Policy The manager will calculate a clear specification of staffing requirements for each Service User at each time of the day and night, specifying qualifications, experience, numbers, and where Service Users have expressed a requirement, the gender of the staff on duty.
The specification will take account of the aggregated needs of the Service User group in cases whereby more than one is provided with services at one location, as well as taking account of security risk assessments, and regulatory requirements.
Where the calculated specification is in excess of that authorised by a commissioning agency, that agency must be informed and an agreement reached which meets the standards of the provider and the commissioner.
The specification will be agreed with the Registered Manager, who will sign and date the written specification to signify agreement and authorisation. The manager or their delegate will manage the rota from time-to-time in such a way as to achieve, over a minimum 4 week period, a planned staffing of 100% of specification, with adequate reserves in place to cover absences for any reason.
There will be a standard 4-week (or longer) rota, posted in the staff room and in addition communicated to all staff not working on site or visiting, varied by weekly variation sheets. The standard rota will be consistent with the agreed specification.
Variation sheets will be completed and posted in the staff room and, in addition, they will be communicated to all members of staff that are not working on-site or visiting a minimum of one week before the week to which they refer. Employees with very similar experience and qualifications may swap shifts occasionally on a one-off basis to allow for personal and social requirements, but will in no circumstances “swap” shifts without informing the Manager in writing in advance of the swapped shift and entering the change on the weekly rota sheet. Failure to comply with this policy may lead to disciplinary action.
Standard rota sheets and weekly variation sheets will be retained on file after use for a minimum of 20 years. Support Worker or Carers will be aged a minimum of 16 years. Young people between the ages of 16 and 18 may provide personal care, subject to: The informed consent of the Service User who may receive the care; Being supervised by an experienced person over 18; Being enrolled on a recognised care training course. Not being left alone in sole charge of a Service User. A Young Person's Risk Assessment is undertaken
Procedure Any gaps created by holidays, requested days off, or sickness will be left as blanks on the weekly rota sheet for staff to volunteer themselves into those gaps. The Manager retains the right to resolve any conflicts relating to the working of the rota. Principles of good rota design All staff will equally share unsocial hours, except for staff who have been specifically recuited to a limited range of hours, or have requested and had those limitations agreed by the Registered Manager. Favouring a small number of staff with more favourable hours will lead to inflexibility of the rota, difficult recruitment in the future, and develop dissatisfaction amongst the team.
In particular, from the period 18th December to 7th January, during which time the Annual Holiday Policy and Procedure states that no holidays may be taken, the normal rotating duty rota will be suspended and the Manager will replace it with a rota which shares out the holiday duties equitably. The Christmas rota will also share the inconvenience from one year to the next i.e. employees who work Christmas Day one year will automatically work Boxing Day the next, and similarly New Year will rotate. Employees are, however, free to make other arrangements if they are able to arrange agreed “swaps” with other staff, but the Manager must approve such arrangements before they are entered onto the rota. This arrangement may be relaxed if Service Users indicate that they do not require services over the holiday period.
Always confirm that the skill-mix on the standard rota is as authorised and at minimum-cost.