Recruitment and Onboarding Audit - Care Homes

Evidence to check

• • Recruitment policy is current and specific to care home roles
• • Policy reflects Schedule 3 recruitment information requirements
• • Policy covers permanent, bank, agency, volunteers and unpaid workers where applicable
• • Recruiting managers understand the checks required before staff start work

Evidence to check

• • Current job descriptions and person specifications
• • Role expectations match the service's current resident needs
• • Interview questions and selection decisions link to the role requirements
• • Specialist responsibilities are clearly identified where applicable

Evidence to check

• • Values-based interview questions
• • Scenario questions linked to resident dignity, safeguarding and person-centred care
• • Interview scoring records show how values were assessed
• • Recruitment decisions consider attitude and suitability, not only availability or experience

Evidence to check

• • Completed application forms
• • Full employment history reviewed
• • Gaps, inconsistencies and unexplained changes followed up
• • Application review notes or shortlisting records

Evidence to check

• • Recorded explanation for each employment gap
• • Evidence or clarification requested where concerns arise
• • Risk assessment completed where explanation raises concern
• • Decision-making rationale documented before appointment

Evidence to check

• • Two references on file
• • Most recent employer reference requested or rationale recorded if unavailable
• • References comment on conduct, reliability and suitability where possible
• • Concerning or vague references are followed up

Evidence to check

• • Reference verification records
• • References checked against employer contact details rather than relying only on candidate-provided information
• • Concerns, discrepancies or poor references escalated
• • No unsupervised work with residents before required reference checks are completed or risk-assessed

Evidence to check

• • DBS certificate details recorded
• • Correct level of DBS requested for the role
• • DBS outcome reviewed before work starts
• • Risk assessment completed where disclosures or delays exist

Evidence to check

• • Role assessed for regulated activity with adults
• • Enhanced DBS with Adults' Barred List check completed where legally applicable
• • Barred list result recorded before regulated activity begins
• • Managers understand when barred list checks are and are not legally permitted

Evidence to check

• • Identity documents verified and recorded
• • Right to work check completed before start date
• • Online share code or document check evidence retained where applicable
• • Follow-up checks scheduled for time-limited right to work

Evidence to check

• • Qualification certificates on file
• • Professional registration checked where applicable
• • Training certificates reviewed for relevance and currency
• • Staff do not perform specialist tasks until competence is verified locally

Evidence to check

• • DBS disclosure or self-declaration reviewed
• • Risk assessment considers role, offence, time elapsed and safeguarding relevance
• • Senior manager or registered person sign-off
• • Controls recorded where appointment proceeds

Evidence to check

• • Induction checklist
• • Induction covers service values, resident needs, safeguarding, emergency procedures and reporting routes
• • New staff understand key policies and care expectations
• • Induction completion signed off before full duties begin

Evidence to check

• • Shadowing records
• • Named mentor or supervisor
• • Feedback from senior staff or mentors
• • New staff are not left to deliver care independently before sign-off

Evidence to check

• • Mandatory training records
• • Safeguarding, moving and handling, IPC, fire safety and medication training where relevant
• • Restrictions on duties where training is incomplete
• • Rota or deployment decisions reflect training status

Evidence to check

• • Competency assessment records
• • Observation of personal care, moving and handling, medication or other relevant tasks
• • Scenario questioning and practical checks
• • Additional supervision or retraining where competence is not demonstrated

Evidence to check

• • Probation review records
• • Clear objectives and concerns recorded
• • Feedback from supervisors, residents or colleagues considered where appropriate
• • Formal sign-off or extension decision documented

Evidence to check

• • Completed onboarding checklist
• • Checklist links to evidence in the staff file
• • Missing items are followed up promptly
• • Manager sign-off confirms readiness for independent work

Evidence to check

• • Signed contract or written statement of employment particulars
• • Start date, role, hours and conditions recorded
• • Contract aligns with the role recruited for
• • Changes to role or hours documented where applicable

Evidence to check

• • Policy acknowledgement records
• • Induction discussion records
• • Staff can explain key policies such as safeguarding, whistleblowing, complaints, medication and fire safety
• • Policies are accessible after induction

Evidence to check

• • Code of conduct or professional boundaries guidance
• • Induction records cover expectations and boundaries
• • Early supervision records discuss conduct and role expectations
• • Staff can explain expectations around gifts, confidentiality, social media, relationships and respectful care

Evidence to check

• • New starter feedback forms or supervision notes
• • Feedback reviewed by managers
• • Themes identified from onboarding feedback
• • Changes made to induction or recruitment based on feedback

Evidence to check

• • Agency staff profile or confirmation of checks
• • DBS, training, right to work and competency confirmations from agency where applicable
• • Local induction completed before first shift
• • Agency staff receive resident-specific risk and care information

Evidence to check

• • Volunteer recruitment records
• • Role risk assessment for volunteers or unpaid workers
• • DBS checks completed where eligible and appropriate
• • Volunteers receive supervision, boundaries guidance and safeguarding information

Evidence to check

• • Recruitment decision sign-off
• • Senior manager or registered person approval
• • Checklist completed before appointment
• • Rationale recorded where appointment proceeds despite identified risk

Evidence to check

• • Staff files contain required recruitment and onboarding evidence
• • Records are stored securely with controlled access
• • Information can be retrieved promptly
• • File audits identify and correct missing or outdated documents

Evidence to check

• • Recruitment adverts use inclusive language
• • Shortlisting and interview scoring records
• • Reasonable adjustments offered where needed
• • Recruitment outcomes reviewed for equality and fairness

Evidence to check

• • Onboarding audits
• • New staff questioning or competency checks
• • Feedback from supervisors and residents where appropriate
• • Process improvements made after gaps are identified

Evidence to check

• • Induction assessment or competency questions
• • Observation of staff interactions with residents
• • New staff can explain dignity, consent and person-centred care in practice
• • Concerns about values or approach are addressed before sign-off

Evidence to check

• • Turnover and retention data
• • Exit interview or leaver feedback
• • Probation outcomes reviewed
• • Recruitment and onboarding changes made in response to trends