The Purpose of Roles and Responsibilities

Highly effective teams have clearly articulated roles and responsibilities. In accordance with your Quality Management System (QMS), as a Skills Development Provider (SDP), your company believes that all people employed have specific roles and responsibilities. Clearly defined roles and responsibilities provide clarity in terms of who is expected to carry out what tasks to maintain efficiency and productivity when rolling out the 4 Phases of Training (Learner Enrolment, Facilitation, Assessment and Certification).

At JTandA, we have identified whilst working with Skills Development Providers (SDPs) that people are repeatedly assigned positions within training companies without fully knowing what they are responsible and accountable for. Despite the fact that our Quality Management Systems (QMS) have a full section dedicated to outlining Roles, Responsibilities and Authorities, the impact of unclear roles and responsibilities is resulting in a delay in your learners receiving their Statement of Results (SOR).

So, here’s three ways you should be maximising the Roles, Responsibilities and Authorities section of your Quality Management System (QMS):

  1. Posting adverts for new employees:
    In accordance with your Employee Selection Policy and Procedure, before any thought is given to advertising a vacant position at your company, you should ensure that a thorough job analysis of the position is available as recruiting and selecting the right people are critical to the achievement of your objectives. This also assists you in preparing your potential employees as to what you will expect from them upfront in order to manage expectations.
  2. Contracts with employees:
    Are you printing generic contracts off the internet? If you are, please stop! Template contracts should be adapted to your specific needs and per specific job role; however, in many cases this is not happening. A contract that has been imitated with little or no thought, is just as bad as not having a contract at all. Your contracts should list all your employees’ roles and responsibilities as outlined in your Quality Management System (QMS).
  3. Employee Appraisals:
    In accordance with your Employee Appraisal Policy and Procedure, performance evaluation is a key element in the development of your employees. There are two objectives for performance appraisals:
    1. Evaluative – used for compensation decisions, employing decisions and to evaluate our selection system.
    2. Developmental – to give feedback on performance, to give direction for future performance, and to identify training and developmental needs.

Without clearly defined roles and responsibilities, it would be almost impossible to have an efficient and useful training plan for your employees in accordance with your Employee Training and Development Policy and Procedure.

The irony is that as Skills Development Providers (SDPs), generally we train and develop external learners and employees; however, we often neglect to train our internal employees with regards to what is expected from our SETAs (Skills Education Training Authorities).

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