Staffing Levels, Rotas and Handover

The registered person should plan staffing levels in home to ensure that they meet the needs of children and can respond flexibly to unexpected events or opportunities. Staffing structures should promote continuity of care from the child's perspective. If children complain, or give a view on how the staffing structure could be improved to promote the best care for them, appropriate action should be taken.

Contingency plans should be prepared in the event of a shortfall in staffing levels. If it is likely that there might only be one member of staff on duty at any time the manager should make a formal assessment of the implications for children's care, including any likely risks. This assessment should be recorded and available for inspection by Ofsted and placing authorities.

 

Staff Handover

At the beginning of each shift, an allocated time, built into the rota, should be allocated to complete a handover to discuss the previous shift and plan the following shift. A minimum of half an hour should be allocated. Staff from the off going shift and staff from the oncoming shift should be present at the meeting. Staff should record issues from the previous shift to discuss at the handover meeting. Any petty cash or medication should be passed over between shifts during this time if required. The diary for the day should be discussed and work responsibilities arranged between staff. Allocated time should be allowed to handover to members of staff joining the shift at a later time of day, including night shifts and evening shifts.

Rotas

Rotas are planned to meet with the needs of the young people being looked after within the Children's Home as well as to comply with the Quality Standards for Children's Homes and Children's Homes Regulations. The Children's Home will always have a minimum of 2 members of staff on sleep-in duty, however rotas can accommodate for additional staff to be on shift during the times identified as essential by the Manager. The rota should be completed monthly and be at least 6 weeks in advance to allow time for planning etc. A half hour changeover must be included within the rota each day to incorporate a 'staff change over' meeting. Gender issues must be considered and whenever possible there should be a male and female staff on duty, unless risk assessments determine otherwise. Casual staff can be used to cover annual leave, when planned in advance.

Consideration should be given to allow staff time within the rota to compile reports, receive supervision and undertake training and development.

Requests for annual leave, lieu time or lieu days must be requested to managers and when approved, written in the diary in a timely manner.

Rotas should, as far as reasonably practicable, ensure a manager or senior is on duty.

Only a maximum of 2 staff members (in total) on annual leave at any one time, unless in exceptional circumstances and agreed by manager/ senior staff.

2 staff must be rotad to sleep in every night.

2 staff on duty at all times as a minimum – it is acceptable that 1 staff member of staff is out of the building with young people whilst the other remains in the home, if risk assessment supports this.

If staff wish to change a planned shift, they must consult and gain permission from a manager/senior member of staff and ensure any appointments and commitments are covered appropriately.

Casual Staff

Staff on the Children's Residential casual pool are employed on a casual basis unless they are offered a temporary contact to cover long term sick, a vacancy or cover for staff attending qualification courses.

Relief staff may only work a maximum of 37 hours per week unless overtime is sanctioned in the normal way. It is the responsibility of Relief staff to inform managers who contact them for work the number of hours they are already booked for that particular week.

It is the overall responsibility of the Registered Managers of each home to ensure that Relief staff are aware of the home's policies and procedures, especially in relation to safeguarding.

All casual staff must receive supervision on a 1:1 basis, no less frequently than after each 148 hours.