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.
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.
SUPERVISOR ROLES AND RESPONSIBILITIES
Monitoring and
support
completion of
training and
assessment
activities
Meet regularly
to discuss
training and
assessments
and provide
support if
necessary.
Enable adequate time and resources for the
trainee to complete off the job training. Suggest
trainee goes offline ½ day per week to undertake
studies and assessment.
If trainee having issues with undertaking the
training and assessment activities, the supervisor or
trainee should contact the trainer/RTO in the first
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.
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/
graduates 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
SUPERVISOR ROLES AND RESPONSIBILITIES
trigger the
need for short
periods of
intensive
pastoral care
for other
trainees/
graduates
Work, Health and
Safety of
trainee/graduate
services.
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.
Record Keeping
Supervisors are
obliged to
maintain
certain records
under the
Training and
Skills
Commission
guideline.
SUPERVISOR ROLES AND RESPONSIBILITIES
Completion of the
traineeship/
graduate
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,
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 need to advise the HR Business Partner
SUPERVISOR ROLES AND RESPONSIBILITIES
and HR Contact as soon as possible if there is no
ongoing role for the trainee in the business unit.
CONVERT TO ONGOING EMPLOYMENT STATUS IN
AGENCY:
It is the intention of the program that a minimum of
half of an agency’s allocation of successful
Jobs4Youth participants will have their
employment status changed to ongoing
employment status with ASO1 (trainees) or ASO2
(graduates) duties within their agency.
UNSUCCESSFUL COMPLETION:
During the 12 month traineeship there is an
expectation of regular performance management
by the supervisor.
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 Jobs4Youthteam, 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
Training Contract /Employment contract.
If the trainee’s performance is satisfactory but they
have not completed either the on or off job training
components they cannot be deemed as successfully
completed.