Information for workplace supervisors

Trainees combine their school studies with paid part time employment, joining your agency for 2 days a week over 18 months.

You provide on the job training focusing on practical, hands-on learning so trainees can demonstrate competency in the tasks and duties specified in their training plan. This is mainly focused on completing a Certificate II in Government.

Find out more about the training plan below.

Training organisation

When your agency recruits a school based trainee, they choose:

• an Australian Apprenticeship Support Network provider to issue the training contract for the school based traineeship
• a registered training organisation to develop and deliver an individual training plan that describes each trainee’s formal and workplace training requirements.

Training plan

The training plan specifies:

• units of the Certificate II in Government to be undertaken
• practical tasks and structured milestones in each unit
• delivery sequence of each unit and associated timeframe for learning
• any additional needs, abilities and circumstances of the trainee including additional literacy and numeracy learning needs.

Each unit has practical and theoretical components.

Trainees need to complete 9 units to achieve the Certificate II in Government qualification.

The plan is a living document that should be regularly discussed, referred to and updated to capture the status of training. 
 

Trainees are different to other employees. While they are still subject to all workplace rules and policies, including occupational safety and health, their youth and inexperience need to be considered particularly in the first few months of the traineeship.

Both you as their supervisor and the people the trainee works with need to consider these aspects. You also need to ensure other employees know how to support and work with the trainee.

The traineeship may be a student’s first paid job. As their first manager, it is vitally important for the student to have a positive initial experience in a workplace and develop key attributes such as taking responsibility, communicating clearly and working in a team.

Support you provide

You support your trainee by:

• understanding the trainee’s responsibilities
• providing the trainee with regular and meaningful tasks
• giving clear, hands-on instruction to the trainee on work tasks and explaining how these relate to the units in the training plan
• guiding and mentoring the trainee
• suggesting ways to help the trainee learn and retain information
• providing the trainee with feedback and encouragement
• monitoring the trainee’s progress and recording evidence of demonstrated skills.

The level of training, instruction and supervision required depends on the trainee’s skills, knowledge, experience and limitations. You should also consider their learning style, cultural diversity and any workplace adjustments they need.

You also support the trainee’s adjustment to the workplace by:

• helping them learn skills and knowledge relevant to your agency
• providing duty of care and teaching safe work practices
• resolving disputes, concerns and other workplace matters that may arise
• managing the trainee's performance, leave and timesheets in consultation with your human resource team.

Under the school traineeship employment arrangement, supervisors are not required to obtain a Working with Children Check.

The Department of Education Training Services NSW has a helpful series of videos on supervising trainees that go into more detail on how to get the best out of trainee staff. 

Ahead of their start date, send your trainee key information including:

• start and finish times
• your office address
• relevant information about public transport
• who to notify when they arrive
• dress standards.

Also ask if they have any questions or concerns they would like to raise.

On their first day, your trainee needs to complete your agency’s induction and any mandatory training.

In their first 2 weeks, introduce your trainee to:

• the roles and responsibilities of both supervisors and trainees
• basic work rules and conditions including rate of pay, how to access and book leave, hours of work and break times
• expectations such as mobile phone use, workplace dress and behaviour, code of conduct, communicating when they are sick or running late
• the proposed training plan and allocation of formal training and study time during paid work hours
• workplace health and safety including how to identify and report risks and hazards
• how to stay organised, plan and schedule work such as use of calendars and planners, planning daily activities
• administrative procedures including use of office equipment
• key staff including a workplace tour and introductions
• who to go to for support or if there is a problem. 

On the job training is critical to build the skills trainees need for future employment and the competency they need to complete the units in the training plan.

To make sure on the job experience supports their training plan you should:

• go through the training plan with your trainee, schedule regular progress meetings and set goals
• set meaningful tasks that are aligned with the practical components of each unit
• allocate tasks and milestones that enable your trainee to experience success and progressively build their skills.

When introducing new tasks:

• explain the task, why it is important and how it needs to be completed
• break down the task into smaller chunks
• ask the trainee to document the process as they work though it
• provide plenty of opportunities to practice the task to build skills and competency
• supervise the trainee until they can complete the task competently
• have the trainee complete the task unsupervised once they feel comfortable to do so
• provide positive feedback and suggestions for improvement
• advise the trainee of their progress towards achieving their training outcomes
• advise the registered training organisation when competency has been achieved.

Additional training

Your agency can also arrange additional off the job training on the trainee’s rostered days at work in areas such as:

• customer service
• first aid
• occupational health and safety
• technology (for example Microsoft Word and Microsoft Excel).

You are required to keep a record of the trainee’s work tasks and activities, and the results of on the job training.

The registered training organisation gives you instructions on the evidence and documents needed to demonstrate the trainee’s skills and knowledge against their training plan.

Maintain regular communication with the registered training organisation to stay across updates to the training plan and keep everything on track.

If you need to address the behaviour or performance of a trainee you can speak with:

• the trainee about the areas of concern
• their school coordinator for further context if necessary
• your agency’s human resources area
• the Australian Apprenticeship Support Network provider for support and guidance
• the Apprenticeship Office to discuss the situation and arrange an intervention.

If the behaviour or performance persists, a formal written warning should be issued through your agency’s normal processes.

If the behaviour or performance action results in the termination of the traineeship, the supervisor is required to inform the Public Sector Commission.
 

You are encouraged to discuss future employment opportunities with your trainee to help them decide their next steps as their traineeship nears the end.

On the successful completion of the program, a school based trainee can:

• accept an offer of employment from your agency either a higher level traineeship or a fixed term or permanent position
• apply for employment opportunities on the WA government jobs board
• seek other employment or education opportunities.