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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Use of Personal Protective Equipment (PPE) Policy

1. Purpose

The purpose of this policy is to provide clear and practical guidance to all staff and workers engaged by {{org_field_name}} on the correct, safe and effective use of Personal Protective Equipment (PPE) while working on temporary assignments within client organisations.

PPE may be required to protect workers, service users, patients, residents, clients, visitors and others from risks including infection, contamination, exposure to blood or bodily fluids, hazardous substances, cleaning chemicals, respiratory hazards or other workplace risks identified by risk assessment.

{{org_field_name}} is a temporary staffing agency and does not provide regulated care in its own right. Client organisations remain responsible for the safety of their premises, local risk assessments, infection prevention and control arrangements, and the provision of suitable PPE required for work undertaken at their sites. However, {{org_field_name}} will take reasonable steps to ensure that agency workers are informed, trained, supported and not knowingly placed in situations where suitable PPE is unavailable or unsafe.

This policy supports compliance with the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, the Control of Substances Hazardous to Health Regulations 2002, the Personal Protective Equipment at Work Regulations 1992 as amended by the Personal Protective Equipment at Work (Amendment) Regulations 2022, the Workplace (Health, Safety and Welfare) Regulations 1992, and applicable infection prevention and control guidance in England.

2. Scope

This policy applies to:

• All temporary workers, agency workers, nurses, healthcare assistants, support workers, senior carers and other workers supplied or introduced by {{org_field_name}}, whether engaged under contracts of employment, contracts for services, zero-hours arrangements, flexible working arrangements or other worker arrangements.
• Directors, administrative staff, and support staff involved in staff placement, supervision, and compliance monitoring
• All agency workers undertaking temporary assignments in client organisations, including care homes, nursing homes, hospitals, supported living services, domiciliary care providers, clinics and other health or social care environments where the client organisation is responsible for the regulated activity, service delivery and site-specific risk assessments.

3. Related Policies

• Infection Prevention and Control Policy
• Health and Safety Policy
• Incident and Accident Reporting Policy
• Safeguarding Adults and Children Policy
• Communication and Record-Keeping Policy
• Code of Conduct
• Training and Development Policy

• Risk Assessment Policy
• COSHH Policy
• Whistleblowing Policy
• Lone Working Policy, where applicable
• Data Protection and Confidentiality Policy
• Recruitment and Selection Policy
• Agency Worker Assignment and Client Compliance Policy

4. Policy Statement

{{org_field_name}} is committed to ensuring that all staff follow safe, effective, and lawful practices regarding the use of PPE to prevent the spread of infections and protect themselves and others from harm.

PPE must be used as part of a wider system of risk control. It should not be treated as the first or only control measure. Where risks can be eliminated, reduced or controlled by safer systems of work, environmental controls, isolation, cleaning, ventilation, hand hygiene, safe waste handling or other measures, those controls must be considered alongside PPE. PPE must be used where a risk assessment, client procedure, infection prevention and control requirement or COSHH assessment identifies that it is necessary.

All agency staff must:

• Use PPE correctly and consistently according to the care task, level of risk, and local policy
• Recognise that PPE is one element of standard infection prevention and control measures
• Comply with client-specific policies and risk assessments relating to PPE use
• Report concerns about the availability, suitability, or safe use of PPE immediately

• Not be charged for PPE that is required to protect their health and safety at work
• Not be required to provide their own PPE where PPE is necessary for the assignment, unless this has been expressly agreed in advance and the PPE is suitable, compliant and approved for the task
• Stop and seek advice where required PPE is unavailable, defective, unsuitable or cannot be used safely

The correct use of PPE is essential to prevent harm, promote public confidence, and meet regulatory requirements.

5. Responsibilities

Director / Compliance Lead

The Director / Compliance Lead will:

• Ensure that this policy is implemented, monitored and reviewed at least annually or sooner where legislation, guidance, client requirements or risks change.
• Ensure that workers receive appropriate information, instruction and training on PPE during induction and through refresher training where required.
• Ensure that assignment information, where available, identifies any PPE requirements notified by the client organisation.
• Seek assurance from client organisations that suitable PPE will be available for agency workers where required by the client’s risk assessments, COSHH assessments or infection prevention and control procedures.
• Ensure workers understand that they must follow both {{org_field_name}} requirements and the lawful, reasonable PPE instructions of the client organisation.
• Escalate concerns to the client organisation where PPE is unavailable, unsuitable, defective, incorrectly used or inconsistent with the level of risk.
• Ensure that workers are not knowingly required to continue duties where required PPE is unavailable and there is a foreseeable risk to health or safety.
• Maintain records of PPE training, reported PPE concerns, incidents, escalations and any corrective action taken.
• Investigate PPE-related concerns, incidents or breaches and take proportionate action, including further training, removal from assignment or escalation to the client where appropriate.

Client Organisations / Hirers

Client organisations are expected to:

• Carry out suitable and sufficient risk assessments for their premises, tasks, service users, patients, residents and working environment.
• Identify what PPE is required for each role, task or area of work.
• Provide suitable PPE to agency workers where PPE is required for duties carried out on the client’s premises or under the client’s direction.
• Provide local instruction on infection prevention and control, outbreak procedures, isolation requirements, waste disposal and PPE escalation arrangements.
• Ensure that agency workers are informed of any specific PPE requirements before or at the start of the assignment.
• Notify {{org_field_name}} promptly of any PPE-related incidents, unsafe practice, exposure incidents or refusal to follow PPE requirements.
• Ensure that agency workers are treated no less favourably than directly employed staff in relation to access to required PPE, safety information and site-specific instruction.

All Agency Staff

All agency staff are responsible for:

• Using PPE as directed by this policy, client procedures, and risk assessments
• Understanding the appropriate type and use of PPE for different tasks
• Ensuring that PPE is correctly fitted, worn, removed, and disposed of
• Reporting defective or insufficient PPE immediately to the client and to {{org_field_name}}
• Adhering to infection prevention and control practices alongside PPE use
• Engaging in relevant training and supervision sessions relating to PPE

• Follow the client organisation’s local PPE, infection prevention and control, COSHH, waste disposal and outbreak management procedures.
• Carry out hand hygiene before putting on PPE, after removing PPE, between tasks and whenever otherwise required by local procedure.
• Carry out a user seal check each time tight-fitting respiratory protective equipment is worn.
• Report any change that may affect the fit or safe use of respiratory protective equipment, including facial hair, weight change, facial injury, dental changes or use of spectacles or other equipment.
• Never alter, share, reuse or remove PPE contrary to manufacturer instructions, client policy or infection prevention and control guidance.
• Raise concerns immediately if PPE is unavailable, damaged, expired, incorrectly sized, uncomfortable, causing skin damage or otherwise unsuitable.

6. Types of PPE Commonly Used

Staff are expected to be familiar with and competent in the use of the following types of PPE:

• Disposable gloves
• Disposable plastic aprons
• Fluid-resistant surgical masks
• Filtering facepiece respirators (e.g., FFP2/FFP3) where required by risk assessment
• Eye protection (goggles or face shields)
• Disposable gowns
• Shoe covers (when specifically indicated by client protocols)

PPE must be compatible when more than one item is worn. For example, eye protection must not interfere with the fit of a respirator, and masks or respirators must not prevent other PPE from being worn safely. Where PPE does not fit correctly or cannot be worn safely together, the worker must report this immediately to the client organisation and {{org_field_name}}.

All PPE must be suitable for the task and risk, fit the wearer correctly, be compatible with any other PPE being worn, be maintained or replaced as required, and comply with applicable product safety requirements. Where conformity marking is required, PPE should carry appropriate UKCA or CE marking and be supplied with relevant manufacturer instructions.

7. When PPE Must Be Used

PPE must be worn when:

• There is a risk of exposure to blood, bodily fluids, secretions, excretions, or contaminated items
• Undertaking personal care, clinical tasks or other duties under the direction and supervision of the client organisation where PPE is required by risk assessment, care plan, clinical protocol, infection prevention and control guidance or local procedure.
• Handling clinical waste or laundry
• Managing suspected or confirmed infections (e.g., COVID-19, norovirus, MRSA, C. difficile)
• Directed by client-specific risk assessments or infection control policies

PPE must also be used where required by a COSHH assessment, risk assessment, safety data sheet, manufacturer’s instructions, infection prevention and control guidance, outbreak procedure or instruction from the client organisation’s competent person. Workers must ask for clarification before starting or continuing a task if they are unsure what PPE is required.

Staff must follow the client organisation’s specific protocols regarding outbreak management, cohorting, and escalation of PPE use during infectious episodes.

8. Principles of PPE Use

All staff must follow these principles:

• Choose PPE appropriate for the task and risk assessment
• Perform hand hygiene before and after PPE use
• Ensure PPE fits correctly and is comfortable
• Change PPE between each task and between each service user
• Never reuse single-use PPE
• Dispose of PPE safely following client waste disposal protocols
• Remove PPE safely to prevent self-contamination, following the recommended sequence

PPE must be:

• suitable for the risk, task, working environment and individual wearer;
• provided in appropriate sizes and types;
• used in accordance with manufacturer instructions and local procedures;
• stored safely and hygienically before use;
• replaced when damaged, contaminated, expired or no longer effective;
• disposed of safely where single-use or contaminated;
• never used as a substitute for hand hygiene, cleaning, safe systems of work or other control measures.

9. Donning and Doffing PPE

Donning

• Perform hand hygiene
• Put on apron
• Put on mask or respirator
• Put on eye protection (if required)
• Put on gloves

The exact order for putting on and removing PPE may vary depending on the type of PPE, the task, the infection risk and the client organisation’s local procedure. Workers must follow the client organisation’s current procedure, signage, training and infection prevention and control instructions. Where there is any uncertainty, workers must ask the nurse in charge, shift lead, infection prevention and control lead or other nominated client representative before proceeding.

Doffing

• Remove gloves safely
• Remove apron by breaking the neck and waist ties
• Remove eye protection
• Remove mask or respirator last
• Perform hand hygiene immediately after removing gloves, after removing contaminated PPE, after any suspected contamination of the hands, and at the end of the doffing process, in accordance with client procedure.

All staff must be trained and competent in donning and doffing procedures to reduce cross-contamination risks.

10. Respiratory Protective Equipment and Fit Testing

Where tight-fitting respiratory protective equipment, including FFP2 or FFP3 respirators, is required by risk assessment, COSHH assessment, infection prevention and control guidance or client procedure, the worker must not undertake the relevant task unless they have passed an appropriate fit test for the specific make, model, type and size of respirator being worn.

{{org_field_name}} will seek confirmation, where relevant, that workers expected to wear tight-fitting respiratory protective equipment have received appropriate fit testing, information, instruction and training. Fit testing may be arranged by {{org_field_name}} or by the client organisation, depending on the assignment arrangements.

Workers must:

• only wear the make, model, type and size of respirator for which they have passed a fit test;
• carry out a user seal check every time a tight-fitting respirator is worn;
• be clean-shaven in the area of the face seal when using tight-fitting respiratory protective equipment;
• report any change that may affect fit, including facial hair, weight change, facial injury, dental changes, cosmetic surgery, facial piercings or use of spectacles or other head-worn equipment;
• stop work and seek advice where a respirator does not seal correctly, causes breathing difficulty, is damaged, expired, wet, contaminated or otherwise unsuitable.

Fit test records should identify the worker, date of test, fit test method, respirator make, model, type and size, result, tester details and any limitations or retesting requirements. Records must be retained securely in accordance with the organisation’s data protection and retention procedures.

11. PPE Supply and Availability

Client organisations are normally responsible for providing the PPE required for tasks carried out on their premises, under their direction and in accordance with their risk assessments, COSHH assessments, infection prevention and control procedures and local policies.

{{org_field_name}} will take reasonable steps to obtain assurance that suitable PPE will be available where the assignment requires it. Agency workers must have access to PPE that is suitable for the task, properly fitting, compatible with other PPE, hygienic, within expiry date where applicable, and compliant with applicable product safety requirements.

Agency workers must:

• check at the start of each shift that required PPE is available;
• check that PPE is suitable, undamaged, clean where reusable, within expiry date where applicable, and available in the correct size;
• report missing, defective, unsuitable or poor-quality PPE immediately to the client’s shift lead, nurse in charge, manager or other nominated person;
• contact {{org_field_name}} promptly if the issue is not resolved locally;
• not continue with a task where required PPE is unavailable and there is a foreseeable risk to health or safety.

The Director / Compliance Lead will escalate unresolved PPE concerns to the client organisation and may withdraw the worker from the assignment or decline further shifts until suitable controls are confirmed.

12. Refusal or Inability to Work Safely Due to PPE Concerns

Workers must not be required to carry out tasks where PPE is required but is unavailable, unsuitable, defective, incorrectly fitted or unsafe to use. Where this occurs, the worker must:

• stop before starting or continuing the affected task, where it is safe to do so;
• notify the client’s shift lead, nurse in charge, manager or other nominated person immediately;
• explain clearly what PPE concern has arisen;
• contact {{org_field_name}} as soon as possible if the concern is not resolved;
• record the concern in accordance with client procedures and {{org_field_name}}’s incident reporting process.

{{org_field_name}} will support workers who raise genuine health and safety concerns. Workers must not be subjected to detriment by {{org_field_name}} for raising concerns about missing, defective or unsuitable PPE.

13. Training

All workers must receive:

• PPE and infection prevention and control information during induction, appropriate to the roles they may be assigned to;
• refresher training at intervals determined by risk, role, client requirements, incidents, audit findings or changes in guidance;
• additional training where new PPE is introduced, where a worker is assigned to a higher-risk setting, following a PPE-related incident, or where competence concerns are identified;
• task-specific or site-specific instruction from the client organisation where required.

Training and instruction should include, where relevant:

• the purpose and limitations of PPE;
• PPE as part of the hierarchy of control;
• selection of PPE according to task and risk;
• correct putting on, wearing, removal and disposal of PPE;
• hand hygiene before and after PPE use;
• prevention of cross-contamination;
• safe use of gloves, aprons, masks, eye protection and gowns;
• respiratory protective equipment, fit testing and user seal checks where applicable;
• reporting missing, defective, unsuitable or uncomfortable PPE;
• client-specific PPE and infection prevention and control procedures.

14. Record Keeping

{{org_field_name}} will maintain records of:

• Staff attendance at PPE training
• Incident reports involving PPE
• Supervision and appraisal discussions addressing PPE use
• Communication and escalation of PPE concerns

Records will be kept securely and used to monitor and improve PPE compliance.

Records may also include:

• fit test records for tight-fitting respiratory protective equipment, where applicable;
• evidence of client confirmation of PPE requirements for specific assignments;
• records of PPE concerns raised with client organisations;
• records of decisions to remove a worker from an assignment or decline shifts because of unresolved PPE risks;
• copies of relevant communications with workers and clients about PPE requirements.

15. Audit and Monitoring

The Director will:

• Conduct audits of incident reports and staff feedback related to PPE
• Review training compliance rates
• Analyse audit data to identify patterns or areas for improvement
• Implement corrective actions and share learning with all staff
• Liaise with client organisations to share findings where appropriate

Monitoring may include reviewing:

• PPE-related complaints, concerns and incident reports;
• client feedback about PPE compliance;
• worker feedback about PPE availability and suitability;
• training completion and competency records;
• fit test records where respiratory protective equipment is required;
• repeated concerns linked to a particular client, service, location or type of assignment.

16. Incident Reporting

All PPE-related incidents must be reported to:

• The client organisation, following their procedures
• {{org_field_name}} via the Incident and Accident Reporting Policy
  Incidents include but are not limited to:
• PPE shortages
• Incorrect use of PPE
• Cross-contamination concerns
• PPE-related injuries (e.g., allergic reactions, skin damage)

• failure of respiratory protective equipment;
• suspected exposure to blood, bodily fluids, infectious material, hazardous substances or respiratory hazards;
• splash or sharps incidents where PPE was absent, unsuitable or failed;
• allergic reactions, pressure damage or skin conditions caused or worsened by PPE;
• being instructed to work without required PPE;
• any incident that may require escalation under the client’s health and safety, infection prevention and control, occupational health or RIDDOR reporting procedures.

17. Supporting Staff

Staff involved in PPE-related incidents or experiencing challenges must:

• Be supported by the Director through supervision and training
• Be offered additional learning opportunities if required
• Be involved in reflective practice discussions to learn from incidents
• Be protected from blame if raising concerns about PPE or infection control

Where PPE causes or worsens a health condition, skin condition, breathing difficulty, anxiety, sensory issue or disability-related difficulty, {{org_field_name}} will consider appropriate support. This may include referral to occupational health where available, discussion with the client organisation, alternative PPE where suitable, reasonable adjustments, additional training, or reassignment where the worker cannot safely undertake the task.

18. Compliance with Client Procedures

While on assignment, agency workers must follow the client organisation’s PPE, infection prevention and control, COSHH, waste disposal, outbreak management and health and safety procedures.

Where there is uncertainty, inconsistency or concern about a PPE instruction, workers must:

• seek clarification from the client’s shift lead, nurse in charge, manager, infection prevention and control lead or other nominated person;
• contact {{org_field_name}} where the concern is not resolved or where they believe they are being asked to work unsafely;
• prioritise immediate safety and avoid starting or continuing a task where required PPE is unavailable or unsuitable;
• report the concern promptly and accurately.

19. Director’s Oversight

The Director will:

• Lead on policy implementation, monitoring, and review
• Take reasonable steps to ensure that {{org_field_name}}’s PPE arrangements, worker instructions and client escalation processes remain aligned with applicable legislation, HSE guidance, UKHSA guidance, NHS England infection prevention and control guidance where relevant, and client-specific requirements.
• Ensure effective communication of PPE requirements to all staff
• Support staff in understanding and applying safe PPE practices
• Take necessary actions to resolve concerns and improve practice

20. Legal and Guidance Framework

This policy is informed by the following legislation and guidance, as applicable to temporary staffing agencies operating in England:

• Health and Safety at Work etc. Act 1974;
• Management of Health and Safety at Work Regulations 1999;
• Control of Substances Hazardous to Health Regulations 2002;
• Personal Protective Equipment at Work Regulations 1992, as amended by the Personal Protective Equipment at Work (Amendment) Regulations 2022;
• Workplace (Health, Safety and Welfare) Regulations 1992;
• Equality Act 2010;
• UK GDPR and Data Protection Act 2018, where PPE records include personal data, health information or fit test records;
• Regulation 2016/425 on personal protective equipment, as incorporated into UK law;
• Personal Protective Equipment (Enforcement) Regulations 2018;
• applicable HSE guidance on PPE and respiratory protective equipment;
• applicable UKHSA, Department of Health and Social Care and NHS England infection prevention and control guidance for England.

{{org_field_name}} does not provide regulated care activities and does not require registration with the Care Quality Commission for the supply of temporary staff only. Where workers are assigned to CQC-regulated services, the client organisation remains responsible for its regulated activity, premises, care planning, local risk assessments, infection prevention and control procedures, and compliance with CQC requirements.

21. Policy Review

This policy will be reviewed at least annually by the Director / Compliance Lead, or sooner where required due to legislative change, updated HSE, UKHSA, Department of Health and Social Care or NHS England guidance, client requirements, infectious disease outbreaks, PPE supply concerns, incident trends, audit findings or changes to the nature of assignments undertaken by {{org_field_name}}.

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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.