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Registration Number: {{org_field_registration_no}}

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Using Temporary Staffing Agencies Policy

1. Purpose

The purpose of this policy is to establish a structured and efficient approach for the engagement, management, and compliance of temporary staff hired through staffing agencies. This policy ensures that {{org_field_name}} maintains high-quality care standards, adheres to Care Quality Commission (CQC) regulations, and ensures that all temporary workers meet regulatory, safety, and competency requirements.

2. Scope

This policy applies to:

• All temporary workers engaged through staffing agencies.
• All departments and locations within the organisation that utilise agency staff.
• Temporary staffing agencies, ensuring compliance with regulatory and contractual obligations.
• Managers and supervisors responsible for onboarding and managing temporary staff.

It covers:

• Selection and vetting of staffing agencies.
• Recruitment, compliance, and onboarding of agency workers.
• Roles and responsibilities of managers and agency staff.
• Monitoring and performance assessment of temporary workers.
• Financial and contractual considerations.
• Legal and regulatory compliance.

3. Legal and Regulatory Framework

This policy aligns with the following regulations:

• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 – Ensuring high standards of care delivery.
• Care Quality Commission (CQC) Fundamental Standards – Compliance with staffing and safety requirements.
• Employment Rights Act 1996 – Protecting the rights of temporary workers.
• Agency Workers Regulations 2010 – Governing the treatment of agency workers.
• Equality Act 2010 – Preventing discrimination in employment.
• General Data Protection Regulation (GDPR) 2018 – Ensuring secure handling of staff data.

4. Selection and Vetting of Staffing Agencies

To ensure that temporary staff meet the required qualifications, skills, and regulatory standards, we work only with approved and accredited staffing agencies that:

• Conduct full pre-employment checks including enhanced Disclosure and Barring Service (DBS) clearance.
• Verify right-to-work documentation and identity checks.
• Ensure compliance with CQC regulations and mandatory training.
• Maintain valid professional liability and indemnity insurance.
• Provide ongoing training and competency assessments.

5. Recruitment, Compliance, and Onboarding of Agency Workers

• Pre-Employment Checks:
  • All agency staff must undergo background checks, reference verification, and right-to-work documentation review.
  • Compliance with mandatory training, including safeguarding, infection control, medication handling, and health & safety.
• Induction and Orientation:
  • Agency staff must complete a site-specific induction before commencing work.
  • Training on company policies, procedures, and emergency protocols.
  • Assignment of a supervisor or mentor to oversee initial integration.
• Record-Keeping:
  • {{org_field_name}} maintains a database of all agency staff details, compliance records, and shifts worked.
  • All documentation is secured in line with GDPR regulations.

6. Roles and Responsibilities

• Registered Manager:
  • Oversees agency worker compliance and ensures adherence to regulatory requirements.
  • Liaises with staffing agencies regarding performance and feedback.
  • Ensures that contracts with staffing agencies align with legal and operational requirements.
  • Conducts regular compliance audits of agency-provided staff.
• Supervisors and Care Coordinators:
  • Provide on-the-job guidance and oversight for agency staff.
  • Monitor quality of care, communication skills, and adherence to policies.
• Agency Workers:
  • Must comply with company policies and procedures.
  • Ensure professional conduct and high standards of care.
  • Report any concerns, incidents, or training needs to their assigned supervisor.

7. Monitoring and Performance Assessment of Temporary Workers

• Ongoing Performance Reviews:
  • Feedback is gathered from service users, colleagues, and supervisors.
  • Poor performance is addressed through immediate feedback and corrective action plans.
• Incident Reporting:
  • Any incidents involving agency workers must be reported, documented, and reviewed.
  • If serious concerns arise, the staffing agency is notified for appropriate intervention.
• Competency and Training Checks:
  • Ongoing checks on training validity and professional development.
  • If gaps are identified, additional training or reassignment may be required.

8. Financial and Contractual Considerations

• Cost Management:
  • Agencies must provide clear and transparent pricing structures.
  • The use of agency staff is monitored to ensure cost efficiency and budget compliance.
• Contractual Agreements:
  • Service agreements with agencies must define roles, expectations, liability, and dispute resolution.
  • Contracts include clauses on replacement guarantees for underperforming staff.

9. Legal and Regulatory Compliance

To ensure full compliance:

• Regular audits are conducted to assess compliance with CQC and employment laws.
• GDPR protocols are followed to protect the data of temporary staff.
• Agency staff are treated fairly in line with Agency Workers Regulations 2010.
• Safeguarding policies are strictly enforced to protect service users.

10. Review and Policy Updates

This policy is reviewed annually or sooner if:

• Legislative changes impact temporary staffing regulations.
• CQC feedback or audits indicate policy improvements are needed.
• Incidents or performance reviews suggest procedural adjustments.

11. Conclusion

By implementing this Using Temporary Staffing Agencies Policy, our domiciliary care organisation ensures that temporary staff are effectively managed, compliant with regulations, and capable of delivering high-quality care. Through rigorous vetting, onboarding, training, and monitoring processes, we maintain service continuity, workforce flexibility, and regulatory compliance while upholding exceptional care standards.

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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.