CSQ APPRENTICE AND TRAINEE RECRUITMENT KIT

CSQ APPRENTICE AND TRAINEE RECRUITMENT KIT

APPRENTICE AND TRAINEE RECRUITMENT KIT Selecting an apprentice or trainee for your business can be a daunting experience. The Recruitment Kit has been developed by Apprentice Coordinators with support from CSQ, and provides employers with a step by step guide to find the best candidates. The Recruitment Kit includes tips and questions for interviews, application forms and recruitment templates, a personal development plan and an induction checklist. Choose the sections which are most relevant to you and your business needs. We would appreciate your feedback Let us know how we can improve the Recruitment Kit by calling CSQ s Customer Service Centre on 1800 798 488 or emailing info@csq.org.au

1 ATTRACTING THE RIGHT APPLICANT 1 A quality apprentice/trainee is an asset to your business, so it is important to have an effective recruitment plan in place. Allow plenty of time for interviewing applicants, it can be a time consuming process, but it s worth doing well. This is your chance to find out whether the candidate will be a good fit for your business. A rushed recruitment process will likely cost you more time in the long term. What are the benefits of employing apprentices and trainees? It gives you a competitive edge training a skilled knowledgeable team allows your business to grow. Training your own team means the job will be done to the standards you require. It also increases efficiency and productivity in your business. You give a young person the opportunity to start a rewarding career and you have the opportunity to pass on your skills and knowledge. To attract the right candidate you need to have a good recruitment process in place. Investing time will help you find the best person for your business. GENERATION Y & Z: WHAT ARE THEY LOOKING FOR? Today young apprentices/trainees are looking for more than a job, they are looking for career advancement opportunities and they have high expectations of employers. Workplace culture, training prospects, management style and flexibility are all important factors. Motivated by variety and creativity, young people are used to using modern technology to learn and communicate. They are also seeking hands on experience. Companies with a good training culture, task variation and a rational management style will find it easier to attract a multi skilled candidate who is reliable, flexible and can work as instructed. HOW TO FIND POTENTIAL APPRENTICES Contact Training Organisations that offer pre-trade employment courses such as Doorways to Construction (D2C), Doorways to Civil Construction (D2CC) and Trade Start. Ask the instructor for recommendations. CSQ can also provide a list of course providers. Contact local schools and let them know you are looking for a candidate. Offer work experience to students during school holidays. Contact relevant industry associations. Place an advertisement in the careers section of your local newspaper or on websites like the Gumtree. Word of mouth; let others know you are looking for apprentices or trainees (many new starters are recommended by someone they know in the industry). THE APPLICATION PROCESS Have you clarified what you need from the applicant? As a minimum you should ask for a written application which includes the following: Resume and cover letter School completion level School report Any pre-apprenticeship training completed or commenced Evidence of previous work experience Referees including contact details Make sure you provide the candidate with your contact details, including your name, title, company address, phone, email and web address. Does the applicant understand what the job entails? Are they clear about future career prospects? Apprentice and Trainee Recruitment Kit 03

2 2 CONDUCTING AN INTERVIEW BEFORE THE INTERVIEW You may have received several applications, so make a shortlist and only interview the best candidates. Prepare a list of criteria you think are crucial for the application. These may include: Completed Year 12 Good school report General work experience Relevant work experience Drivers license Car A tailored cover letter (not generic) Look for someone who has some practical experience, this may help eliminate the it s not what I thought it was cause of many early cancellations. Speak to the candidates work referees and ask questions such as: How long did the applicant work there? How did he/she get along with others? How was their time management? What were the applicant s strengths/ weaknesses? Would the employer rehire the applicant? CONDUCTING THE INTERVIEW Take time at the start of the interview to make sure the candidate is at ease. Creating a friendly, reassuring environment means candidates are better able to answer questions. Start the interview by telling the applicant about your company, describe the requirements of the role, and what you can offer the applicant. Show interest in their answers and treat them as an individual. Ask straight forward, open ended questions. Open ended questions require more thought than a simple one-word yes, no answer. Examples of open ended questions: Do you like construction? What do you like about construction? Asking the right questions will help you to learn more about the candidate. Allow 30 to 45 minutes for each interview. 04

2 INTERVIEW TIPS 1. Don t conduct interviews on busy, noisy worksites. You may want to consider interviewing on Saturdays (you might get parents in as well). 2. Make sure you read their resume before the interview. 3. There should only be one or two people conducting the interview. 4. Allow sufficient time for the interview (30 to 45 minutes). 5. Ask the applicant to fill in a Profile Form and a Language, Literacy and Numeracy (LLN) Indicator before the interview. This will allow you to assess their reading, spelling and grammar. 6. You can download a LLN indicator from the internet or simply ask the applicant to: Read a small section of text (installation guide or newspaper) then ask a few questions about the information in the text. Ask the applicant to do some simple verbal calculations such as 6x7 and 20 4. Give the applicant a calculator and ask them to perform some more complicated calculations matched to your work requirements. 7. Make sure your questions reveal information about the applicant s: Personal attributes Work experience Achievements Goals Problem solving ability 8. Document your thoughts during the interview or directly after, otherwise you may forget. 9. Conduct second interviews for applicants you are not sure about. Follow your gut feelings. Conduct second interviews for applicants you are not sure about. Follow your gut feelings. Apprentice and Trainee Recruitment Kit 05

APPLICANT PROFILE FORM Name: Email: 2 Address: Postcode: White Card: Yes No White card number: Age: Mobile: Emergency Contact details: Car license: Yes No Transport: Yes No What level did you complete at secondary school? List any other training or qualifications you have completed (fully or partially). What work experience have you had including any pre-vocational courses? Explain why working in this industry interests you? 06

2 SUGGESTED INTERVIEW QUESTIONS Question 1 Why have you applied for this job? Clarify why the applicant is interested in the job. Is he/she there because they genuinely want the job? Do they have the right attitude? Have they researched your company? Other questions: What interests you about this job? What are your hobbies and interests? Look for answers that relate to your trade. Question 2. What work experience have you had? Did he/she complete a pre-trade course? Look for practical experience. Establish if the applicant has had any previous work experience in the trade. Have they had any other work experience and what was their role? Team work is essential when working in a small or large crew. Most applicants will have been part of a sporting or work team. Try to establish if the applicant is more than a follower. Examples include: Crew trainer at McDonalds Captain or vice-captain of a sporting team Prefect or school captain Supervisor of junior team members Question 5. How would your mother or a family member describe you? This will give you an indication of the applicant s natural behaviour but you might have to dig a bit to get the answer. Question 6. What frustrates you? Do not accept nothing for an answer. It will give you an insight into how he/she deals with difficult situations. It might be low tolerances toward people or jobs that don t go according to plan. Question 7. What do you think our expectations are of you? This is a good chance to find out if your expectations are matched by the candidate. Make sure you both agree on these expectations. Expectations could include: Hours worked How much money the apprentice will take home each week. Can he/she survive on first year wages? Values such as integrity, loyalty and honesty. Question 3. What are your biggest achievements? Can the applicant identify something they have achieved and why they are proud of their achievement? Question 8. Do you have any questions you would like to ask? Question 4. What do you see yourself doing in five years time? Asking applicants about their future might indicate: Level of commitment to their career Whether they are planning long or short term employment Apprentice and Trainee Recruitment Kit 07

INTERVIEW RATING SHEET Applicant s Name: 2 Date: Personal Attributes and Attitudes Appearance 1 2 3 4 5 Respectfulness 1 2 3 4 5 Enthusiasm 1 2 3 4 5 Punctuality 1 2 3 4 5 Work Readiness 1 2 3 4 5 Verbal Sills 1 2 3 4 5 Written Skills (Refer to Applicant Profile) 1 2 3 4 5 Comments: Question 1. Question 2. 08

2 Question 3. Question 4. Question 5. Question 6. Question 7. Apprentice and Trainee Recruitment Kit 09

3 THE ROLE OF AGENCIES 3 The apprenticeship or traineeship starts on the day agreed to by you and your new employee. Make sure you induct your apprentice or trainee before they start work. A basic Induction Checklist is included on page 11. The next step is to contact: Australian Apprenticeship Centre (AAC) The Australian Apprenticeships Centre provides a free service to help you complete the training contract and access available funding. The AAC will also assist you in selecting a Registered Training Organisation (RTO). Visit www.australianapprenticeships.gov.au/ or to find your nearest AAC call 13 38 73. Registered Training Organisation (RTO) Chose a training organisation that can deliver the most suitable training for your company. There are several training delivery options available, including but not limited to: Traditional block release: the apprentice attends training at the RTO s campus. Online/on the job: the apprentice learns online and provides evidence of the work completed. Blended delivery: a combination of the above. Department of Education Training and Employment (DETE) Provide assistance and information on all aspects of apprenticeships and traineeships including: rights and obligations of the employer and the apprentice or trainee administrative matters related to an apprenticeship or traineeship advice on problems between employers and apprentices and trainees, such as communication problems, absenteeism and behavioural issues. Fact sheets on a range of issues relating to apprenticeships and traineeships are available on the DETE website. DETE can be contacted on 1800 210 210 and www.apprenticeshipsinfo.qld.gov.au The Probation Period (usually 90 days) allows you and your apprentice or trainee to work together before deciding whether to continue. Use this period to assess their: work ethic reliability ability in trade Your nominated Training Organisation will contact you during your candidate s probation period to develop a Training Plan. The Plan will outline details of the training including how and when it will be delivered. 10

INDUCTION CHECKLIST This is where the training starts (keep a record of this Induction Checklist) 3 INDUCTION Tour of site/building Copy of company policy Staff Responsibility Chart OH&S responsibilities Long Service leave Superannuation & Redundancy Enterprise Bargaining Agreement (if applicable) Personal Welfare Issues Help and advice mechanisms Personal phone calls Dealing with emergencies Dealing with problems EMPLOYEE RESPONSIBILITIES & EXPECTATIONS Y N Y N Harassment & bullying Acceptable language Grievances, warnings & reprimands Hours of work (start, finish, breaks) Overtime Housekeeping, absence & Medical Certificates Appearance (clothing, jewellery) Performance Indicators Performance Review On & off the job training Payroll/Administration Requirements Tax File Number Declaration Bank account details Personal contact details Emergency contacts Pay rates Other Requirements General Safety Induction (White Card) Site specific induction Personal Protective Equipment (PPE) Other Australian Apprenticeship Centre contacted RTO selected & Training Development Plan developed Information where to access rights & responsibilities provided Tools issued EMPLOYER SIGNATURE APPRENTICE SIGNATURE DATE DATE Apprentice and Trainee Recruitment Kit 11

4 PERSONAL DEVELOPMENT REVIEW 4 Regular 3 month progress evaluations are beneficial for you and the apprentice/trainee. The evaluation should be part of their Personal Development Plan. Ask the apprentice/trainee to complete the form as a self-evaluation and compare it to yours. Discuss the major points of difference. Make sure you start and finish the review by highlighting the positives, let them know what they are doing well. Regular Progress Reports are important because they: Allow the apprentice/trainee to measure their progress Encourage and build confidence, providing opportunity for recognition of achievements Identify areas for improvement Identify any modifications to the training plan Provide opportunity to sign off their Training Record Book Allow the apprentice/trainee to highlight areas of concern The following pages contain templates which can be used to record Personal Development Plans. Ask the apprentice/ trainee to complete the form as a self-evaluation and compare it against yours. Discuss the major points of difference. 12

APPRENTICE/TRAINEE SELF EVALUATION Apprentice/Trainee Self Evaluation Name of Apprentice/Trainee: 4 Name of Reviewer: Date of Review: Date of Last Review: Stage of Training: 1st 2nd 3rd 4th Rating: 1 = Excellent Communication Skills Punctuality Cooperation Team work Reliability Interest in work Quality of work Use of initiative Consistency of effort Comprehension Persistence Care of equipment and tools Safety Work Quality Speed of work Practical skills Theoretical skills 2 = Above Average 3 = Average 4 = Could Improve 5 = Unacceptable 1 2 3 4 5 Comments Training Needs Analysis Future training needs: Other comments: EMPLOYER SIGNATURE: APPRENTICE SIGNATURE: DATE: DATE: Training Record book inspected and signed by employer: Yes No Apprentice and Trainee Recruitment Kit 13

EMPLOYER S APPRENTICE EVALUATION Apprentice Evaluation Employer Name of Apprentice/Trainee: 4 Name of Reviewer: Date of Review: Date of Last Review: Stage of Training: 1st 2nd 3rd 4th Rating: 1 = Excellent Communication Skills Punctuality Cooperation Team work Reliability Interest in work Quality of work Use of initiative Consistency of effort Comprehension Persistence Care of equipment and tools Safety Work Quality Speed of work Practical skills Theoretical skills 2 = Above Average 3 = Average 4 = Could Improve 5 = Unacceptable 1 2 3 4 5 Comments Training Needs Analysis Future training needs: Other comments: EMPLOYER SIGNATURE: APPRENTICE SIGNATURE: DATE: DATE: Training Record book inspected and signed by employer: Yes No 14

4 NOTES Apprentice and Trainee Recruitment Kit 15

HOW TO GET INVOLVED Contact our Customer Support Centre on 1800 798 488 Go to our website csq.org.au Like us on Facebook /mycsq Follow us on Twitter /mycsq Connect on LinkedIn Search: Construction Skills Queensland Subscribe to our YouTube channel Search: Construction Skills Queensland Subscribe to our newsletter for updates on the latest programs, important industry developments and events including awards and networking opportunities. csq.org.au