more by watching - observation is a quick and effective way to learn and it allows the learner to be shown correct procedures and sequences.
Six steps to effective coaching
Supervisors can follow a simple six step process in coaching their apprentices and trainees
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explain the task to the apprentice or trainee and its purpose and why it's done
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explain to the apprentice or trainee all the steps in completing the task
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demonstrate the task and explain how it will be assessed and recorded
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provide the apprentice or trainee with sufficient opportunity to practice
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provide encouragement, feedback and help to organise assessments with the RTO
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when a competency has been achieved, ensure the apprentice or trainee is advised and the RTO confirms competence.
Assessment
Assessment means
- collecting evidence about the apprentice's or trainee’s skills and knowledge,
- comparing the evidence to a set of industry-based standards and
- judging the learner meets the standard based on the evidence gathered.
A workplace supervisor won’t be required to make decisions on an apprentice or trainee’s competence - that is the RTO’s job - but the supervisor will be requested to provide their opinion and provide evidence they have gathered on the learner’s ability to do the job.
Record keeping
As the workplace supervisor of an apprentice or trainee you will need to keep the following documents
- records of on-the-job experience and workplace competence as agreed with RTO
- results of any on-the-job training undertaken by the apprentice or trainee with the RTO
- copy of the full training plan prepared by the RTO
- letter from State Training Services approving the training contract
- copy of the training contract
- records of time worked and wages paid
- copy of the industrial award or agreement under which the learner is employed.
Training for workplace supervisors
It is important that workplace supervisors have the necessary skills to oversee the on-the-job training for an apprentice or trainee.
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State Training Services offers workshops for workplace supervisors from time to time.
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Your Registered Training Organisation may also be able to assist with training for your supervisors and team leaders.
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A range of resources, listed below, have been developed to help you do this training within your workplace including workbooks and a DVD hosted by Scott Cam.
