NA94-Temporary Worker Engagement Survey Policy

Registration Number: {{org_field_registration_no}}

Temporary Worker Engagement Survey Policy

1. Purpose

The purpose of this policy is to establish a structured, transparent, and effective approach to conducting engagement surveys for temporary workers engaged by {{org_field_name}}. The policy ensures that the agency actively listens to the views, experiences, and suggestions of its temporary workforce and that meaningful feedback is used to improve working conditions, organisational practices, and the quality of services delivered to clients. As a responsible healthcare staffing provider, {{org_field_name}} recognises that staff engagement is critical to achieving high standards of care, promoting wellbeing, and retaining motivated, competent temporary workers. This policy is in line with The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, The Equality Act 2010, The Employment Rights Act 1996, and The Data Protection Act 2018 including the UK General Data Protection Regulation (UK GDPR). It also contributes towards meeting the CQC Fundamental Standards regarding staff support, leadership, and governance.

2. Scope

This policy applies to:

All temporary workers engaged by {{org_field_name}}, including registered nurses, healthcare assistants (HCAs), senior carers, and support workers
The Director and administrative staff responsible for the distribution, collection, and analysis of engagement surveys
All client placements where feedback may relate to service users, client environments, or agency processes
This policy covers both formal structured engagement surveys and informal engagement activities designed to capture the views of the temporary workforce.

3. Related Policies

Supervision and Appraisal Policy
Training and Development Policy
Equality, Diversity and Inclusion Policy
Complaints Policy
Whistleblowing Policy
Confidentiality and Data Protection Policy
Code of Conduct

4. Policy Statement

{{org_field_name}} is committed to promoting a culture of listening, learning, and continuous improvement. Engagement surveys are a vital tool for obtaining feedback from temporary workers regarding their experiences, views, and satisfaction levels while working with the agency. The agency values the feedback of all workers and aims to create a safe and accessible platform for staff to contribute to shaping policies, improving support, and strengthening organisational performance. The Director will ensure that engagement surveys are designed and implemented fairly, confidentially, and without bias.

5. Responsibilities

Director
The Director will:

Oversee the design, distribution, and analysis of engagement surveys
Ensure that participation in surveys is voluntary and confidential
Review survey outcomes and agree on action plans based on findings
Communicate survey results and follow-up actions to staff
Ensure that the survey process complies with data protection legislation
Monitor participation rates and act to improve engagement where required

Administrative Staff
Administrative staff supporting the survey process will:

Assist in the preparation, distribution, and collection of surveys
Maintain accurate records of distribution and response rates
Handle all survey responses securely and confidentially
Support the collation and presentation of data for analysis
Report any safeguarding, discrimination, or serious concerns raised within survey responses immediately to the Director

Temporary Workers
All temporary workers are encouraged to:

Participate in surveys honestly and constructively
Provide feedback about their experiences with clients, the agency, and the wider work environment
Use the survey as a platform to raise improvement suggestions
Provide information confidentially and without fear of negative consequences

6. Survey Frequency

{{org_field_name}} will:

Conduct a comprehensive Temporary Worker Engagement Survey at least annually
Supplement this with additional shorter surveys following significant organisational changes or in response to identified issues
Offer informal feedback opportunities throughout the year during supervision, appraisal, or team meetings

7. Survey Content

Survey topics may include, but are not limited to:

Recruitment experience and onboarding
Induction and training adequacy
Placement support and communication
Relationships with agency staff and clients
Understanding of agency policies and procedures
Health and safety and safeguarding experiences
Wellbeing, workload, and work-life balance
Professional development opportunities
Equality, diversity, and inclusion
Suggestions for improvement

The Director will ensure that survey questions are:

Clear and accessible
Free from bias
Inclusive and relevant to the workforce
Designed to gather both quantitative and qualitative feedback

8. Confidentiality

To promote openness and honesty:

Survey responses will be collected anonymously unless a worker chooses to identify themselves
All responses will be treated confidentially and in accordance with The Data Protection Act 2018 and UK GDPR
Staff will be informed of how their data will be used
Only authorised personnel will have access to raw survey data
Data will be anonymised when shared in reports or action plans

9. Survey Distribution

Surveys may be distributed via:

Secure electronic platforms (e.g., email links, secure online survey tools)
Paper forms where appropriate
During supervision, appraisal, or training sessions
All workers will be provided with clear instructions and the timeframe for completing surveys. The Director will ensure that reminders are sent to encourage participation.

10. Use of Survey Results

Survey results will be used to:

Identify areas of strength within the agency
Highlight areas for improvement in worker experience, training, communication, and support
Inform changes to agency policies, procedures, and practices
Shape staff training and development plans
Support the agency’s governance and continuous improvement objectives

Survey results will not be used to penalise or discriminate against any individual worker.

11. Communication of Results

The Director will:

Analyse survey responses and produce a summary report
Share the key findings and actions arising from the survey with all staff
Highlight changes made as a direct result of staff feedback
Demonstrate how engagement survey findings contribute to the agency’s quality improvement cycle
Survey results will be incorporated into governance reports and shared with commissioners or regulators where relevant.

12. Addressing Concerns Raised in Surveys

Where surveys identify significant concerns, including safeguarding issues, poor working conditions, discrimination, or health and safety risks, the Director will:

Investigate concerns promptly
Involve the appropriate personnel, including safeguarding leads and client organisations where necessary
Implement necessary actions and monitor progress
Ensure that concerns raised anonymously are still acted upon appropriately
Serious concerns may trigger a formal investigation following the agency’s safeguarding, complaints, or whistleblowing policies.

13. Participation and Feedback

To encourage participation:

The Director will promote the survey in advance and explain its purpose
Staff will be reassured of confidentiality and the value placed on their feedback
Participation will be entirely voluntary
Staff will be given a reasonable timeframe to complete the survey
The agency will provide alternative formats if required to meet the needs of workers with disabilities or language barriers

14. Data Protection

Survey data will be processed securely in line with The Data Protection Act 2018 and UK GDPR.

Only authorised persons will access the data
Responses will be anonymised for reporting purposes
Data will be retained only as long as necessary and will be securely deleted when no longer required
Staff will be informed of their data protection rights

15. Continuous Improvement

The Director will:

Use survey findings to inform the agency’s Quality Assurance and Improvement Plans
Monitor trends across multiple survey cycles
Identify recurring themes and act proactively
Share lessons learned with all staff
Implement changes that contribute to safer, more supportive, and inclusive working environments

16. Training

All staff involved in survey design, distribution, or data analysis will receive:

Training on confidentiality and data protection
Guidance on survey design and evaluation
Training on how to handle concerns raised through engagement feedback
The Director will ensure that all training is kept up to date and records are maintained.

17. Director’s Oversight

The Director is responsible for:

The full implementation and governance of this policy
Leading the design, distribution, and analysis of all worker engagement surveys
Ensuring actions arising from survey results are implemented effectively
Promoting an open and supportive environment that values staff feedback
Reporting survey outcomes within quality assurance and governance frameworks

18. Policy Review

This policy will be reviewed annually by the Director or earlier if required due to operational developments, learning from surveys, or changes in legislation.

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.