NA91-Employment Offer and Onboarding Policy

Registration Number: {{org_field_registration_no}}

Employment Offer and Onboarding Policy

1. Purpose

The purpose of this policy is to provide clear, comprehensive, and legally compliant guidance on how {{org_field_name}} manages the employment offer and onboarding process for Registered Nurses (RNs), Healthcare Assistants (HCAs), and other staff members engaged on a temporary, zero-hours, or flexible basis. This policy ensures that all appointments are made following robust verification processes and that new workers are supported to integrate safely and effectively into their roles. The onboarding process is critical to preparing staff to deliver high-quality care in line with the requirements of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, The Agency Workers Regulations 2010, The Employment Rights Act 1996, and other relevant legislation. The director(s) of {{org_field_name}} are responsible for managing the employment offer and onboarding process in the absence of a Registered Manager, ensuring compliance with legal, regulatory, and ethical standards.

2. Scope

This policy applies to:

All successful applicants offered work with {{org_field_name}}, including Registered Nurses, Healthcare Assistants, and any other temporary workers.
All directors and administrative personnel responsible for managing recruitment, offers, and onboarding.
All processes relating to conditional offers of work, employment contracts, induction, and preparation for temporary assignments.

This policy applies equally to staff recruited domestically and overseas, subject to their right to work and professional registration status.

3. Related Policies

Recruitment Policy
Pre-Employment Checks Policy (including DBS & References)
Right to Work and Immigration Compliance Policy
Equality, Diversity, and Inclusion Policy
Training and Development Policy
Temporary Staffing Handbook
Conflict of Interest Policy
Safeguarding Policy

4. Legal and Regulatory Framework

This policy is underpinned by:

The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014
The Employment Rights Act 1996
The Agency Workers Regulations 2010
The Equality Act 2010
The Working Time Regulations 1998 (Amended 2005)
The Data Protection Act 2018 (GDPR)
The Immigration Act 2016
The NMC Code (for Registered Nurses)

5. Employment Offer Process

5.1 Conditional Offer of Employment

Upon successful completion of interviews and selection:

The director(s) will issue a formal conditional offer of employment to the candidate.
The offer will be subject to satisfactory completion of all pre-employment checks, including identity verification, Right to Work in the UK, professional registration verification (for RNs), two satisfactory references, an Enhanced DBS check, and occupational health clearance.
The offer will specify the role, working arrangements (including zero-hours contract conditions where applicable), pay rate, entitlement to statutory benefits (including holiday pay), and conditions of engagement.

5.2 Written Statement of Employment Particulars

In compliance with Section 1 of the Employment Rights Act 1996, all staff will receive a written statement of employment particulars (contract of employment) detailing:

The terms and conditions of employment.
The nature of the relationship (typically a zero-hours contract).
Remuneration.
Working hours, location, and duties.
Holiday entitlement.
Notice periods.
Disciplinary and grievance procedures.
Other relevant employment policies.

The written statement will be provided no later than the first day of engagement.

6. Pre-Employment Compliance Checks

In line with {{org_field_name}}’s Pre-Employment Checks Policy, prior to confirming any appointment:

Right to Work documentation will be verified using Home Office guidance.
Professional registration will be confirmed with the NMC for nurses.
Two satisfactory references, including one from the most recent employer, will be obtained.
An Enhanced DBS (Disclosure and Barring Service) check with Barred List check will be completed.
Occupational health questionnaires will be reviewed and, if needed, an assessment will be conducted.
Full employment history will be collected with explanations for any gaps of more than four weeks.
Overseas applicants will provide an overseas police clearance if applicable.

The director(s) will not authorise commencement of work until all checks are satisfactorily completed and documented.

7. Induction and Onboarding

7.1 Induction Programme

The director(s) will ensure that all new workers complete a structured induction programme covering:

Introduction to {{org_field_name}}, its values, policies, and expectations.
Health and safety, including accident reporting, safe handling of equipment, infection control, and fire safety.
Safeguarding (adults and children) in line with the Care Act 2014.
The Duty of Candour and whistleblowing.
Equality, diversity, and human rights.
Professional codes of conduct (for Registered Nurses).
Documentation, record keeping, and confidentiality.
Assignment procedures, shift booking, timesheet completion, and payroll processes.

A checklist of induction topics will be completed, signed by both the director(s) and the worker, and retained on the worker’s file.

7.2 Mandatory Training

Prior to being eligible for assignments, all new workers will:

Complete all mandatory training modules identified by {{org_field_name}}, including Moving and Handling, Basic Life Support, Infection Control, Safeguarding, and Medication Administration (for applicable roles).
Complete the Care Certificate if required (for HCAs).
Undertake client-specific training where applicable.

No worker will be deployed without completing all mandatory induction and training requirements.

7.3 Orientation to Client Settings

{{org_field_name}} recognises that temporary workers must be familiarised with each client’s environment. Therefore:

All temporary workers will receive assignment details including client-specific policies, reporting lines, and health and safety arrangements.
Where necessary, workers will receive a site orientation or shadow shift.

8. Provision of Documentation and Resources

All new workers will receive:

A copy of {{org_field_name}} Staff Handbook.
Written policies relevant to their role.
Information about how to access further support from the director(s) or designated contacts.

Documents will be provided electronically or in printed form if requested. All workers must acknowledge receipt and understanding of key policies.

9. Probationary Period

All new starters will:

Be subject to a probationary period of three months during which performance, conduct, reliability, and suitability will be monitored.
Receive support and supervision during this period.
Be subject to an informal and formal review at the end of probation.
Have the probation period extended if necessary to address development needs.

During probation, temporary staff may be removed from the active shift list if concerns arise.

10. Roles and Responsibilities

10.1 Director(s) Responsibilities

In the absence of a Registered Manager, the director(s) will:

Manage the offer and onboarding process.
Ensure compliance with pre-employment checks.
Oversee induction and training.
Maintain accurate and secure records of employment offers, contracts, and onboarding documentation.
Monitor and support workers during the probation period.
Ensure compliance with all relevant legislation and good practice.

10.2 New Worker Responsibilities

New workers are expected to:

Cooperate fully with all pre-employment and onboarding requirements.
Attend and actively engage in induction and training.
Abide by {{org_field_name}}’s policies and professional codes of practice.
Seek clarification where they do not understand requirements.
Notify the director(s) immediately of any change in circumstances affecting their employment (e.g., health, professional registration, right to work).

11. Equality and Diversity

{{org_field_name}} is committed to promoting equality and diversity during the recruitment, onboarding, and employment processes by:

Ensuring all applicants and new workers are treated fairly, regardless of protected characteristics under the Equality Act 2010.
Making reasonable adjustments for staff with disabilities or additional needs.
Providing information in accessible formats where needed.

12. Record Keeping

The director(s) will maintain:

Signed employment contracts.
Records of completed pre-employment checks.
Induction records and training certificates.
Probationary review documentation.
Supervision and performance monitoring records.

All records will be securely stored in line with the Data Protection Act 2018 (GDPR) and {{org_field_name}}’s Data Protection and Confidentiality Policy.

13. Continuous Improvement

The director(s) will:

Monitor the onboarding process through regular audits.
Review feedback from new starters.
Implement changes and improvements based on audits, regulatory updates, or lessons learned from complaints or incidents.

14. Policy Review

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

Legislation or regulatory guidance changes.
Learning from audits, complaints, or incidents suggests improvements.
Requested by commissioners, clients, or regulators such as the Care Quality Commission.

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.