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Registration Number: {{org_field_registration_no}}


Staff Supervision Policy

Purpose and Scope

This policy sets out {{org_field_name}}’s arrangements for planned, one-to-one formal supervision and annual appraisal for everyone who works for us (employees, bank, agency, students, and volunteers). Its purpose is to ensure each worker receives regular, skilled support that promotes safe, person-centred practice, wellbeing and continuous professional development in line with CIW expectations and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, including Regulation 36 (support and development of staff). Supervision is distinct from day-to-day instruction and complements team meetings, observations, and appraisal, not replacing them. Records of each session are kept and available for inspection.

{{org_field_name}} follows CIW’s expectations that one-to-one formal supervision for care staff is held at least every two months as a minimum, with more frequent meetings during induction/probation or where risks indicate. Senior staff are supervised at least every two months, and the Registered Manager receives scheduled supervision from the RI/Director at least quarterly. An annual appraisal is completed for all staff and informed by supervision notes. These frequencies are the floor, not the ceiling; additional or ad-hoc sessions are arranged when needed (e.g., after incidents or on request).

Regulatory Alignment

This policy is developed in line with the requirements of the Care Inspectorate Wales (CIW) and relevant Welsh regulations. Under the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, service providers must have a policy in place for the support and development of staff. CIW’s statutory guidance expects that staff at all levels are regularly supervised and appraised to maintain professional standards and quality care. In particular, CIW guidance indicates that:

This policy also reflects the Social Care Wales Codes of Practice for both social care workers and employers. {{org_field_name}} is committed to adhering to the Code of Professional Practice for Social Care, which expects employers to provide appropriate supervision and support to staff, and expects workers to engage in supervision as part of their professional responsibilities.

Definitions

Note: This policy focuses on formal supervision arrangements. Other supportive practices like team meetings, shadowing, and direct observations of practice are additional tools to support staff but are supplementary to the formal one-to-one supervision process.

Welsh language and communication needs

Supervision will be offered in the worker’s preferred language and format. Where a supervisee prefers to use Welsh, we will provide a Welsh-speaking supervisor or interpreter, or agree practical alternatives. Documents (agendas, action plans) will be provided in accessible formats on request (large print, Easy Read). Reasonable adjustments are made to remove communication barriers (e.g., additional time, assistive tech). Supervisors record the agreed language/communication preference on the Supervision Agreement form.

Equality, diversity and reasonable adjustments

Supervision is conducted fairly and without discrimination. We will make reasonable adjustments under equality legislation to enable full participation (for example, flexible timing for carers, neurodivergent-friendly agendas sent in advance, or quiet rooms). Where supervision is likely to discuss sensitive topics (e.g. health conditions, faith practices), supervisors will handle content with trauma-informed practice and only share information on a need-to-know basis.

Roles and Responsibilities

This policy applies to everyone who delivers or supports delivery of regulated activity on {{org_field_name}}’s behalf. Agency/bank staff, students and volunteers receive proportionate supervision linked to their role risk and time with the service. Where an external employer also supervises (e.g., placement tutor), {{org_field_name}} agrees a shared plan clarifying who covers what, how information is shared, and how concerns are escalated.

Supervision Frequency

{{org_field_name}} commits to the following minimum frequency for formal supervisions, recognizing these are minimum standards and additional sessions may be held as needed:

The above frequencies are a baseline. If any regulatory changes or updated CIW guidance specify a different minimum frequency, {{org_field_name}} will adjust the policy accordingly. Each supervision session is typically 30 minutes to 1 hour in length (or longer if needed for appraisals or complex issues). The duration should be sufficient to cover all necessary topics without rush.

Supervision Content and Process

Each formal supervision session at {{org_field_name}} will generally follow a structured format to ensure consistency and that key areas are addressed:

  1. Agenda/Opening: The supervisor and supervisee set an agenda at the start (often the supervisor will prepare a template or list of standard topics, but the staff member is also encouraged to add items they wish to discuss). Typical agenda items include: review of previous action points, workload and duties, discussion of any significant events or challenges since the last meeting, feedback on performance, training and development updates, well-being check, and any employee feedback or ideas.
  2. Review of Previous Actions: The meeting begins by reviewing the notes from the last supervision. Any actions or goals that were agreed upon are discussed – whether they were completed, still in progress, or if any obstacles were encountered. This ensures continuity and accountability from session to session.
  3. Performance and Practice Discussion: The supervisor provides feedback on the staff member’s performance. This may include feedback from direct observations, from service users (compliments or complaints), or from colleagues. Positive performance is acknowledged and praised, and any areas of concern are discussed constructively. For care workers, this part of supervision covers how well they are delivering care according to individuals’ care plans and organizational standards. The staff member is encouraged to reflect on their own practice – discussing what’s going well and what they find challenging. If any practice issues or incidents have occurred (e.g. lateness to calls, missed tasks, errors), these are addressed. The goal is to maintain high standards of care and support the worker in improving where needed. If the role involves specific targets or key performance indicators (KPIs), progress against those can be reviewed here as well.
  4. Support and Well-being: Supervisors will check on the supervisee’s well-being at work. Domiciliary care can be demanding, so it’s important to discuss workload stress, work-life balance, and any health or personal issues that might be affecting their job (staff can share as they feel comfortable). This is an opportunity for the staff member to raise any concerns they have about their role, team dynamics, or any aspect of the job. The supervisor and supervisee can then explore solutions or adjustments (for example, adjusting schedules, offering counseling support, etc., in line with {{org_field_name}}’s employee support programs). We recognize that supporting staff well-being contributes to better care for service users.
  5. Training and Development: The session will cover identification of any training needs or professional development interests. This includes reviewing any training recently completed and its impact, as well as discussing upcoming or required training (e.g. refresher courses, specialist training for certain conditions). Staff are encouraged to share areas where they feel they need more knowledge or skills. The supervisor will also highlight any training mandated by the organization or by Social Care Wales (like qualifications needed for registration) that the staff member must complete. For new staff, this includes ensuring the Social Care Wales Induction Framework is being followed in their initial months and that they are on track with any qualification work. Within the first month of employment, each new staff member’s development needs are identified and will be reviewed through early supervision meetings. Ongoing, supervision and the annual appraisal are used to formulate a personal development plan for the staff member.
  6. Feedback from Service Users and Quality of Care: Supervisors should, wherever possible, incorporate feedback about the staff member’s work from the people they support or their families (this could be through compliments, complaints, or routine surveys). Discussing positive feedback can boost morale, while any negative feedback or complaints are addressed constructively as learning points. Additionally, supervisors may discuss observations from spot checks or direct observations of the care worker’s practice. As a part of our quality assurance, a supervisor or senior may occasionally accompany a care worker on visits (with the service user’s consent) to observe their practice first-hand. Such direct observations of care practice should be included as part of supervision to help the worker reflect and improve. For example, the supervisor might note strengths and areas for improvement seen during a shadowed visit and discuss these in the supervision meeting.
  7. Goal Setting and Action Planning: Before closing the session, the supervisor and supervisee agree on any actions or goals. These might include specific performance improvements, completing certain training by a deadline, reading and understanding an updated policy, or trying a new approach to a work challenge. Goals should be clear and achievable. The supervisor documents these action points and ensures the staff member understands what is expected before the next supervision. If needed, support from the supervisor or organization (like providing time to complete a course or mentoring) is noted.
  8. Closing Summary: The supervisor summarizes the key points discussed and the agreed actions. Both parties should feel that the session has been useful and that there is a plan moving forward. The supervisee is invited to add any final comments or questions. The next supervision date is ideally scheduled or an approximate timeframe given, so the staff member knows when to expect their next meeting.

After the meeting, documentation is finalized (see next section) and both the supervisor and supervisee sign off to confirm it is an accurate record. Any urgent issues identified in supervision (such as a potential safeguarding concern, or a serious staff performance issue) should be escalated immediately by the supervisor to the appropriate manager or external authority per relevant procedures – even if noted in supervision, these kinds of issues cannot wait for the next meeting to be addressed.

Safeguarding and whistleblowing in supervision

Safeguarding concerns, fitness-to-practice issues, or whistleblowing disclosures raised in supervision are acted on immediately and not held over to future meetings. Supervisors pause the session if necessary to trigger the relevant procedure, record what was raised and the action taken, and inform {{org_field_safeguarding_lead_name}} – ({{org_field_safeguarding_lead_role}}) without delay. Urgent risks are escalated to {{org_field_local_authority_authority_name}} / out-of-hours via {{org_field_local_authority_out_of_hours_phone_number}}.

Documentation and Record-Keeping

Maintaining thorough and confidential records of supervision is crucial. {{org_field_name}} will keep a Supervision File or database for each staff member, which contains their supervision agreements, records of each session, and related documents. Key points on documentation include:

Supervision agreement

Every supervisee has a signed Supervision Agreement that sets: purpose, minimum frequency, approximate duration, confidentiality boundaries (and exceptions), recording method, preferred language/communication, and responsibilities on both sides. The agreement is reviewed annually or on role/line-manager change.

Training and Support for Supervisors

{{org_field_name}} recognizes that effective supervision requires skill. Supervisors and managers responsible for carrying out supervisions will be given appropriate training and guidance to fulfill this role. This includes:

Quality Assurance and Continuous Improvement

Providing effective supervision is an ongoing commitment. To ensure this policy truly benefits staff and service users, {{org_field_name}} will:

The RM reviews a minimum 10% sample of supervision records quarterly against a short checklist (frequency met, agenda coverage, reflective depth, timely actions closed, language/adjustments respected). The RI reviews the matrix and a sample set at least quarterly and records any improvement actions. Findings inform supervisor refresher training and service-wide learning.

Related Policies

This Staff Supervision Policy is part of {{org_field_name}}’s overall framework for staff support and service quality. It should be read in conjunction with related policies, including:

All staff are expected to be familiar with this Supervision Policy and to understand how it benefits their practice. Copies are provided to staff at induction and are available upon request or on the company’s intranet. Implementation of this policy will help ensure that staff are supervised and supported effectively, and that the quality of care provided to service users remains safe and compassionate.

By following the above policy, {{org_field_name}} aims not only to meet CIW regulatory requirements but to foster a positive environment of professional growth, accountability, and continuous improvement. Regular supervision is a cornerstone of our commitment to both our staff and the individuals who rely on our services.


Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on:
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Next Review Date:
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Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.

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