CH157-Fixed-Term Employment Contracts Policy

Registration Number: {{org_field_registration_no}}

Fixed-Term Employment Contracts Policy

1. Purpose

The purpose of this policy is to establish a fair, compliant, and consistent approach to the recruitment, management, and conclusion of fixed-term employment contracts at {{org_field_name}}. Fixed-term contracts provide flexibility to meet short-term staffing needs such as covering long-term absence, responding to temporary increases in demand, or managing specific projects. This policy ensures that the use of fixed-term contracts is lawful, non-discriminatory, and aligned with both employment legislation and CQC requirements, particularly Regulation 19 (Fit and Proper Persons Employed) and Regulation 17 (Good Governance).

2. Scope

This policy applies to all fixed-term employees across {{org_field_name}}, including care staff, administrative staff, and ancillary workers who are employed on a temporary basis with a clearly defined start and end date. The policy covers recruitment, induction, performance monitoring, rights during employment, extensions, early termination, and end-of-contract processes. It is applicable to all managers responsible for hiring and supervising fixed-term staff and ensures consistency in how these contracts are used and managed.

3. Related Policies

This policy should be read in conjunction with the following:

CH02 – Fit and Proper Persons: Employed Staff Policy
CH26 – Recruitment, Selection, and Retention Policy
CH27 – Staff Supervision, Training, and Development Policy
CH28 – Staff Conduct and Code of Ethics Policy
CH30 – Equality, Diversity, and Inclusion Policy
CH31 – Disciplinary and Grievance Policy

4. Definition of Fixed-Term Employment

A fixed-term contract is an employment agreement that is valid for a specific period, usually to meet a particular short-term operational need. It can be based on a specific end date, the completion of a particular task, or the return of a permanent employee. Fixed-term contracts at {{org_field_name}} must be issued in writing and clearly state the contract length, expected duties, and any conditions for extension or termination. The contract must also outline statutory and contractual rights, in line with the Fixed-Term Employees (Prevention of Less Favourable Treatment) Regulations 2002.

5. Recruitment and Selection

Fixed-term roles are subject to the same rigorous recruitment standards as permanent roles. All applicants undergo thorough screening, including application review, interviews, reference checks, and an enhanced Disclosure and Barring Service (DBS) check where appropriate. The process must ensure compliance with Regulation 19 by verifying that each fixed-term employee is of good character, physically and mentally fit, and has the required skills and experience. Equality and fairness must be upheld throughout, and all decisions must be documented.

6. Induction and Onboarding

All fixed-term staff receive a comprehensive induction tailored to the length and scope of their role. This includes training in safeguarding, infection control, health and safety, data protection, and person-centred care. Induction also covers organisation values, reporting lines, and how to raise concerns. Competency is assessed during the first few shifts and recorded. The Registered Manager ensures that fixed-term staff are supported from day one and understand expectations in terms of conduct and responsibilities, as outlined in CH27 – Staff Supervision, Training, and Development Policy.

7. Terms and Conditions of Employment

Fixed-term employees at {{org_field_name}} have the same basic employment rights as permanent staff, including pay, working hours, access to training, and entitlement to holiday, pension, and statutory sick pay. We ensure that no fixed-term worker is treated less favourably than a comparable permanent employee unless objectively justified. All contracts include clear information on salary, start and end dates, job title, line manager, and the reason for the fixed-term arrangement. Where fixed-term contracts are extended beyond four years, a review is carried out to assess whether a permanent contract is more appropriate.

8. Supervision, Monitoring, and Support

Fixed-term employees are supervised and supported in the same way as permanent staff. Regular supervision meetings are held to monitor performance, provide feedback, and address any concerns. Line managers document these sessions and identify any training needs or areas of improvement. This ensures a high standard of care delivery and contributes to our overall compliance with Regulation 17 – Good Governance. Fixed-term staff are included in team briefings, training sessions, and organisational updates to promote integration and team cohesion.

9. Extension and Conversion to Permanent Contracts

Where there is an ongoing need for the role, fixed-term contracts may be extended. Extensions must be agreed in writing and follow a formal review of the individual’s performance, team needs, and funding availability. After four continuous years on fixed-term contracts, an employee may be eligible for permanent status unless there is a valid objective justification for maintaining a fixed-term arrangement. The decision to offer a permanent role must be fair, transparent, and in line with CH26 – Recruitment Policy.

10. Early Termination

While fixed-term contracts are designed to end on a specific date or event, there may be occasions where early termination is required. This could include gross misconduct, changes in funding, or altered service needs. In such cases, the employee is given appropriate notice as per their contract and provided with a reason for termination. Any disciplinary action must follow CH31 – Disciplinary Policy. Where possible, we aim to redeploy individuals into other roles within {{org_field_name}} to retain skills and minimise disruption.

11. End of Contract Process

As the end of a fixed-term contract approaches, the line manager meets with the employee to confirm the end date, review their contribution, and explore any future opportunities. Exit interviews are conducted to gather feedback and support continuous improvement. The individual is provided with their final pay details, P45, and any outstanding entitlements. A certificate of service or reference is offered upon request. The Registered Manager ensures that any client care continuity is managed by reassigning responsibilities to other team members in advance.

12. Equality, Inclusion, and Fair Treatment

{{org_field_name}} ensures that fixed-term workers are treated with fairness and respect at all times. Decisions related to recruitment, extension, termination, or conversion to permanent contracts are based solely on business need, performance, and suitability, without discrimination. All managers must comply with CH30 – Equality, Diversity, and Inclusion Policy and ensure reasonable adjustments are made for staff with disabilities or specific needs.

13. Record Keeping and Audit

All fixed-term employment records, including contracts, supervision notes, training records, and DBS checks, are securely stored in the employee’s personnel file. These are audited regularly by the HR team and the Registered Manager to ensure compliance with legal and regulatory standards. Any anomalies or breaches are addressed promptly, and lessons learned are documented as part of our quality assurance framework.

14. Policy Review

This policy will be reviewed annually or earlier if prompted by changes to employment law, CQC guidance, or organisational requirements.

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}}
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