SUPERVISOR ROLES AND RESPONSIBILITIES Responsibility Local Induction Comment Supervisor role/ responsibility How to escalate Supervisor to provide a local induction to the workplace. Any questions or concerns around inducting the trainee/graduate, seek assistance from HR Contact. Supervisor to ensure that the trainee/graduate attends any specific agency-wide induction program. Supervisor to ensure that the trainee/graduate has a copy of their job description. Allocation of duties Supervisor to allocate duties and provide appropriate assistance and support to the trainee/graduate to undertake those duties. It is recommended that the work plan is completed. Manage probationary period Supervisor to manage the probation period. Probation period of 1 Suggest weekly meetings with trainee/graduate month (not able during this 4 week period. to be amended) Any issues to be raised immediately with the Business Partner and HR contact. Supervisor may seek assistance from HR contact or Business Partner when allocating duties (to ensure duties appropriate to the role and the level of the trainee/graduate). HR Business Partner and HR Contact to support manager if any issues arise. HR Business Partner and/or HR Contact to meet with trainee/graduate and/or supervisor to seek a resolution to the issue. If no resolution, HR Contact to notify DSD, Traineeship and Apprenticeship Services (TAS) and AAC to seek further support for issue. SUPERVISOR ROLES AND RESPONSIBILITIES Responsibility Comment Supervisor role/ responsibility How to escalate If issue not resolvable, HR Contact to seek to cancel the contract of training through DSD and the AAC. Jobs4Youth team to be notified. HR Business Partner and HR Contact to manage this process with supervisor. HR Contact to notify Jobs4Youth team of any suspensions or termination during this period. Manage performance Regular formal and informal meetings suggested, in addition to daily contact. Supervisors to manage trainee/graduate performance regularly. HR Business Partner and HR Contact to support manager with any ongoing issues. Daily supervision, support and assistance with work duties and regular catch up meetings to monitor the progress of the trainee with both the on and off the job components of the traineeship program are suggested. HR Business Partner and HR Contact to meet with trainee and/or supervisor to address performance issues. Address any performance issues as soon as possible and provide the trainee the opportunity to improve. If issues (such as attendance, attitude, and work quality) continue, contact HR Business Partner and HR Contact ASAP. Monitoring and support Meet regularly to discuss Enable adequate time and resources for the trainee to complete off the job training. Suggest If no resolution, HR Contact to contact DSD, TAS and AAC (where appropriate) to pursue suspension or termination of the training contract, as appropriate. HR Contact to notify Jobs4Youth Team - Office for the Public Sector (DPC) of any suspensions/ terminations of contracts of training. If trainee having issues with undertaking the training and assessment activities, the supervisor or SUPERVISOR ROLES AND RESPONSIBILITIES Responsibility Comment Supervisor role/ responsibility completion of training and assessment activities training and assessments and provide support if necessary. trainee goes offline ½ day per week to undertake trainee should contact the trainer/RTO in the first studies and assessment. instance. During regular catch up meetings, discuss training and assessment to ensure the trainee is managing the off the job component of the traineeship program. How to escalate If the trainee not attending/undertaking training or not completing assessments on time, the trainer/RTO should contact the trainee and supervisor to resolve any issues. If training issues not resolved, the supervisor to contact HR Contact who will work with the RTO, Supervisor and trainee/graduate to complete required training and assessment. Additional support may be required and can be sought as appropriate. If the trainee unable or unwilling to complete off the job training requirement, HR Contact to notify DSD, TAS and AAC and look to suspend or terminate the contract of training after discussion with Jobs4Youth team. Pastoral Care issues Some trainees/gradu ates will require consistent intensive pastoral care while life events may Supervisor’s role is to provide appropriate pastoral care to trainee/graduate. Supervisors may seek the assistance of the trainee/graduate’s group mentor to provide support, if appropriate. Please note that this is an exception and not the rule. Supervisors may refer the trainee/graduate to support services such as the EAP, Beyond Blue or other relevant specialist pastoral care support services. SUPERVISOR ROLES AND RESPONSIBILITIES Responsibility Comment Supervisor role/ responsibility trigger the need for short periods of intensive pastoral care for other trainees/gradu ates Work, Health and Safety of trainee/graduate How to escalate Supervisors requiring assistance should contact the HR Contact or HR Business partner as appropriate. Supervisor is responsible for the work, health and safety of the trainee/graduate. Follow appropriate agency procedures if a Work, Health and safety issue arises. If issue continues or requires additional support, contact agency WHS Unit. Notify HR Contact of any ongoing issues. Completion of the traineeship//grad uate placement Supervisors need to ensure trainee is competent to undertake an ASO1 or equivalent role within the agency on successful completion of the traineeship. Supervisors to ensure graduate is competent to undertake an ASO2 or equivalent role within the agency on successful completion of the placement. EARLY COMPLETION: In some cases a trainee may need to complete their traineeship earlier than 12 months. If they have successfully completed their off the job training (e.g. Certificate III in Government) and are deemed to be competent to undertake an ASO1 role they may be signed off earlier. This may occur no earlier than at 10 months. RPL will be considered in limited circumstances. The supervisor contacts the HR Contact who will coordinate this process with the RTO, DSD, TAS, SUPERVISOR ROLES AND RESPONSIBILITIES Responsibility Comment Supervisor role/ responsibility How to escalate Jobs4Youth team and the AAC. Please note: It is not advised to sign off a trainee earlier than 12 months unless they are leaving the sector or have gained employment elsewhere in the public sector, or are going to be converted to ongoing in the role at an ASO1 or equivalent level. It is recommended that the trainee complete at least 9 months of the traineeship contract before signing off for early completion. SUCCESSFUL COMPLETION AFTER 12 MONTHS: At the expiration of the training contract, trainees who have successfully completed the on and off the job components of the traineeship program will be signed off by the HR Contact. Supervisors will need to advise the HR Business Partner and HR Contact as soon as possible if there is no ongoing role for the trainee in the business unit. CONVERT TO ONGOING STATUS IN AGENCY: It is the intention of the program that half of an agency’s allocation of successful Jobs4Youth participants will be converted to ongoing employment status with ASO1 (trainees) or ASO2 (graduates) duties within their agency. HR will co-ordinate this process with the business SUPERVISOR ROLES AND RESPONSIBILITIES Responsibility Comment Supervisor role/ responsibility How to escalate unit at the time of, or near to successful completion. UNSUCCESSFUL COMPLETION: If the trainee has been adequately managed by the agency during the 12 month traineeship program, but has not successfully completed either the on or off the job components, they cannot be signed off as successfully completed. The supervisor should contact the HR Contact as soon as it becomes unlikely that the trainee will successfully complete. The HR Contact will contact the Jobs4Youth team, DSD, TAS, the RTO and the AAC (as appropriate). Trainees who do not successfully complete the program will not have ongoing employment status and will be required to leave the agency/sector at the expiration of the Contract of Training/Employment contract.
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