Should I supervise?

[kinhunter]

I work for a non profit, and 2 of us provide admin support.  I do projects and support the CEO (and CFO occasionally), and the other person supports the 4 managers.     The other admin recently resigned and management is looking at the position.

One suggested change is that I be the supervisor for the other admin (rather than one of the managers being the supervisor, which is how it has been done).   At my weekly meeting tomorrow with my supervisor, we will be discussing this.  
What should I be thinking about, or what questions should I ask?   Does it make sense that in such a small office that one person supervises the other?

We are also hoping to do a bit more job sharing (or at least cross train enough to back one other up to cover vacations, etc).  I am usually swamped, and the other position has not been as busy.

I have not been a supervisor before, and haven't really wanted to do it (I deal with paper much better than I deal with people....).  I know that it could be a good experience, but I am not really looking for experience for future opportunities or something to put on my resume (this will probably be my last job).
I am pretty sure that my supervisor will encourage me to do it.

Thanks for any advice...
Kinhunter

[bethalize]

I bet you CAN do it, but not waning to is understandble. You could put together an argument to say that although there will be some natural leadership from you and you are happy to train her to get to grips with the new job, you think the two of you would work better as peers. You can also ask if in the future supervison will be assigned by length of service or by the job. What happens if you leave and a new person gets your job? What happens if after that a newer but older person takes her job?

Bethalize
Deskdemon Forum Board Staff

[marcie175]

Perhaps you shouldn't supervise if you are not comfortable doing so; however, this does give you an opportunity to divide duties a little more than they are now.  You say that you are usually swamped and the other position is not so swamped.  Maybe before the person is ever hired, you could sit down with your supervisor and rearrange the job duties of your position and the one that's open.

Or, maybe you do want to supervise so you can delegate tasks to the other individual.  That way there is a clear understanding that you can assign her work if she has nothing to do at that particular moment.

You need to feel comfortable being the supervisor, though.  If you are not, then don't let anyone talk you in to it.

I agree that cross-training is essential in any position.  You should always have back up.

Good luck!

Marcie

[raindance]

"Supervision" is an interesting experience.  One very important thing is that you must learn to separate the post from the person.   What you really need to find out, Kinhunter, are the boundaries of your authority over this other post.  Who will do the appraisals?  Who is the "manager"?  To whom do you complain when things go wrong?  If the post becomes vacant, what level of participation do you have in interviewing the replacement?  Those are just a few questions that spring to mind. And, indeed, is there any extra money on offer for you?

Once you know the boundaries, then you can plan accordingly.  In my own experience of being responsible for supervising another post, the "we're a team and have a job to do" approach seems to work well.  Being clear about what work is to be done by that postholder is important as is expectation of standards to be achieved.

Being responsible for another post can be frustrating if you don't have the right person, but it can also be very rewarding for both you and the other person.  You both learn a great deal.  I have learned a huge amount about myself and about the dynamics of a working relationship.

If you want to bounce ideas or ask me further questions, please do email me.  

[superninjaadmin]

Kinhunter,

Hmmm... Because this is such a small office, I would think that your role as a mentor might fit better, rather than role as a supervisor, but here are my thoughts:  

In my experience, I have seen too many people thrown into supervisory roles that had no prior training or skills or experience, and it turned into a big mess with lots of problems and stress - for both the supervisor, and for those being supervised.  It's unfair to the inexperienced supervisor, especially when they're not ready to take on this level of responsibility.  Dealing effectively with people is a very tricky situation, and if it's not handled properly, you could see yourself in a lawsuit with the unhappy (ex)employee.  

Also, many times, these people are given the title of "supervisor" but basically are given no authority or power to make decisions (i.e. disciplinary actions, hiring or firing), which results in more stress and issues for the supervisor.  

In your meeting with boss tomorrow, I'd ask some preliminary questions such as:

1) What are your long range plans for this office?  Are you grooming me for even larger responsibilities and jobs down the road, after I've had experience in this new supervisory role?  

2) What sort of training might I be provided with to help me to prepare and build on my supervisory skills?  

3) What current duties (that I currently handle), will I be delegating to this new person?  What will be some of the duties I will be expected to handle in my new role?  Do you have a job description for my new role?  If not, may I help you to write one to fit?  What about the job description of the person I will be supervising?  

4) What date will this be effective?  What will my new supervisory title be?  

5)  With my new title and new level of responsibility, what monetary compensation has been established for this supervisory role? As a supervisor, I'd like to negotiate new wages and other fringe benefits that will reflect my taking on this new role and and higher level of responsibilty.  

... these are just a few questions that come to mind, so you get my drift.  Good luck!  

SNA

Edited by superninjaadmin on 23/05/02 03:34 AM.

[Jackie G]

Kinhunter

Just another thought to add into your thinking.

On the basis that there aren't jobs for life any more, think how useful supervisory experience would look (and stand) in the future when you are applying for other jobs.

Any additional skills are always worthwhile taking on board.

If, however, you really decide it's not for you, then all power to you for being honest and powerful to make that decision.  Whatever you decide, we're with you!

Jackie
www.iqps.org
DeskDemon Forum Board Staff

[kinhunter]

Thanks to those who resopnded to my question about supervision.  

After talking to my supervisor, and to the manager who has been the person supervising the other admin, we decided that we would keep the structure as it is, and I would not take on the supervision of the other admin.  
I found your quesitons and comments helpful and used them as the basis for my conversation with my supervisor.

You all are the best!