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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Recruitment, Selection, and Retention Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} recruits, selects, and retains competent, compassionate, and skilled staff who meet regulatory requirements and can deliver safe, high-quality domiciliary care services. This policy ensures compliance with Care Inspectorate Wales (CIW) regulations and promotes a fair, transparent, and effective recruitment and retention strategy that aligns with the values of {{org_field_name}}.

This policy aims to:

• Ensure all staff meet legal and professional requirements before employment.
• Provide a fair and non-discriminatory recruitment process.
• Attract, develop, and retain high-quality staff to deliver person-centred care.
• Ensure staff remain competent through continuous training and support.
• Comply with all relevant employment laws and CIW regulations.

2. Scope

This policy applies to:

• All prospective candidates applying for roles within {{org_field_name}}.
• Existing employees, ensuring their development and retention.
• The Registered Manager and Responsible Individual, who oversee recruitment and retention processes.
• HR and recruitment teams, responsible for compliance with legal and regulatory frameworks.

3. Legal and Regulatory Framework

This policy aligns with, and has regard to, the following legislation, regulations and statutory guidance (as amended from time to time):

• Regulation and Inspection of Social Care (Wales) Act 2016 and associated statutory guidance for regulated services.
• Social Services and Well-being (Wales) Act 2014 (including safeguarding duties and the wider care and support framework).
• The Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017 (as amended), in particular:
  • Regulation 35 (Fitness of staff)
  • Regulation 36 (Supporting and developing staff)
  • Regulation 37 (Compliance with employer’s code of practice)
  • Regulation 38 (Information for staff)
  • Regulation 39 (Disciplinary procedures)
  • For domiciliary support services: Regulation 41 (Schedule of visits) and Regulation 42 (Non-guaranteed hours contractual arrangements).
• Social Care Wales: Code of Professional Practice for Social Care and Code of Practice for Employers of Social Care Workers.
• Safeguarding Vulnerable Groups Act 2006 and Protection of Freedoms Act 2012 (including DBS barring/referral duties).
• Data Protection Act 2018 and UK GDPR (handling and retention of recruitment and vetting records).
• Equality Act 2010.
• Employment Rights Act 1996 and other applicable employment/immigration legislation (including right to work requirements).

4. Recruitment Process

A robust recruitment strategy is essential for ensuring that only the most qualified and suitable individuals are hired to work within {{org_field_name}}.

4.1 Workforce Planning

Before recruiting, {{org_field_name}} conducts a staffing needs analysis to:

• Identify staffing shortfalls.
• Forecast future workforce needs based on service demand.
• Maintain a balance of skills, experience, and expertise.

How we manage this efficiently:

• A workforce plan is reviewed quarterly to ensure appropriate staffing levels.
• Recruitment strategies target specific skill shortages, such as complex care experience.

4.2 Job Descriptions and Person Specifications

All vacancies must have a clear and well-defined job description and person specification that outlines:

• Roles and responsibilities.
• Skills, experience, and qualifications required.
• Regulatory requirements (e.g., Social Care Wales registration).

How we manage this efficiently:

• Job descriptions are standardised and regularly reviewed.
• The recruitment team ensures job advertisements attract the right candidates.

4.3 Advertising Vacancies

Vacancies are advertised through:

• The organisation’s website: {{org_field_website}}.
• Social Care Wales Jobs Portal.
• Job boards and recruitment agencies specialising in social care.
• Local community networks and partnerships with training providers.

How we manage this efficiently:

• A multi-channel approach ensures a wider reach to attract skilled professionals.
• Diversity and inclusion considerations are prioritised in all recruitment materials.

5. Selection Process

5.1 Application and Shortlisting

• Applications are reviewed against essential and desirable criteria.
• Shortlisted candidates are invited for a structured interview and competency assessment.

How we manage this efficiently:

• A structured scoring system ensures fairness and objectivity.
• Applicants who do not meet requirements receive prompt feedback.

5.2 Interview and Assessment

All candidates undergo a structured interview, assessing:

• Technical skills and knowledge of domiciliary care.
• Understanding of safeguarding and person-centred care.
• Problem-solving and critical thinking in care scenarios.
• Values, attitude, and commitment to care work.

How we manage this efficiently:

• Panel interviews include at least two assessors for consistency.
• Scenario-based questions test real-world problem-solving abilities.

5.3 Pre-Employment Checks

{{org_field_name}} will not employ, appoint, engage, or allow any person (including volunteers, agency staff and contractors) to work in a role which involves regular contact with individuals unless we have assessed them as fit to do so and we hold full and satisfactory information/documentation to evidence this. This information will be retained on the personnel file and will be available for inspection by CIW.

As a minimum, the following must be obtained, verified and recorded before the start date (and before any unsupervised contact with individuals):

Identity & right to work

• Proof of identity (photo ID) and address verification.
• Evidence of eligibility/right to work in the UK (and follow-up checks where time-limited).

Safer recruitment history checks

• A full employment history, including explanations for any gaps.
• A minimum of two written references, including the most recent employer (or an alternative robust reference where this is not possible). References must be verified (e.g., direct contact with the referee using known/independent contact details).

Qualifications, competence and registration

• Evidence of required qualifications, skills and competency for the role.
• Where the role requires professional registration, confirmation that registration is current and in good standing.
• Where the role is a manager role, confirmation the person is registered with Social Care Wales as a Social Care Manager (where required).
• Where the role involves providing care and support as part of the domiciliary support service, confirmation the worker is registered with Social Care Wales as a Social Care Worker no later than the relevant date (where required), noting the limited exceptions for nurses/registered professionals.

Health / capability

• A health declaration and/or occupational health assessment to confirm the person is able, with reasonable adjustments where required, to perform the intrinsic tasks of the role.

DBS / barring

• An Enhanced DBS (with the appropriate barred list check for the workforce/role).
• If the applicant is registered with the DBS Update Service, we will complete an online status check to confirm the certificate remains current.
• If the person is appointed and is registered with the DBS Update Service, we will complete an online status check at least annually.
• If the person is appointed and is not registered with the DBS Update Service, we will apply for a new DBS certificate within 3 years of the issue date of the previous certificate and at least every 3 years thereafter.

Where any check returns information that requires a risk assessment (e.g., convictions, professional concerns, unexplained gaps), a documented suitability decision will be made by an authorised manager, and any controls/restrictions will be recorded.

5.4 Ongoing suitability, concerns and referral duties

{{org_field_name}} will take prompt action if information comes to light that indicates a person may no longer be fit to work within the service. This may include additional supervision/training, restriction of duties, suspension, disciplinary action and/or termination, depending on risk.

Where there are concerns that a person working for the service has harmed, abused, or placed an individual at risk of harm, we will notify the Disclosure and Barring Service (DBS) and any relevant professional registration body without delay, as appropriate.

We recognise our legal duty under the Safeguarding Vulnerable Groups Act 2006 to make a referral to DBS where a worker/volunteer has been removed from regulated activity (or would have been removed had they not resigned) because they harmed, or posed a risk of harm to, a child or vulnerable adult.

5.5 Agency staff, bank staff and contractors

Where agency staff or contractors are deployed, {{org_field_name}} will ensure they are subject to the same recruitment and vetting checks as directly employed staff. We will obtain and retain evidence the checks have been completed (which may include agency confirmations and checklists), and we will only use agencies where we are satisfied their vetting processes are reliable and robust.

5.6 Induction and Probation

New staff must complete a comprehensive induction programme, covering:

• Person-centred care and dignity in care.
• Safeguarding and whistleblowing procedures.
• Manual handling, infection control, and medication administration.
• Health and safety, lone working, and risk management.

In addition, induction will ensure staff are provided with and understand (as relevant to their role):

• The statement of purpose, ethos and culture of the service.
• Expected standards of conduct and the Social Care Wales Codes of Practice.
• Record keeping requirements.
• Confidentiality and data protection requirements.
• Safeguarding arrangements and how to report concerns.
• Lone working arrangements and escalation processes.
• Disciplinary and grievance procedures and “speaking up” expectations.

How we manage this efficiently:

• A structured 12-week probation period ensures competency before full employment.
• Mentorship programmes support new staff in adapting to their roles.

6. Staff Retention and Development

6.1 Training and Continuous Professional Development (CPD)

• Staff will complete core training appropriate to their role and will be supported to complete any specialist training required. {{org_field_name}} will maintain an up-to-date training record for each staff member and will support staff to complete Social Care Wales required induction/training within the required timescales and to maintain any required professional registration.
• Opportunities for CPD are provided, including NVQs, apprenticeships, and leadership training.

How we manage this efficiently:

• Training needs analysis identifies gaps and ensures targeted learning.
• E-learning platforms provide flexibility for staff training.

6.2 Supervision and Appraisal

• Staff receive quarterly supervision meetings.
• Annual performance appraisals ensure career progression and job satisfaction.

How we manage this efficiently:

• Feedback mechanisms allow staff to express concerns and receive support.
• Career pathways are provided to encourage internal promotions.

6.3 Staff Well-Being and Support

• Employee Assistance Programmes (EAP) offer mental health support.
• Flexible working options support staff with family commitments.

How we manage this efficiently:

• Regular well-being check-ins promote a positive work environment.
• Open-door policy encourages staff to seek support from managers.

6.4 Non-guaranteed hours contracts

Where {{org_field_name}} employs domiciliary care workers on non-guaranteed hours contracts, we will comply with Regulation 42 requirements by offering eligible workers the choice of alternative contractual arrangements after the qualifying period, reviewing contractual arrangements where a worker chooses to remain on a non-guaranteed hours contract, and keeping a written record of the contract discussion and outcome.

7. Equal Opportunities and Non-Discrimination

• Equal opportunities principles are upheld in all recruitment and employment decisions.
• All recruitment activities comply with the Equality Act 2010.

How we manage this efficiently:

• Diversity training is provided to hiring managers.
• Anonymous shortlisting helps reduce bias in candidate selection.

8. Related Policies

This policy aligns with:

• Good Governance Policy (DCW04)​.
• Staff Supervision, Training, and Development Policy (DCW27)​.
• Staff Conduct and Code of Ethics Policy (DCW28)​.
• Whistleblowing (Speaking Up) Policy (DCW29)​.
• Equality, Diversity, and Inclusion Policy (DCW30)​.

9. Policy Review

This policy will be reviewed annually or sooner if required due to changes in legislation, business needs, or CIW regulations. The Registered Manager and Responsible Individual are responsible for ensuring its accuracy and implementation.

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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.