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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Temporary Staffing Handbook Policy

1. Purpose

The purpose of this policy is to provide a clear, comprehensive, and legally compliant framework outlining how {{org_field_name}} manages its temporary staffing arrangements for Registered Nurses (RNs), Healthcare Assistants (HCAs), and other care staff. Our primary objective is to ensure that all temporary staff are recruited, deployed, supported, and managed safely and effectively, in accordance with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Employment Rights Act 1996, The Agency Workers Regulations 2010, The Working Time Regulations 1998 (Amended 2005) and other relevant laws. Temporary workers are a critical part of {{org_field_name}}, and this policy ensures consistency, transparency, and quality in how we manage our staff, protect vulnerable people, and satisfy the expectations of clients, regulators, and stakeholders. This policy also supports compliance with CQC’s fundamental standards, employment law, and safeguarding regulations, ensuring that our staff deliver safe, compassionate, and competent care.

2. Scope

This policy applies to:

• All individuals engaged by {{org_field_name}} as temporary workers, including those on zero-hours contracts, bank staff, and ad hoc staff.
• All types of temporary placements undertaken within care homes, nursing homes, supported living environments, and other regulated settings.
• The director(s) of {{org_field_name}} who are responsible for the operational, legal, and ethical oversight of all temporary staffing activities.
• Client organisations using {{org_field_name}}’s services who will have access to this policy when required.
• Regulators such as the Care Quality Commission (CQC) and commissioners who may inspect our processes.

3. Related Policies

• Recruitment Policy
• Pre-Employment Checks Policy (including DBS & References)
• Safeguarding Policy
• Equality, Diversity and Inclusion Policy
• Complaints Policy
• Grievance and Disciplinary Policy
• Whistleblowing Policy
• Health and Safety Policy
• Training and Development Policy

4. Principles of Temporary Staffing Management

4.1 Compliance with Employment Law and Agency Regulations

All temporary workers engaged by {{org_field_name}} are treated fairly and in accordance with:

• The Agency Workers Regulations 2010​
• The Working Time Regulations 1998 (Amended 2005)​
• The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014​
• Employment Rights Act 1996​

Our staff receive appropriate written contracts detailing terms and conditions, pay, hours, holiday entitlement, and statutory rights. Exclusivity clauses are not enforced, and temporary workers are free to work with other agencies in line with zero-hours contract protections​.

4.2 Safer Recruitment and Vetting Procedures

All temporary workers are recruited following the Pre-Employment Checks Policy. This includes identity checks, Right to Work in the UK verification, DBS Enhanced Check with Barred List clearance, full employment history with gap explanations, two satisfactory references, qualifications verification, and occupational health screening. No temporary worker is permitted to work until all checks are satisfactorily completed and authorised by the director(s).

4.3 Zero-Hours Contracts

All temporary workers are engaged on zero-hours contracts unless otherwise agreed. This provides flexibility to both staff and {{org_field_name}}, enabling staffing capacity to be matched to client demand. Zero-hours contracts do not oblige {{org_field_name}} to provide regular work, nor do they require staff to accept every offer of work. However, once an assignment is accepted, the worker is expected to fulfil it reliably.

Temporary workers are entitled to the same basic rights as other workers, including:

• National Minimum Wage/National Living Wage
• Paid holiday (5.6 weeks per annum pro-rata)​
• Protection from discrimination
• Rest breaks and working time limits​
• Payslips
• Protection against unfair treatment for asserting statutory rights

5. Deployment of Temporary Staff

5.1 Matching Assignments Appropriately

The director(s) are responsible for ensuring temporary workers are only assigned to shifts where their skills, training, experience, and availability match client requirements. The following principles apply:

• Workers are only allocated to roles within their competence.
• Skills, qualifications, and mandatory training are verified prior to placement.
• The specific needs of the client (including service user profiles, acuity, and risks) are considered before booking a temporary worker.
• Where appropriate, the client is consulted regarding staff selection.

5.2 Provision of Assignment Details

Prior to each shift, temporary workers receive clear written or verbal assignment details including:

• Client name and location
• Shift date and time
• Role and duties expected
• Reporting arrangements
• Special instructions, including PPE, documentation, or specific client needs

Workers must confirm acceptance of these details before deployment.

5.3 Professional Conduct and Standards

All temporary workers are expected to:

• Comply with the NMC Code (where applicable)
• Adhere to the {{org_field_name}} Code of Conduct
• Work professionally and respectfully within clients’ policies and procedures
• Follow lawful and reasonable instructions from client management
• Maintain confidentiality at all times in accordance with GDPR
• Report safeguarding concerns immediately to {{org_field_name}} and/or the client

5.4 Reporting Absence or Lateness

Temporary workers must inform the director(s) immediately if they are unable to attend a shift or will be late. Unauthorised absence or frequent lateness may result in removal from the approved staff list.

5.5 Timekeeping and Timesheet Submission

Workers must complete timesheets accurately, reflecting actual hours worked. Timesheets must be:

• Signed by an authorised person at the client organisation
• Submitted to {{org_field_name}} within the specified payroll period

Falsification of timesheets may lead to disciplinary action, including termination of the worker’s registration with {{org_field_name}}.

6. Supervision and Support

Although temporary workers operate under the day-to-day supervision of client organisations, {{org_field_name}} retains an overarching duty of care.

6.1 Support Provided by {{org_field_name}}

Temporary staff are entitled to:

• Support and guidance from the director(s)
• Access to advice during working hours
• Debriefing and support following incidents
• Annual appraisal (for regular workers)

Any issues raised by temporary workers, including concerns about practice, discrimination, or client behaviour, will be addressed seriously, confidentially, and without prejudice.

6.2 Training and Competency

{{org_field_name}} ensures that all temporary workers:

• Complete mandatory training prior to their first assignment
• Renew mandatory training annually (or as required)
• Are supported to access relevant CPD where applicable
• Receive clear instructions and induction prior to each placement

Temporary workers must take personal responsibility for completing all training offered.

7. Health and Safety Responsibilities

7.1 General Health and Safety

Under the Health and Safety at Work etc. Act 1974​, temporary workers must:

• Take reasonable care of their own safety and that of others
• Comply with client organisations’ health and safety procedures
• Use equipment safely and report any defective equipment immediately
• Report any incidents, near misses, or hazards to both the client and {{org_field_name}}

7.2 Risk Assessments

The director(s) ensure, as far as is reasonably practicable, that placements are made where adequate health and safety arrangements exist. Where specific risks are identified (e.g., lone working), suitable control measures are discussed with the temporary worker prior to placement.

8. Communication and Engagement

Temporary workers are kept informed through:

• Staff handbooks
• Policy documents
• Newsletters and bulletins
• Direct communication with the director(s)

Feedback from temporary workers is welcomed, and mechanisms are in place for staff to raise issues, suggest improvements, and contribute to quality assurance.

9. Complaints and Whistleblowing

Temporary workers are encouraged to report any concerns, complaints, or allegations relating to:

• Their own treatment
• Unsafe practices
• Abuse or neglect

Workers may escalate concerns via:

• The {{org_field_name}} complaints process
• The Whistleblowing Policy
• Directly to CQC if appropriate

No worker will be penalised for raising a genuine concern in good faith.

10. Management and Oversight by the Director(s)

Since {{org_field_name}} does not have a Registered Manager, the director(s) have direct responsibility for:

• Recruitment and vetting of temporary workers
• Assignment allocation
• Quality assurance and audits of staffing records
• Staff support, supervision, and disciplinary action
• Compliance with legislative and regulatory requirements
• Acting as the main point of contact for client organisations and regulators
• Reviewing and updating this policy annually or when required

The director(s) use secure, organised systems to maintain:

• Staff records
• Training compliance registers
• Pre-employment and ongoing compliance checklists
• Incident logs
• Supervision and appraisal records

Quarterly internal audits are conducted to identify areas for improvement, with action plans implemented where needed.

This policy will be reviewed annually by the director(s) of {{org_field_name}}, or sooner if:

• There are changes in relevant legislation or regulations
• Good practice guidance is updated
• Organisational learning from complaints, incidents, or audits identifies a need

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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.