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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Using Temporary Staffing Agencies Policy

1. Purpose

The purpose of this policy is to ensure the safe, effective, and compliant use of temporary staffing agencies within {{org_field_name}}’s supported living services. Temporary staff play a vital role in maintaining high standards of care and service delivery, particularly during staff shortages, emergency cover, or increased service demand. This policy ensures that all temporary staff meet legal, regulatory, and organisational standards, in line with CQC Regulation 18 (Staffing) and Regulation 19 (Fit and Proper Persons Employed).

Using agency staff effectively requires robust recruitment, training, and monitoring procedures to maintain continuity of care, compliance with safeguarding principles, and adherence to health and safety regulations.

2. Scope

This policy applies to:

• All temporary staff hired through external agencies.
• All managers, HR personnel, and team leaders responsible for procuring, managing, and supervising agency staff.
• All registered providers and agency partners supplying temporary workers to {{org_field_name}}.
• All service users and their families who interact with temporary staff in the supported living environment.

3. Related Policies

• Recruitment and Selection Policy (SL12)
• Induction and Training Policy (SL19)
• Staff Supervision and Performance Management Policy (SL20)
• Safeguarding Adults and Children Policy (SL13)
• Health and Safety at Work Policy (SL16)
• Whistleblowing Policy (SL25)

4. Selecting and Approving Temporary Staffing Agencies

4.1 Approved Agency List

To ensure compliance with CQC regulations and employment laws, {{org_field_name}} will only work with pre-approved staffing agencies that meet the following criteria:

• CQC compliance: Agencies must demonstrate adherence to Regulation 19 (Fit and Proper Persons Employed).
• Right to work and DBS checks: All agency workers must have an up-to-date Disclosure and Barring Service (DBS) check and the right to work in the UK.
• Relevant training and qualifications: Agencies must provide evidence of worker training, including mandatory care standards, safeguarding, and infection control.
• References and employment history verification: Agencies must conduct thorough employment checks on all workers before deployment.
• Agreed contractual terms: All staffing agencies must sign formal agreements detailing recruitment, training, compliance, and reporting procedures.

4.2 Due Diligence and Auditing of Agencies

• Agencies must be reviewed annually to ensure continued compliance.
• Unannounced spot checks will be conducted to verify worker credentials, training records, and DBS checks.
• Any non-compliance or failure to meet standards will result in immediate suspension from the approved agency list.

5. Recruitment and Placement of Temporary Staff

5.1 Requesting Agency Staff

When requesting agency staff, managers must:

• Assess the necessity of agency staff usage and explore internal cover options first.
• Submit a formal request specifying required skills, experience, and shift requirements.
• Ensure all bookings align with rota management and continuity of care.

5.2 Screening and Pre-Deployment Checks

Before an agency worker starts, the following pre-deployment checks must be completed:

• Identity verification and right-to-work documentation.
• Enhanced DBS clearance check.
• Verification of qualifications and relevant experience.
• Mandatory training compliance, including safeguarding, medication management, and manual handling.

5.3 Induction and Onboarding

All temporary staff must undergo a structured induction before beginning work. Induction includes:

• Introduction to policies and procedures, including safeguarding, infection control, and emergency protocols.
• Tour of the premises to familiarise workers with key areas, exits, and service user needs.
• Shadowing opportunities to observe and integrate into the existing care team.
• Introduction to service users, ensuring agency staff understand care plans and individual preferences.

6. Performance Management and Supervision

6.1 Monitoring and Supervision

All agency workers will be assigned a designated supervisor responsible for:

• Monitoring their performance and adherence to policies.
• Providing feedback and ensuring competence in their assigned roles.
• Ensuring agency staff integrate effectively into the workplace culture.

Supervisors will conduct spot checks and observation assessments to verify that agency staff are providing high-quality care and following regulations.

6.2 Addressing Performance Issues

If an agency worker fails to meet expected standards, the following steps will be taken:

1. Verbal feedback and immediate correction.
2. Formal written feedback to the agency, requiring intervention and retraining.
3. Termination of engagement, where necessary, with a full report provided to the agency and documented within internal records.

Repeated concerns about agency workers from a particular staffing agency will result in termination of the agency contract.

7. Ensuring Continuity of Care

7.1 Minimising Disruptions to Service Users

To maintain continuity of care, managers will:

• Use the same agency staff consistently, reducing frequent personnel changes.
• Prioritise agency workers who have prior experience within {{org_field_name}}.
• Ensure accurate and detailed handovers, allowing for smooth transitions between staff shifts.

7.2 Supporting Service Users with Agency Staff

• Service users will be introduced to new agency workers in a structured manner.
• Communication strategies will be used to address any concerns or anxieties service users may have regarding temporary staff.
• Feedback from service users and their families will be collected regularly to assess the effectiveness of agency staffing.

8. Compliance, Reporting, and CQC Expectations

8.1 Compliance with CQC Regulations

This policy ensures adherence to:

• Regulation 18 (Staffing): Ensuring safe staffing levels and competency of temporary staff.
• Regulation 19 (Fit and Proper Persons Employed): Verifying the suitability of all agency workers.
• Regulation 13 (Safeguarding): Preventing abuse and ensuring high standards of care.

8.2 Incident Reporting and Escalation

• Any concerns regarding agency staff performance, conduct, or safeguarding must be reported immediately.
• Serious breaches must be escalated to the CQC, local safeguarding authorities, and employment agencies.
• Lessons learned from incidents will be reviewed to improve future agency staff management.

8.3 Internal Audits and Continuous Improvement

• Quarterly audits of agency staff records will ensure compliance with DBS, training, and performance reviews.
• Feedback from service users and permanent staff will inform decisions on continued agency partnerships.
• Regular reviews of this policy will ensure it remains up-to-date with best practices and CQC regulations.

9. Policy Review

This policy will be reviewed annually, or sooner if:

• Employment laws or CQC regulations change.
• Significant issues arise regarding agency staff management.
• Feedback from staff, service users, or CQC inspections suggests improvements.

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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.