The matrix Standard and Sole Traders
Frequently Asked Questions
The following Frequently Asked Questions have been compiled in direct response to
requests from a number of sole traders that have approached emqc Ltd asking for guidance
on using the matrix Standard as a framework to improve and quality assure their
Information, Advice and/or Guidance Services (IAG).
Whilst the requests to date pertain mainly to sole traders that are working in schools, it is
important to stress that the matrix Standard applies to any sole trader that is delivering a
service which supports individuals in their choice of career, learning, work and life goals.
Thus the guidelines should help a range of professionals, including careers advisers working
in schools and colleges, career coaches and learning mentors.
1. As a sole trader why should I embark upon a matrix Standard journey?
From September 2012, schools will be required, by law, to secure independent and impartial
careers guidance for students. This applies to schools and pupil referral units. For
academies, the duties will be written into their funding agreements.
As part of its plans to provide greater freedoms to schools, it will be the responsibility of each
school to decide how careers guidance is delivered. However, schools must ensure that:
•
The careers guidance is impartial and independent
•
All students are provided with information on all post-16 education and training
options, including Apprenticeships
•
Each student is provided with guidance which is in the student’s best interest
•
The guidance provided comes from a source external to a teacher or other individual
employed by the school
With the above context an increasing number of schools are now sourcing the preferred
supplier of impartial IAG. This IAG service can be sourced from an organisation or from a
sole trader. By achieving the matrix Standard the sole trader will have met the national
quality standard that is at the heart of the National Careers Service. Accreditation to the
matrix Standard sends out a very clear message to organisations that you manage and
provide high quality impartial advice and guidance.
2. As a sole trader I do not have a mission statement or business plan. I am therefore
struggling to understand how I can demonstrate and evidence clear leadership
and direction as outlined in criteria 1.1 and 1.2?
The matrix Standard is non prescriptive. It does not state that you have to have a mission
statement and/or strategic plan. When considering how you manage your business, consider
how you can explain to your Registered matrix Assessor (Assessor) your priorities and how
you will measure your success. For example a sole trader that has successfully tendered to
deliver careers advice services to a secondary school and 14-19 academy is likely to have
developed a project implementation plan. This plan may include your strategy and
approaches for delivering the contract within the defined timescales and against pre
determined factors, and may be the backbone of your planning. If so consider how you can
explain to your Assessor how you plan to achieve the goals.
Consider also how you communicate your planning goals to the organisations utilising your
services. An independent careers adviser working in a school for example may explain to the
Head of year 11 how they will ensure all year 11 students have access to group workshops
between September and December and what the students will achieve by attending them.
3. I have enhanced CRB clearance does this mean that I have met criteria 1.3 and
1.4?
Successful CRB clearance shows that you are complying with one very important piece of
legislation. There may well be other legislation issues that you also need to ensure
compliance with. For example if you are handling vacancies and promoting them to clients,
do you ensure that they meet the National Minimum Wage?
4. As an IAG adviser I always ensure impartiality. Is this what is meant within the
matrix Standard when it refers to professional integrity?
Impartiality is a core ethic and value that needs to be firmly embedded through all aspects of
any quality information advice and guidance service, no matter the size. Professional
integrity is very much down to the sole trader to explain and show. For example you may
work towards professional standards as part of your membership of a professional body. Or,
you may be highly committed to the core values of enthusiasm, expertise, empowerment,
and impartiality as espoused by the National Careers Service. Can you give examples of
how you put these into practice?
5. I am not sure how I can demonstrate criteria 1.7 as I do not have any staff?
Whilst as a sole trader you may not have any freelance associates it is likely that you are
influenced by organisations that utilise services. This criteria is seeking evidence that shows
how you seek out, listen and where appropriate act upon their comments to inform future
planning and development of your service.
For example a coach and mentor that supports volunteers in gaining life skills listens to the
volunteers and the placement providers and uses their feedback to inform future planning.
6. How do I demonstrate that I’ve used resources effectively when there is only me?
The sole trader is expected to show how they use resources effectively to deliver the
service(s) they have already outlined (in criteria 1.1). Resources can include premises,
learning and work related information and access to technology. It is quite appropriate to
explain how you maximise resources that are within the public domain. For example the sole
trader could outline how they use the National Careers Service portal to access job profiles
or help a client create an Individual Learner Account to store their action plan and CV.
7. What exactly is meant by criteria 2.4, 2.5 and 4.6? I am struggling to see how I can
meet these as I have no staff.
These criteria are about explaining how you review your own performance and consider
professional development areas. These CPD areas will need to be planned into your working
schedule to ensure you deliver your future objectives. Equally induction processes may
relate to how you prepare yourself to deliver a new contract by gathering relevant
information and accessing support from peer mentors to ensure you are well placed to
deliver the planned service. To illustrate this point consider a sole trader who wins a contract
to deliver a career coaching contract to Health Sector employees. This sole trader then
researches the key issues that face Health Sector employees and attends a one day
workshop on Change Management within the Health Sector.
8. Element 3 seems fairly straightforward to me as I am the sole deliverer of the
service. Are there any issues that I need to be mindful of when providing the
service?
As the sole deliverer of the service you will need to “tell” and “show” how you support clients
by presenting options and helping them make realistic and relevant decisions about future
goals. Your Assessor will also be interviewing some clients which will help show a 360
degree viewpoint in how you are making a difference to their learning, work, life or career
goals.
9. I have plenty of feedback on how helpful students have found my support. Will
this be sufficient evidence in order to show that I meet criteria 4.1, 4.2, 4.3
This will very much depend upon what type of feedback you have collected. Criteria 4.1 and
4.2 are looking for examples of IAG impact in progressing;
a) The aims and objectives of the service and
b) Whether the expected outcomes you had defined as being at the core of the service offer
are in fact realised by clients.
Client satisfaction feedback (for example the adviser has been helpful/I would recommend
this service to others) is helpful evidence to illustrate criteria 4.3.
10. What is meant by quality assurance approaches in criteria 4.6?
As a sole trader you are likely to have policies, plans and/or procedures to support you in
delivering a high quality service. These are all helpful in illustrating how you are ensuring
quality. A recent sole trader explained how they are using the Common Inspection
Framework as the quality assurance approach with self assessment and quality
improvement plans.
11. How will my assessment differ from an assessment of a small and medium sized
organisation?
The assessment process will not be any different for a sole trader than it is for any other
organisation. Remember that the matrix Standard is non prescriptive so each and every
assessment is customised for the organisation/sole trader seeking accreditation. Your
Assessor will adopt a ‘tell’ and ‘show’ approach to help you demonstrate the criteria. The
assessment will be supportive and developmental and will include interviews with partners
and clients that are in receipt of the service you provide.
These Frequently Asked Questions are representative of the questions we have
encountered about the matrix Standard in relation to being a sole trader. Whilst we
aim to make sure it is up to date and comprehensive we accept that the list may not
cover all issues and scenarios. If your question is not covered here, you are in need
of additional support or you need further clarification please contact emqc Ltd
directly via the matrix Website http://www.matrixstandard.com/contact-us/ or on 0845
304 8600.
The matrix Standard – March 2012