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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Using Temporary Staffing Agencies Policy

1. Purpose

The purpose of this policy is to establish clear guidelines, procedures, and quality control measures for engaging temporary staffing agencies to support {{org_field_name}} in delivering high-quality domiciliary care. The use of agency staff must be managed efficiently, ensuring continuity of care, compliance with regulatory requirements, and safeguarding of service users.

This policy ensures that:

• Temporary staff meet the same high standards as permanent employees.
• Regulatory and legal requirements are met when using agency workers.
• Continuity of care is maintained, minimising disruption to service users.
• Risk management procedures are in place to protect service users and staff.
• Cost-effectiveness is balanced with quality and safety in staffing decisions.

This policy aligns with:

• The Regulation and Inspection of Social Care (Wales) Act 2016.
• Care Inspectorate Wales (CIW) workforce regulations, ensuring safe staffing levels and competency.
• The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, setting standards for agency staff in social care.
• The Employment Agencies Act 1973, governing the legal obligations of staffing agencies.
• The Equality Act 2010, ensuring non-discriminatory recruitment practices.

2. Scope

This policy applies to:

• All temporary staffing agencies providing care workers, support staff, and nurses to {{org_field_name}}.
• All agency workers engaged by {{org_field_name}} to support service delivery.
• Managers and supervisors responsible for sourcing, vetting, and monitoring agency staff.

This policy covers:

• Selection and approval of temporary staffing agencies.
• Vetting and compliance requirements for agency workers.
• Induction, training, and supervision of agency staff.
• Monitoring and reviewing agency staff performance.
• Cost control and contract management with agencies.

3. Policy Statement

{{org_field_name}} recognises that agency staff may be required to cover staff shortages, sickness, or increased care demands. While we prioritise the use of permanent staff, agency workers will be used only when necessary, ensuring:

• Quality, safety, and continuity of care are maintained at all times.
• Agency staff are competent, well-trained, and meet regulatory standards.
• Clear expectations and responsibilities are outlined for agency workers.
• Robust monitoring and performance management procedures are in place.

4. Managing Temporary Staffing Agencies Efficiently

4.1. Selection and Approval of Staffing Agencies

Only approved and reputable staffing agencies will be used to supply temporary workers. {{org_field_name}} ensures that:

• Agencies are registered with the appropriate regulatory bodies (e.g., CIW-approved providers).
• Agencies adhere to all employment and safeguarding laws, including the Employment Agencies Act 1973.
• Contracts with agencies include clear terms regarding compliance, service quality, and accountability.
• Agencies provide written confirmation that all supplied staff meet our required standards.
• Preference is given to agencies with proven experience in domiciliary care and adult social care.

Agencies must agree to our terms and conditions, ensuring:

• Fair pricing structures without hidden costs.
• Responsibility for vetting and training staff.
• Liability coverage for any issues arising from agency staff.

A review of approved agencies will be conducted annually to assess performance, compliance, and cost-effectiveness.

4.2. Vetting and Compliance Requirements for Agency Workers

All agency staff must meet the same recruitment and vetting standards as permanent employees. {{org_field_name}} requires agencies to provide:

• Enhanced Disclosure and Barring Service (DBS) check records.
• Proof of identity and right to work in the UK.
• Up-to-date training certificates, including:
  • Safeguarding of Adults at Risk
  • Medication Administration (if applicable)
  • Moving and Handling
  • Infection Control
  • First Aid and Basic Life Support
• Two professional references, confirming suitability for care work.
• Employment history verification, ensuring no gaps in work records.
• Health declaration and fitness to work confirmation.

Agency staff must provide evidence of compliance before they are allowed to work.

4.3. Induction and Training for Agency Workers

To ensure consistency in care quality, agency workers will undergo an abbreviated induction process, covering:

• Introduction to {{org_field_name}}, its values, policies, and procedures.
• Service user-specific care plans, ensuring personalised support.
• Emergency procedures, including fire safety and safeguarding protocols.
• Confidentiality and GDPR requirements.
• Health and safety policies, ensuring staff operate safely in service users’ homes.

Agency staff will shadow permanent staff before working independently, where possible, to ensure familiarity with our care approach and service user preferences.

4.4. Supervision, Monitoring, and Performance Management

To maintain high standards, {{org_field_name}} will:

• Monitor agency staff performance through observations, service user feedback, and care record audits.
• Conduct spot checks and supervision to ensure compliance with policies.
• Address concerns or complaints regarding agency staff promptly.
• Report underperformance to the supplying agency, requesting replacement if necessary.

Regular feedback will be gathered from service users, families, and permanent staff to evaluate agency staff suitability.

4.5. Maintaining Continuity of Care

To minimise disruption to service users, {{org_field_name}} will:

• Use the same agency staff where possible, ensuring consistency.
• Ensure agency staff read and understand service user care plans.
• Encourage clear communication between agency and permanent staff.
• Limit the number of agency staff assigned to a service user, avoiding frequent changes.

If an agency worker fails to meet standards, they will be removed from duty, and alternative arrangements will be made.

4.6. Cost Control and Contract Management

Agency staffing can be expensive; therefore, {{org_field_name}} will:

• Only use agency workers as a last resort, prioritising internal resources.
• Negotiate competitive agency rates, ensuring fair pricing.
• Monitor agency usage, ensuring cost-effective staffing solutions.
• Review agency contracts annually, ensuring compliance with service needs and budgets.

Alternative staffing measures, such as bank staff or overtime for permanent employees, will be considered before engaging agency workers.

4.7. Ensuring Regulatory Compliance and Reporting

To meet CIW requirements, {{org_field_name}} will:

• Keep accurate records of all agency staff used, including their vetting documents and performance reviews.
• Report concerns to CIW if an agency staff member poses a risk to service users.
• Conduct regular audits of agency staff performance, ensuring continued compliance.

All agency staff must be aware of and adhere to CIW regulations, safeguarding policies, and reporting procedures.

5. Related Policies

This policy aligns with:

• Safe Recruitment Policy (DCW26) – Ensuring agency staff meet vetting and compliance standards.
• Safeguarding Adults from Abuse and Improper Treatment Policy (DCW13) – Protecting service users from risks posed by temporary staff.
• Staff Supervision, Training, and Development Policy (DCW27) – Ensuring agency workers are competent and supported.
• Confidentiality and Data Protection Policy (DCW34) – Ensuring agency staff comply with GDPR requirements.

6. Policy Review

This policy will be reviewed annually or sooner if required due to:

• Changes in CIW regulations or employment laws.
• Feedback from service users, staff, or external agencies.
• Performance concerns with agency staffing arrangements.

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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.