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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Requirements for Registered Managers Policy

1. Purpose

The purpose of this policy is to ensure that the Registered Manager of {{org_field_name}} meets all legal, professional, and regulatory requirements in accordance with the Regulation and Inspection of Social Care (Wales) Act 2016 and The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017​.

The Registered Manager plays a crucial role in overseeing domiciliary care services, ensuring that care delivery is safe, effective, and person-centred. This policy outlines the qualifications, skills, responsibilities, and ongoing professional development required for the Registered Manager and how {{org_field_name}} ensures compliance efficiently.

2. Scope

This policy applies to the Registered Manager of {{org_field_name}}, the Responsible Individual (RI), directors, and senior management team. It is also relevant to CIW inspectors, ensuring they have a clear understanding of how our service meets registration and compliance requirements.

It covers:

• The appointment process of the Registered Manager
• Regulatory requirements and key responsibilities
• Ongoing competency assessment and training
• Monitoring and oversight mechanisms

The Responsible Individual (RI) is accountable for ensuring that the Registered Manager meets all CIW requirements and that there are effective governance structures in place.

3. Regulatory Requirements for the Registered Manager

To be appointed as a Registered Manager at {{org_field_name}}, an individual must meet the following legal and regulatory criteria:

1. Hold Relevant Qualifications
   • The individual must have a Level 5 Diploma in Leadership for Health and Social Care Services (Adults’ Management) Wales or an equivalent qualification.
   • They must also be registered with Social Care Wales as a manager of domiciliary care services.
2. Have Relevant Experience
   • At least three years of experience in a leadership or management role within domiciliary care or a related social care setting.
   • Demonstrate proven competence in managing care services, including staff supervision, risk management, and regulatory compliance.
3. Be Fit and Proper to Manage a Regulated Service
   • The individual must pass Enhanced Disclosure and Barring Service (DBS) checks.
   • They must not be listed on any barred workforce lists under The Safeguarding Vulnerable Groups Act 2006.
   • They must not have any disciplinary actions, regulatory breaches, or criminal convictions that would affect their suitability.
4. Demonstrate Knowledge of CIW and Regulatory Compliance
   • The Registered Manager must have a strong understanding of regulatory requirements, including:
     • The Regulation and Inspection of Social Care (Wales) Act 2016​
     • The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017​
     • The Social Services and Well-being (Wales) Act 2014
     • Safeguarding and Health & Safety regulations
   • They must be competent in CIW inspection processes, audits, and reporting duties.
5. Possess Strong Leadership and Management Skills
   • The Registered Manager must be able to:
     • Lead a team effectively and provide staff supervision, support, and professional development.
     • Ensure service users receive high-quality, person-centred care.
     • Oversee risk management, safeguarding, and complaints handling.
     • Monitor service performance and drive continuous improvement.
6. Commit to Continuous Professional Development (CPD)
   • The Registered Manager must engage in ongoing training in leadership, safeguarding, health and safety, and regulatory changes.
   • They must attend regular CPD events, leadership workshops, and CIW updates.

4. Appointment and Registration Process

To ensure compliance, {{org_field_name}} follows a rigorous recruitment and appointment process for the Registered Manager, which includes:

1. Application and Shortlisting
   • Candidates must submit detailed CVs, qualification certificates, and professional references.
   • They must complete a competency-based interview assessing their leadership abilities and regulatory knowledge.
2. Enhanced DBS and Background Checks
   • All Registered Managers must undergo a full Enhanced DBS check with barred list review.
   • Their right to work and professional standing must be verified with Social Care Wales.
3. CIW registration of the service and registering the manager for the service
   • The service must have a CIW registration that names the Registered Manager as the person responsible for day-to-day management.
   • Where a new Registered Manager is appointed, the organisation will follow CIW processes to update/secure approval as required.
4. Workforce and service regulator notifications
   • On appointment, the Responsible Individual must ensure that the workforce regulator (Social Care Wales) and the service regulator (CIW) are notified of the appointment details as required by regulation, including the manager’s name, date of birth and Social Care Wales registration number, and the date the appointment takes effect.
5. Induction and Probation
   • A 12-week induction process will be conducted, covering:
     • CIW compliance and governance frameworks
     • Safeguarding and whistleblowing procedures
     • Operational management and reporting standards
   • The first six months will serve as a probationary period, with performance reviews and competency assessments.

Managing more than one regulated service

The Responsible Individual must not appoint a person to manage more than one regulated service unless CIW has granted permission in advance and is satisfied the arrangements will provide reliable and effective oversight and will not adversely impact individuals’ well-being. Evidence of CIW agreement and the management arrangements will be retained on file.

5. Ongoing Monitoring and Professional Development

To maintain high standards, the Registered Manager must undergo continuous monitoring and professional development, including:

1. Social Care Wales registration – annual fee and periodic renewal

The Registered Manager must maintain current registration with Social Care Wales as a social care manager for domiciliary support services. This includes:

1. paying the annual Social Care Wales registration fee to remain registered
2. completing renewal/re-registration requirements when due, in accordance with Social Care Wales registration rules and timescales

The organisation will monitor the Registered Manager’s registration status at least quarterly and retain evidence on file.

2. Quarterly Supervisions and Annual Performance Appraisals
   • The Responsible Individual will conduct quarterly supervision meetings to review performance, leadership effectiveness, and compliance.
   • An annual appraisal will assess their ability to:
     • Maintain regulatory compliance.
     • Provide effective leadership and oversight.
     • Drive continuous service improvements.
3. Six-monthly quality of care review (Responsible Individual)
   • In addition to supervision, the Responsible Individual will ensure there is a formal system for monitoring, reviewing and improving quality, with a documented quality of care review at least every six months, producing a written report to the service provider that includes an assessment of standards and recommendations for improvement.
4. Mandatory Training Updates
   • The Registered Manager must attend training sessions in:
     • Safeguarding, risk assessment, infection control, and mental capacity legislation.
     • Health & Safety regulations, first aid, and emergency preparedness.
     • Data protection (GDPR) and confidentiality best practices.
5. Regulatory Inspections and Internal Audits
   • CIW will conduct scheduled and unannounced inspections to ensure compliance.
   • {{org_field_name}} conducts internal audits every six months to monitor:
     • Service user outcomes.
     • Staff training and supervision.
     • Compliance with CIW reporting requirements.

Manager absence and interim arrangements (28 days)

Where the Registered Manager is expected to be absent for 28 days or more, or where an absence becomes unexpected, the Responsible Individual will ensure CIW is notified within required timescales and that effective interim management arrangements are put in place and recorded.
Where the manager is absent for more than 28 days, the organisation will provide CIW with the reason for absence and the cover arrangements, and will notify CIW when the manager returns.

6. Dealing with Concerns About a Registered Manager

If concerns arise regarding the Registered Manager’s performance or compliance, {{org_field_name}} will:

1. Conduct an Internal Investigation
   • The Responsible Individual will initiate an immediate investigation into any reported concerns.
   • If necessary, the manager will be suspended pending investigation.
2. Inform CIW and Relevant Authorities
   • CIW and Social Care Wales will be notified immediately if a Registered Manager is deemed unfit to continue in their role.
3. Take Disciplinary or Legal Action
   • If the concerns are substantiated, the Registered Manager will face:
     • Formal disciplinary action.
     • Possible removal from their position.
     • Referral to Social Care Wales or legal authorities.

7. Policy Review

This policy will be reviewed annually or earlier if there are legislative changes or updates in CIW regulations.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.