Recruitment and Onboarding Audit - Domiciliary Care

Evidence to check

• • Recruitment policy is current and specific to domiciliary care
• • Policy reflects safer recruitment, DBS, references, right to work and suitability checks
• • Managers can explain how recruitment decisions protect people using the service
• • Recruitment practice matches the written policy

Evidence to check

• • Completed application forms for sampled staff
• • Full employment history recorded where required
• • Gaps, inconsistencies or unclear dates identified
• • Recruitment notes show follow-up questions were asked before appointment

Evidence to check

• • Employment gaps clearly identified
• • Documented explanations for each gap
• • Manager review of whether explanations affect suitability
• • No unexplained gaps left unresolved at appointment

Evidence to check

• • Two written references on file
• • Most recent employer reference obtained or rationale recorded where not possible
• • References cover conduct, reliability, role suitability and safeguarding where possible
• • Employment offer or start date does not precede required reference checks unless risk-assessed

Evidence to check

• • Reference source verified, such as work email, phone call or company confirmation
• • Reference dates and job roles checked against application form
• • Concerns, vague responses or inconsistencies followed up
• • Manager decision recorded where references raise questions

Evidence to check

• • Enhanced DBS certificate number and date recorded
• • Adult barred list check completed where role is eligible
• • DBS outcome reviewed before start date or before unsupervised work
• • Risk assessment completed for any disclosed information or delayed certificate

Evidence to check

• • DBS tracker or compliance matrix
• • Renewal or update service checks completed according to policy
• • Managers act on expired, missing or concerning DBS information
• • Staff are required to disclose changes that may affect suitability

Evidence to check

• • Adult barred list check recorded where applicable
• • Professional registration checked where required for the role
• • Agency or contractor checks confirmed where relevant
• • No person works in a role for which they are legally barred or unsuitable

Evidence to check

• • Right to work check completed before start date
• • Correct documents or online share code evidence retained
• • Expiry dates monitored for time-limited permission
• • No staff working without confirmed right to work

Evidence to check

• • Identity documents checked and copied or recorded according to policy
• • Name changes or discrepancies followed up
• • Identity evidence matches DBS and right to work records
• • Documents stored securely with access limited to authorised staff

Evidence to check

• • Values-based interview questions
• • Interview notes assess dignity, choice, independence and safeguarding attitudes
• • Examples requested from the applicant's past practice
• • Recruitment decisions consider values and conduct as well as skills

Evidence to check

• • Interview questions include safeguarding and ethical scenarios
• • Answers recorded with enough detail to justify the decision
• • Concerns about judgement or boundaries followed up
• • Interview panel considers whether the applicant is safe to work alone in people's homes

Evidence to check

• • Interview score sheets or structured notes
• • Decision rationale recorded
• • Any concerns or development needs identified
• • Senior review where appointment decision is borderline or conditional

Evidence to check

• • Induction checklist or programme
• • Induction covers home care risks, lone working, safeguarding, medication, moving and handling and IPC
• • Induction completion is checked before staff work unsupervised
• • New staff know who to contact for advice during visits

Evidence to check

• • Mandatory training completed before care delivery where required
• • Safeguarding, moving and handling, medication, IPC and emergency procedures covered
• • Restrictions recorded where staff are not yet competent in specific tasks
• • Rota allocation reflects completed training and competence

Evidence to check

• • Shadowing records
• • Observed practice feedback
• • Staff do not lone work until assessed as ready
• • Any concerns during shadowing lead to further support or restriction

Evidence to check

• • Competency assessments for care tasks, moving and handling, medication and IPC where relevant
• • Competency checks include observation, not just self-declaration
• • Competency sign-off completed before unsupervised practice
• • Reassessment completed where concerns arise

Evidence to check

• • Probation review records
• • Feedback from supervisors, spot checks or service users considered
• • Attendance, punctuality and reliability reviewed
• • Probation extended or action taken where suitability concerns remain

Evidence to check

• • Buddy or mentor allocation recorded
• • New staff know who to contact during early shifts
• • Check-in records during first weeks
• • Feedback from new staff about support received

Evidence to check

• • Signed employment contract on file
• • Contract issued before or at start of employment
• • Terms reflect the role being performed
• • Staff understand key conditions and responsibilities

Evidence to check

• • Signed or acknowledged job description
• • Role responsibilities match actual duties
• • Job description covers domiciliary care expectations and boundaries
• • Staff understand what tasks they are and are not permitted to do

Evidence to check

• • Staff risk assessments where applicable
• • Reasonable adjustments considered and recorded
• • Occupational health input where needed
• • Rota and duties reflect agreed controls or restrictions

Evidence to check

• • Training certificates checked and copied
• • Certificate dates and provider details verified where necessary
• • Manager decision recorded when accepting prior learning
• • Additional training required where certificates are outdated or insufficient

Evidence to check

• • Agency or contractor compliance confirmation
• • Evidence of DBS, right to work, references and training where applicable
• • Local induction completed before first visit
• • Provider assures itself that checks are complete and satisfactory

Evidence to check

• • Induction tracker or training matrix
• • Completion dates recorded
• • Overdue induction items escalated
• • Staff are not allocated unsupported tasks before completion

Evidence to check

• • Policy induction records
• • Staff understand domiciliary-specific procedures
• • Scenario-based checks confirm understanding
• • Policy updates are communicated after induction where relevant

Evidence to check

• • Personnel files stored securely
• • Digital access permissions controlled
• • Confidential information not visible to unauthorised staff
• • Records are complete, organised and audit-ready

Evidence to check

• • Recruitment checklist signed off
• • Senior manager or registered person approval recorded
• • Outstanding checks identified and risk-assessed
• • Start date authorised only after required checks are complete or controlled

Evidence to check

• • Probation, supervision and appraisal records
• • Complaints, incidents or safeguarding concerns linked to staff suitability review
• • Action taken where staff no longer meet role requirements
• • Ongoing monitoring includes agency, bank and permanent staff

Evidence to check

• • New starter feedback forms or supervision notes
• • Themes from feedback reviewed by management
• • Improvements made to induction or support arrangements
• • New staff can describe feeling prepared and supported

Evidence to check

• • Recruitment audit records
• • Audit includes quality of references, interview notes and suitability decisions
• • Onboarding audit includes shadowing, competency and feedback
• • Actions from audits are followed up through governance

Evidence to check

• • Recruitment concerns transferred into induction support plans
• • Additional supervision or shadowing arranged where needed
• • Rota restrictions applied until competence is demonstrated
• • Manager review confirms concerns were resolved before lone working

Evidence to check

• • Introductory visits or shadowing with known staff
• • People using the service informed about new staff where possible
• • Feedback from people or families about new staff considered
• • Care needs and preferences shared with new staff before first solo visit