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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staff Facilities and Amenities Policy

1. Purpose

The purpose of this policy is to outline how {{org_field_name}} provides and maintains appropriate facilities and amenities for staff, supporting their health, safety, dignity, and well-being. This policy supports compliance with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 (as amended), including Regulation 15 (Premises and equipment), Regulation 17 (Good governance) and Regulation 18 (Staffing), and with wider workplace welfare requirements, including the Workplace (Health, Safety and Welfare) Regulations 1992. It also supports our readiness for CQC assessment under the Single Assessment Framework, including evidence against the 5 key questions and quality statements (Safe, Effective, Caring, Responsive, Well-led). High-quality staff amenities contribute to positive morale, retention, and the delivery of person-centred care​​.

2. Scope

This policy applies to all staff employed or contracted by {{org_field_name}}, including office-based personnel, community care staff, agency workers, volunteers, and visiting professionals. It sets out expectations for staff facilities and amenities at any fixed sites we operate (e.g. offices, training venues), and outlines our commitment to supporting mobile care workers in the community.

3. Legal and regulatory framework

We will provide and maintain staff welfare facilities and amenities in line with:

• The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 (as amended), including:
  • Regulation 15 (Premises and equipment): ensuring premises and equipment used by staff are clean, secure, suitable for purpose, properly maintained, and that appropriate standards of hygiene are maintained.
  • Regulation 17 (Good governance): maintaining effective systems and processes to assess, monitor and improve the quality and safety of services, including oversight of the working environment, cleaning, maintenance and repair arrangements.
  • Regulation 18 (Staffing): ensuring sufficient staffing arrangements and appropriate support systems so staff can work safely, including access to welfare facilities and appropriate break arrangements.
• The Workplace (Health, Safety and Welfare) Regulations 1992, including requirements for:
  • sanitary conveniences and washing facilities;
  • drinking water;
  • accommodation for personal clothing and secure storage where needed; and
  • facilities for rest and eating meals.

We will maintain evidence to demonstrate compliance, including audit findings, cleaning and maintenance records, risk assessments, and staff feedback and actions taken.

4. Related Policies

• CH16 – Health and Safety at Work Policy
• CH27 – Staff Supervision, Training, and Development Policy
• CH28 – Staff Conduct and Code of Ethics Policy
• CH33 – Staff Leave and Absence Policy
• CH34 – Confidentiality and Data Protection (GDPR) – Service User Policy

5. Policy Statement and Responsibilities

Commitment to Staff Welfare

{{org_field_name}} is committed to treating all staff with dignity and respect by providing access to clean, safe, and suitable facilities. We recognise that adequate amenities support well-being, performance, and compliance with occupational health and safety laws. Facilities provided are designed to meet the practical needs of care staff and to align with the Health and Safety Executive (HSE) standards.

Office-Based and Fixed-Site Staff Amenities

At any {{org_field_name}} managed site or office, we provide:

• Clean, accessible toilets and handwashing facilities with hot and cold water, soap, and drying provisions
• A rest area or break room with seating, access to drinking water, and space to prepare light refreshments
• Secure areas for storing personal belongings
• Access to lockers where available
• Adequate lighting, ventilation, and heating
• Fire safety and emergency equipment in line with our CH20 – Fire Safety Policy

These amenities are maintained and monitored regularly for cleanliness, safety, and usability.

Facilities will be suitable and sufficient for the number of staff on site and the nature of the work, kept readily accessible, and maintained so staff do not experience unreasonable delay in accessing toilets, handwashing facilities, drinking water, or rest facilities. Where work activities may result in contamination, we will provide appropriate additional washing and/or changing arrangements based on risk assessment.

Community-Based Staff Support

Recognising the unique nature of home care work, we support mobile staff by:

• Providing regular access to our main office for breaks and use of facilities.
• Scheduling sufficient time between visits for rest, hydration, and travel.
• Signposting staff to public restrooms and community facilities as needed.
• Where access to toilet or handwashing facilities is needed during a visit, staff will follow risk-assessed arrangements that do not depend on service user permission, which may include planned return to the office, planned use of public facilities, or agreed access arrangements recorded in the care plan where appropriate.
• Ensuring rotas and visit lengths allow for rest breaks and safe travel time, and do not create avoidable fatigue risk.
• Providing staff with appropriate hand hygiene resources for the task (e.g., wipes/hand gel where appropriate) and clear escalation routes if welfare needs cannot be met safely during a shift.
• Reimbursing staff for essential consumables and travel-related items as per contractual terms.

We aim to ensure our community staff feel supported and valued despite the mobile nature of their role.

Technology and Administrative Facilities

All staff have access to the tools and resources needed for their role, including:

• Secure access to care documentation systems (digital or paper-based)
• Phones or mobile devices (where provided) to support safe lone working and communication
• Desks, seating, and meeting spaces (for office-based roles) that meet ergonomic and accessibility needs
• Printing, scanning, and confidential storage options where relevant

These tools help staff carry out their duties safely and efficiently and support governance under Regulation 17 – Good Governance​.

Maintenance and Cleanliness

All staff facilities are:

• Cleaned regularly by designated staff or cleaning contractors
• Inspected as part of our Health and Safety audits
• Maintained in good working order with prompt repairs for any issues
• Stocked with hygiene supplies (e.g. soap, paper towels, cleaning sprays)

Staff must report faults, hazards, or shortages immediately to the Registered Manager or designated Health and Safety Officer.

All reported issues will be recorded in a Facilities and Maintenance Log, including: date reported, issue description, interim risk controls, responsible person/contractor, target completion date, and closure sign-off. Where a defect creates an immediate safety risk (for example, loss of handwashing facilities, unsafe electrics, or a fire safety concern), the Registered Manager will implement same-day risk controls and, where necessary, restrict use of the affected area/equipment until it is made safe.

Equality and Accessibility

We ensure that staff amenities meet the needs of all individuals, including:

• Accessible toilets and rest areas for disabled staff.
• Consideration for cultural and religious needs (e.g. prayer time, food storage, private space).
• Facilities to support breastfeeding or express milk where requested.
• Consideration for pregnancy-related needs, including more frequent rest/toilet breaks and risk-assessed adjustments to duties and workstation setup where required.
• Where requested, providing reasonable adjustments to support menopause-related needs (for example, temperature/ventilation adjustments, access to cold drinking water, and access to a quiet rest space) and other health conditions.

This aligns with our CH30 – Equality, Diversity, and Inclusion Policy and supports inclusive practice for all employees.

Safety, Conduct, and Responsibility

Staff are responsible for:

• Using facilities respectfully and hygienically
• Keeping shared areas tidy and reporting damage or misuse
• Respecting the privacy and needs of others

Misuse of amenities, inappropriate behaviour, or wilful damage may result in disciplinary action under CH28 – Staff Conduct and Code of Ethics Policy.

Monitoring and Continuous Improvement

The Registered Manager will:

• Complete a quarterly Staff Facilities Audit covering cleanliness standards, stock levels (soap/towels), water/handwashing availability, rest area suitability, lighting, temperature/ventilation, accessibility, and security of belongings.
• Review the Facilities and Maintenance Log at least monthly to identify recurring issues, confirm completion, and escalate overdue actions.
• Seek and record staff feedback at least twice yearly (e.g., surveys or team meeting minutes) and maintain an action plan with ownership and deadlines.
• Use findings within governance reviews to evidence oversight of the environment and support compliance with Regulation 15 (premises/equipment) and Regulation 17 (good governance), and to demonstrate alignment with CQC assessment expectations.

6. Policy Review

This policy will be reviewed annually or earlier in response to changes in legislation, CQC guidance/assessment approach, operational needs, incidents/near misses, audit findings, or staff feedback. Updates will be communicated through staff meetings, digital platforms, and incorporated into induction and training programmes.

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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.