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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Recruitment, Selection, and Retention Policy

1. Purpose

This policy outlines the approach taken by {{org_field_name}} to ensure a robust, fair, and legally compliant recruitment, selection, and retention process. It is designed to attract and retain high-quality staff who are suitably skilled, competent, and dedicated to providing the highest standards of care in accordance with the Regulation and Inspection of Social Care (Wales) Act 2016 and The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017. The policy promotes fairness, equality, and compliance with CIW regulations.

This policy is aligned to the Welsh Government statutory guidance for providers of care home and domiciliary support services (updated 27 March 2024), and to the Social Care Wales Codes of Professional Practice and associated practice guidance, as updated from time to time. The organisation will review and update recruitment and workforce practices promptly where legislation, statutory guidance, Social Care Wales requirements, or CIW expectations change.

2. Scope

This policy applies to all roles within {{org_field_name}}, including but not limited to care staff, management, administrative roles, domestic and maintenance staff, and external contractors engaged in regulated activity. It ensures that only those individuals who are fit and proper persons as per CIW requirements are employed. This policy also applies to those involved in the hiring and management of employees, ensuring they adhere to ethical and regulatory standards.

3. Recruitment Process

Job Design and Advertisement

Before advertising any position, the organisation will conduct a comprehensive job analysis to ensure the role requirements align with the needs of the service and residents. Job descriptions and person specifications will clearly outline key responsibilities, qualifications, and expected competencies. Job advertisements will be widely accessible and will promote equality, diversity, and inclusion. All job postings will comply with the Equality Act 2010, ensuring fair and non-discriminatory recruitment practices.

Application and Shortlisting

All applicants will be required to complete a structured application form that ensures consistency in evaluating candidates. Applications will be assessed against pre-defined criteria outlined in the job description and person specification. A fair and transparent shortlisting process will be used, and candidates will be notified of their application status within a reasonable timeframe.

Interview and Selection

Candidates who meet the shortlisting criteria will be invited to participate in a structured interview process. The interview panel will consist of at least one senior staff member trained in best recruitment practices. Competency-based questions, scenario-based assessments, and role-specific evaluations may be used to assess the applicant’s suitability. For certain roles, practical assessments or group discussions may be included. The selection process will be documented to ensure transparency and fairness.

Safer recruitment and decision records

The service will operate a safer recruitment process proportionate to regulated activity. For every appointment (including volunteers), the service will keep a clear written audit trail that demonstrates:

• the assessed risks of the role;
• how the person specification was met;
• interview questions, notes, and scoring;
• explanations for any anomalies (including employment gaps); and
• the rationale for appointment or rejection.

These records will be retained in line with the service’s records management arrangements and made available for inspection by CIW on request.

Pre-Employment Checks

Before confirming any appointment, the service will obtain, verify, and retain (for CIW inspection) full and satisfactory information and documentation required by Regulation 35 and Schedule 1. This includes, as applicable to the role:

1. Proof of identity (including a recent photograph) and confirmation of right to work in the UK.
2. DBS / criminal record check at the appropriate level for the role, including barred list information where relevant. The service will ensure the DBS certificate is valid in line with Schedule 1 rules (including use of the DBS Update Service where applicable, or renewal/recency controls where not).
3. Two written references, including the most recent employer reference (where applicable), and checks of the authenticity/veracity of references.
4. Full employment history, with a satisfactory written explanation and verification of any gaps in employment.
5. Where the applicant has previously worked with children or adults at risk, verification (so far as reasonably practicable) of the reason employment ended.
6. Documentary evidence of relevant qualifications and confirmation of any mandatory training requirements for the role.
7. Health assessment / declaration confirming the person is able (with reasonable adjustments where required) to perform tasks intrinsic to the role.
8. Evidence of satisfactory linguistic ability appropriate to the needs of individuals using the service (including Welsh language considerations where relevant).
9. Social Care Wales registration and/or registration with any relevant professional body (where required), including checks of registration status and any conditions, and agreement to maintain registration.

Where registration is required, the service will ensure the worker is registered (or has applied and is progressing registration) in line with Social Care Wales role requirements and timeframes, including the requirement for many employed social care workers to register within six months of starting in post (subject to the specific worker group and any phased mandatory dates).

A conditional offer may be made, but no start date will be confirmed until all required checks are satisfactorily completed, recorded, and authorised.

Agency staff, contractors and volunteers

Where agency staff are used, the service will ensure they are subject to the same safer recruitment checks as directly employed staff, and will hold evidence that checks have been completed (for example, written confirmation and an agency checklist). The service will also assure itself that any agency used is reliable and robust in carrying out these checks. Contractors or others who may have regular contact with individuals will not be permitted to work unless fitness checks proportionate to the role have been completed and evidenced. Volunteers will also be subject to checks proportionate to their duties and level of contact with individuals.

4. Induction and Training

All new employees will undergo a structured induction programme to ensure they are fully prepared for their role. This will include:

• A comprehensive introduction to {{org_field_name}} values, policies, and procedures.
• Mandatory training in safeguarding, infection control, fire safety, manual handling, and data protection.
• Shadowing experienced staff members to understand care practices and resident needs.
• Understanding regulatory compliance, including RISCA 2016 and CIW expectations.
• Continuous feedback and monitoring during the probation period to ensure alignment with organisational values.

Induction will also ensure (and evidence) that each staff member has received and understands:

• the ethos, culture and statement of purpose of the service;
• expected standards of conduct and practice, including the Social Care Wales Codes of Professional Practice and associated guidance;
• safeguarding responsibilities and how to report concerns in line with local safeguarding arrangements;
• confidentiality, information governance, and record keeping requirements;
• relevant policies and procedures required for the regulated service (including complaints, whistleblowing, safeguarding and staff discipline); and
• (where applicable) lone working arrangements.

5. Retention and Staff Support

Retention of skilled staff is a priority to maintain high-quality care and service continuity. The following strategies will be implemented to ensure staff satisfaction and engagement:

• Ongoing training and development: Opportunities for professional growth and career progression within the organisation.
• Supervision, appraisal and competence assurance: Staff will receive one-to-one supervision no less than quarterly, and an annual appraisal to review performance, learning needs and wellbeing. Training needs will be identified early in employment and kept under review through supervision and appraisal, with clear records maintained.
• Recognition and reward schemes: Incentives and awards to acknowledge staff dedication and excellence.
• Work-life balance initiatives: Consideration of flexible working arrangements where possible.
• Well-being and mental health support: Access to counselling and employee assistance programmes.
• Open-door management approach: Encouraging staff to raise concerns, share ideas, and provide feedback.

6. Managing Turnover and Exit Interviews

Staff turnover will be monitored and analysed to identify trends and inform retention strategies. Exit interviews will be conducted with departing employees to gain insights into their experience and identify potential areas for improvement. Feedback from these interviews will be reviewed by senior management and used to refine retention policies and workplace improvements.

7. Compliance, auditing and inspection readiness

The Registered Manager is responsible for ensuring this policy is implemented and that recruitment decisions are supported by evidence. Recruitment and staff vetting records (including the Schedule 1 evidence required under Regulation 35) will be maintained securely, retained in accordance with records management requirements, and made available for inspection by CIW on request. Regular audits will check: completeness of staff files, DBS validity and/or DBS Update Service status where used, reference verification, employment history and gap explanations, registration status (where required), and that agency staff files include equivalent assurances and evidence.

8. Related Policies

This policy should be read alongside the following policies:

• CHW02 – Fit and Proper Persons: Employed Staff Policy
• CHW03 – Requirements for Registered Managers Policy
• CHW16 – Health and Safety at Work Policy
• CHW27 – Staff Supervision, Training, and Development Policy
• CHW30 – Equality, Diversity, and Inclusion Policy
• CHW36 – Initial Assessment and Care Planning Policy

9. Policy Review

This policy will be reviewed annually or sooner if required due to changes in legislation, CIW requirements, or organisational needs. Amendments will be made where necessary to ensure compliance with best practices and regulatory updates.

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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}}
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