HCS45-Use of Agency and Temporary Staff Policy

Registration Number: {{org_field_registration_no}}

Use of Agency and Temporary Staff Policy

1. Purpose

The purpose of this policy is to outline {{org_field_name}}’s approach to employing agency and temporary staff to ensure safe, high-quality care that meets the standards set by Care Inspectorate Scotland, the Health and Social Care Standards (Scotland), and the Scottish Social Services Council (SSSC) Codes of Practice.

This policy aims to:

Ensure that agency and temporary staff are used appropriately to maintain continuity of care.
Establish clear procedures for recruitment, training, and supervision of agency workers.
Minimise the impact of staff shortages while maintaining regulatory compliance.
Outline expectations for agency staff conduct and performance.
Ensure that people we support continue to receive safe, effective, and person-centred care.

2. Scope

This policy applies to:

All agency and temporary staff employed by or working within {{org_field_name}}.
Permanent employees and managers who oversee or work alongside agency staff.
Recruitment agencies supplying temporary care workers.

This policy ensures that all agency and temporary workers meet the same standards as permanent staff and that they contribute positively to the well-being and dignity of the people we support.

3. Legal and Regulatory Framework

The use of agency and temporary staff within {{org_field_name}} must comply with the following:

Health and Social Care Standards (Scotland) – Ensuring high-quality, person-centred care.
Scottish Social Services Council (SSSC) Codes of Practice – Governing professional standards and conduct.
The Care Inspectorate’s Quality Framework – Providing guidance on workforce planning and staffing arrangements.
The Regulation of Care (Scotland) Act 2001 – Regulating care service provision.
Employment Rights Act 1996 – Outlining employment protections and conditions.
The Equality Act 2010 – Ensuring fair treatment and inclusion.
The Protection of Vulnerable Groups (PVG) Scheme – Ensuring that all workers are suitable to work with vulnerable adults.

4. Recruitment and Selection of Agency Staff

4.1 Partnering with Approved Agencies

To ensure quality and safety, {{org_field_name}} only partners with approved and regulated staffing agencies that:

Conduct thorough background checks, including PVG scheme membership.
Verify qualifications and experience before assigning workers.
Ensure all staff meet the SSSC registration requirements.
Provide mandatory training and induction aligned with Scottish care standards.
Have a robust complaints and performance management process.

4.2 Pre-Assignment Checks

Before accepting an agency worker, {{org_field_name}} will ensure that:

Identity verification has been completed.
PVG scheme membership is current and valid.
SSSC registration is verified where applicable.
The worker’s qualifications and experience match the role requirements.
A recent employment reference has been provided.
A health declaration has been completed.

5. Induction and Orientation for Agency Staff

All agency and temporary staff must complete a mandatory induction before starting work. This includes:

Introduction to {{org_field_name}}’s policies, procedures, and values.
Training on Health and Social Care Standards and person-centred care.
Health and Safety briefing, including fire safety, infection control, and emergency procedures.
Confidentiality and GDPR training to protect service user information.
Manual handling and medication procedures (if applicable).
Safeguarding and Adult Protection protocols to prevent harm or abuse.
Shadowing a permanent staff member before working independently.

6. Expectations and Responsibilities of Agency Staff

Agency and temporary workers are expected to:

Deliver care in line with Health and Social Care Standards and SSSC Codes of Practice.
Maintain professional boundaries and confidentiality at all times.
Follow care plans and organisational procedures to ensure consistency.
Report any concerns or incidents immediately to a supervisor.
Communicate effectively with permanent staff, people we support, and families.
Attend all required training sessions and competency checks.
Adhere to the dress code and wear identification badges at all times.

Failure to meet these standards may result in immediate removal from the rota and reporting of concerns to the agency provider and relevant regulatory bodies.

7. Supervision and Performance Monitoring

To ensure high-quality care, {{org_field_name}} implements the following monitoring procedures:

Direct Supervision: Agency staff are monitored during their initial shifts to assess competency.
Feedback System: People we support and permanent staff are encouraged to provide feedback on agency workers.
Incident and Complaint Reporting: Any concerns regarding performance or conduct are documented and shared with the agency provider.
Regular Performance Reviews: The agency provider is required to review and improve the performance of their workers if concerns are raised.

8. Managing Staff Shortages Efficiently

When using agency and temporary staff, {{org_field_name}} ensures continuity of care by:

Prioritising in-house staff first and offering additional shifts where possible.
Using a consistent pool of agency workers to ensure familiarity with people we support.
Maintaining detailed handover notes for temporary staff to follow.
Ensuring that agency workers have access to supervisors for guidance.
Conducting debrief sessions after shifts to review performance and any challenges faced.

9. Financial and Contractual Considerations

To ensure cost-effectiveness and financial sustainability, {{org_field_name}} will:

Monitor agency usage to avoid over-reliance.
Negotiate fair rates with agency providers while ensuring quality staff.
Review agency agreements regularly to ensure compliance with service needs.
Assess the feasibility of transitioning temporary workers into permanent roles when appropriate.

10. Transitioning Agency Staff to Permanent Roles

Where an agency worker demonstrates exceptional performance and commitment, {{org_field_name}} may offer a permanent contract. This process includes:

Reviewing their performance, skills, and conduct over multiple shifts.
Conducting a formal interview and assessment for suitability.
Confirming their willingness to adhere to all company policies and procedures.
Ensuring a smooth transition from agency employment to permanent status.

11. Managing Complaints and Poor Performance

If an agency worker’s performance is unsatisfactory, {{org_field_name}} will:

Provide feedback to the agency provider and request a replacement if needed.
Report concerns to the Care Inspectorate and SSSC if professional misconduct is suspected.
Document incidents thoroughly and conduct follow-up actions as required.
Discontinue the use of underperforming agency staff and notify the agency accordingly.

12. Related Policies

This policy should be read alongside:

Staff Training and Development Policy
Safeguarding and Protection Policy
Supervision and Appraisal Policy
Whistleblowing Policy
Health and Safety Policy

13. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

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.