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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Using Temporary Staffing Agencies Policy

1. Purpose

This policy outlines how {{org_field_name}} safely and effectively utilises temporary staffing agencies to ensure continuity of high-quality care and support during staff shortages or unexpected absences. The use of agency staff is carefully managed to meet the standards set out in the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, particularly in line with Regulation 19 (Fit and Proper Persons Employed), Regulation 18 (Staffing), Regulation 12 (Safe Care and Treatment), and Regulation 17 (Good Governance). Our approach ensures that temporary staff are competent, safe, and appropriately supervised to deliver person-centred care in accordance with our values.

2. Scope

This policy applies to the Registered Manager, all care staff, team leaders, and administrative staff involved in sourcing, inducting, supervising, or working alongside agency staff. It applies to any individual employed via a third-party staffing agency to provide direct care or support within our service, whether on a short-term or long-term basis.

3. Related Policies

This policy should be read alongside the following:

• CH02 – Fit and Proper Persons: Employed Staff Policy
• CH04 – Good Governance Policy
• CH07 – Person-Centred Care Policy
• CH13 – Safeguarding Adults from Abuse and Improper Treatment Policy
• CH26 – Recruitment, Selection and Retention Policy
• CH27 – Staff Supervision, Training and Development Policy
• CH34 – Confidentiality and Data Protection (GDPR)-Service User Policy

4. Policy Details

4.1 Strategic Use of Agency Staff

The use of agency staff is a contingency measure to ensure safe staffing levels during staff absences, vacancies, or periods of increased demand. Permanent staffing remains our priority, and reliance on temporary staff is kept to a minimum. Decisions to use agency staff are authorised only by the Registered Manager {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} or in their absence, a delegated senior. We maintain a list of pre-approved agencies that meet our strict compliance checks.

4.2 Vetting and Due Diligence of Agencies

We only work with agencies that can demonstrate full compliance with CQC employment regulations. Before engagement, the agency must provide evidence of:

• Enhanced DBS checks within the required renewal period
• Proof of identity and right to work in the UK
• Two professional references
• Valid training records relevant to their role (manual handling, safeguarding, infection control, medication where applicable)
• Up-to-date public liability and professional indemnity insurance
• Confirmation of compliance with the Agency Workers Regulations 2010 These records are verified and securely retained as part of our quality assurance systems.

4.3 Induction and Orientation of Agency Staff

All agency staff must complete a localised induction before starting work. This includes:

• Introduction to the service, team, and values of {{org_field_name}}
• Emergency procedures including fire evacuation and first aid response
• Safeguarding protocols and whistleblowing procedures
• GDPR and confidentiality expectations
• Communication protocols and escalation procedures They are provided with a quick reference guide and must read and sign key policies including safeguarding, infection control, and manual handling. No agency worker is permitted to support anyone we care for until this has been completed.

4.4 Supervision and Oversight

Agency staff are under the direct supervision of a senior team member at all times. They are not assigned to lone-working or complex care tasks unless their competence has been specifically verified. Spot checks are conducted to ensure adherence to care plans, risk assessments, and professional conduct. Feedback on their performance is gathered from people we support and permanent staff and recorded on our internal monitoring system.

4.5 Person-Centred and Safe Care Delivery

All care delivered by agency staff must align with the individual’s care plan and risk assessments. Temporary staff are provided with a handover sheet detailing the needs, preferences, and risks of each person they support. They are expected to respect the dignity, choice, and independence of individuals at all times, in accordance with Regulation 9 (Person-centred care) and Regulation 10 (Dignity and Respect). Where communication barriers exist, support is provided to ensure understanding of how to deliver care safely and appropriately.

4.6 Feedback, Complaints, and Performance Management

Any concerns about the performance or behaviour of agency staff must be reported immediately to the Registered Manager. Where necessary, a formal complaint is raised with the agency and the worker is removed from duty pending investigation. Feedback from people we support, families, and team members is reviewed regularly to monitor agency staff effectiveness. Persistent issues with an agency’s supply will result in removal from our approved list.

4.7 Compliance Monitoring and Governance

Use of agency staff is reviewed weekly by the Registered Manager to monitor frequency, reasons, and quality of provision. Records include logs of shifts covered, feedback received, incidents, and spot check results. These are reviewed as part of our internal audits under Regulation 17 (Good Governance). The aim is to minimise agency dependency through robust recruitment, retention strategies, and resource planning.

4.8 Confidentiality and Data Protection

Agency staff are required to sign confidentiality declarations and follow all requirements under the UK GDPR and our CH34 Confidentiality and Data Protection Policy. They are made aware of their responsibility to report data breaches or security concerns and only access information relevant to the care they are providing.

5. Policy Review

This policy will be reviewed annually, or earlier in response to:

• Changes in CQC regulations or guidance
• Feedback from agency monitoring or complaints
• Significant incidents involving temporary staff All staff will be notified of any amendments, and refresher briefings will be held where required.

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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.