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.

1. Staffing

Each home has a Registered Manager and two Assistant Managers or one Assistant Manager and a Senior RCCO;
Each home has a number of RCCOs (number depending on number of children and their needs);
In addition, the short break service has a number of Care Assistants and Waking night staff. There is also a cook;
Agency/Temp Staff are not usually employed in the Children’s Homes. Each home has a number of permanent part time Relief Residential Child Care Officers to provide cover when staff are absent in order to meet the needs of the children. Relief staff have supervision, attend handovers, team meetings, and have the same training and qualifications as fulltime staff;
Should agency staff be required this must be done in consultation with, and agreement from the Service Manager. The Registered Manager must take responsibility for checking these staff are safe and suitable to work with children.

2. Staff Rota

The staff rota is written by the Manager. Any changes required, once it is circulated, need to be authorised by the Manager or Assistant Manager. The rota is based on the following standards:
- A minimum of two residential Childcare Staff on duty at any given time (more in short break service);
- One of the two staff on duty being a permanent employee who has completed their induction and probationary period.
Where possible one male and one female will be on duty throughout the day, evening, and overnight sleeping in. An Assistant Manager will be on duty either Saturday, Sunday or both when possible;
When the Registered Manager is absent on holiday or for any period of time an Assistant Manager must be nominated to act up and this will be recorded on the staff rota;
Weekday duty starts at 7.00am and ends at midnight;
Saturday and Sunday duty start at 08.30 and ends at midnight.

Any hours worked outside of these times apart from the first half hour of the sleep-in, can be recorded to be paid as overtime or to be taken at another time as lieu time. Reasons for extra hours need to be recorded.

The rota is prepared four weeks in advance and takes into account requests for annual leave, special days off etc. when the following must be undertaken:
- Annual leave must be requested by e-mail to the Manager;
- Once the Manager has agreed to the annual leave by e-mail then staff must complete their holiday card and have this signed by the Manager;
- Staff should not book a holiday until this has been done. Holiday requests will only be met if the rota allows;
- If staff need to be guaranteed the day/time off, then they must book annual leave. This also applies to bank holidays.
The rota is also planned around the needs of the children, appointments, reviews, meetings, supervision, outings, 1:1 sessions etc. that have been entered in the diary and where possible extra cover will be made available to ensure these take place. It is important to diarise things that must take place because it may not be safe on the day to leave one member of staff inside /outside the building with children;
Children should be aware of which staff are on duty;
Managers must review staffing requirements following an incident on a Risk Assessment basis.

3. Handover

A half hour handover time is allowed on the rota between the staff going off duty and those coming on;
A member of the management team should attend the handover. In the absence of a Manager on duty the most experienced member of staff should take a leading role. Decision-making should be shared, and any conflict should be resolved by contacting a Manager;
A handover checklist should be used to ensure vital communication is not missed;
Arrangements should be made by the lead person on shift for any children in the building to be supervised during handover.

4. Arrangements for covering Staff absence

Replacement staff need to be arranged as soon as possible in line with the following:

Relief staff should be contacted first unless it is not feasible for a relief to provide cover in relation to the above requirements;
Staff who are off duty, including Assistant Managers, should be contacted before staff on duty agree to work overtime;
Assistant Managers should be contacted if cover cannot be arranged this way;
An Assistant Manager should contact the Manager if the problem is not resolved;
If the Manager is absent the Service Manager should be contacted.

5. Arrangements for absence reporting

Staff must adhere strictly to the Absence Reporting Policy which states clearly that if they are going to be absent or need to be absent from work, for any reason, then they must communicate with their line Manager. Managers must ensure that Staff are aware of the following Staff Guidance:

Weekdays

Staff must inform the Manager of their absence if available, if not, the Lead Person on shift. If they do not speak to the Manager they will need to make arrangements to ring back or for the Manager to contact them, unless the Manager is on holiday in which case it will be the Assistant Manager nominated to cover for the Manager;
Staff can request for the Manager to ring them back as soon as possible or they can contact the Manager on the mobile or at home if you need to.

Weekends

Staff must inform Assistant Managers if they are available, if not, the Lead Person on shift, then the Manager on Monday morning;
When staff contact a Manager, the Manager needs to establish the reason for their absence, whether they are reporting sick; requesting annual leave; wishing to take lieu time; or whether they are requesting compassionate leave.

Updating

In relation to absence reporting the Manager or Lead Person on shift will need to arrange a date for staff to update them on their fitness for work. In times of sickness this will be day three and agreed times after this.

Emergencies

Should an emergency arise, and staff need to leave work during their shift staff must be contacted to cover their absence immediately. An emergency must be death, serious accident, or illness of an immediate family member;
A member of the management team should be contacted and informed immediately;
Staffing arrangements for taking Children away on day trips or holiday;
Risk Assessments must be undertaken in relation to day trips or holidays in all circumstances;
The Risk Assessment must outline the number and gender of staff required to transport, supervise, and manage the children or the group;
Staff will be paid for the hours they are away 07.00 – midnight plus a sleep-in payment;
Should extra staff want to go on the trip then hours available, as determined by the Risk Assessment, should be shared;
Time off should be arranged for staff working as all hours cannot be paid for over and above the required number determined by the Risk Assessment.

Arrangements for calling Managers

Managers are available to give advice and guidance and to offer support to staff if needed;
Staff should contact the Manager or Assistant Manager who has been on duty as close to the time as possible about something which requires advice or support;
Staff should contact the Registered Manager if they need to or are required to, in line with Regulations and Policy.