This information is taken from a very old blog (10.2019) and includes updated information
A lot of childminders work with assistants and have asked for support in how manage staff files. This blog aims to answer many of the questions.
Safer recruitment procedures:
Ideally, you will have received safer recruitment training.
. Safer Recruitment Policy.
· Person specification.
· Job description.
· Application form *highlight safeguarding.
· Interview
Note: plan your interview questions carefully and consider the Equality Act 2010.
Ask your applicant to bring:
Ideally, there will be a colleague with you at the interview to support you.
· Referee details x 2 – not references, you need to talk to them or email.
· Confirmation of name – for example, birth certificate *photocopy.
· Confirmation of address – for example, driving licence *photocopy.
· Proof of right to work in the UK – for example, NI number *photocopy.
· Employment history *check and photocopy.
· Qualifications *check and photocopy.
· Any other certificates they might have available for working with early years children – for example, Paediatric first aid, safeguarding etc *photocopy.
To comply with the EYFS assistants must be able to:
· Communicate in English.
· Understand written English.
· Understand and use the EYFS.
· Deploy so children’s needs are met.
Think about how you will check compliance during the interview process.
Ask your applicant to complete and sign:
· Suitability check (safeguarding and health) – if you want them to work before the DBS comes back.
Note: with parents written permission, a childminding assistant can be left unsupervised with children for up to 2 hours a day. However, while your assistant can start working at this point, they must not be left unsupervised with children until you / they have completed the following steps…
Before your assistant starts:
· Buy or add to your insurance *display the certificate.
· If your assistant is going to take children in their or your car, they must have business class 1 insurance *keep a copy of the certificate in their file.
Before assistant is left unsupervised with children
· Follow up the references *in writing where possible.
· Complete a home-based Ofsted (Capita) enhanced DBS check.
· Complete the Ofsted ‘new adults in the home’ form to inform Ofsted.
· Receive a suitability letter from Ofsted *note that this can take months and you cannot increase ratios or leave staff unsupervised with children until it’s back and you have the Ofsted suitability letter.
· Request written permission from parents for them to be on their own for up to 2 hours a day with children *note you cannot do this until they have a suitability letter.
· Plan training *assistant to complete Paediatric first aid training and induction training including health and safety, safeguarding and emergency procedures.
· Print / prepare an attendance register – staff must sign in and out every day.
Note: you can have more than 2 staff registered to work with you but if you have more than 2 staff plus yourself on the premises you must change your registration to childcare on domestic premises.
Staff file
You will find it helpful to put together a staff file for each staff member and to keep all their safer recruitment information together in the file. This might include as a minimum, for example:
· Record of name and home address.
· Emergency contact information.
Further documentation:
The following staff documentation is required:
· Contract of employment.
· Job description.
· Attendance register *must show time in and out and any unsupervised time with children.
· Staff handbook.
· Regular ongoing training *focus on safeguarding.
· Annual suitability check *ask if there are any changes.
Before payments are made:
· Register with HMRC as an employer.
· Ask for your assistant's bank details and NI number.
· Register as a pension provider - for example, NEST.
Policies and procedures:
Policies / Procedures to support a childminder who works with assistants will include:
· Information Sharing Policy *include information about confidentiality.
· Suitability *disqualification / disqualification by association.
· Disciplinary Policy *include procedures for dismissal.
· Grievance Procedures.
· Staff Behaviour Policy *to comply with Keeping children safe in education.
· Updated Safeguarding Policy *include information about whistleblowing and mobile phone and camera.
· Medication Policy *include information about what to do if your assistant is prescribed new medication and medication storage.
· Staff Wellbeing Policy.
Other policies to share include safeguarding / child protection and complaints. Staff should sign to confirm they have read and understand the policies.
A lot of childminders work with assistants and have asked for support in how manage staff files. This blog aims to answer many of the questions.
Safer recruitment procedures:
Ideally, you will have received safer recruitment training.
. Safer Recruitment Policy.
· Person specification.
· Job description.
· Application form *highlight safeguarding.
· Interview
Note: plan your interview questions carefully and consider the Equality Act 2010.
Ask your applicant to bring:
Ideally, there will be a colleague with you at the interview to support you.
· Referee details x 2 – not references, you need to talk to them or email.
· Confirmation of name – for example, birth certificate *photocopy.
· Confirmation of address – for example, driving licence *photocopy.
· Proof of right to work in the UK – for example, NI number *photocopy.
· Employment history *check and photocopy.
· Qualifications *check and photocopy.
· Any other certificates they might have available for working with early years children – for example, Paediatric first aid, safeguarding etc *photocopy.
To comply with the EYFS assistants must be able to:
· Communicate in English.
· Understand written English.
· Understand and use the EYFS.
· Deploy so children’s needs are met.
Think about how you will check compliance during the interview process.
Ask your applicant to complete and sign:
· Suitability check (safeguarding and health) – if you want them to work before the DBS comes back.
Note: with parents written permission, a childminding assistant can be left unsupervised with children for up to 2 hours a day. However, while your assistant can start working at this point, they must not be left unsupervised with children until you / they have completed the following steps…
Before your assistant starts:
· Buy or add to your insurance *display the certificate.
· If your assistant is going to take children in their or your car, they must have business class 1 insurance *keep a copy of the certificate in their file.
Before assistant is left unsupervised with children
· Follow up the references *in writing where possible.
· Complete a home-based Ofsted (Capita) enhanced DBS check.
· Complete the Ofsted ‘new adults in the home’ form to inform Ofsted.
· Receive a suitability letter from Ofsted *note that this can take months and you cannot increase ratios or leave staff unsupervised with children until it’s back and you have the Ofsted suitability letter.
· Request written permission from parents for them to be on their own for up to 2 hours a day with children *note you cannot do this until they have a suitability letter.
· Plan training *assistant to complete Paediatric first aid training and induction training including health and safety, safeguarding and emergency procedures.
· Print / prepare an attendance register – staff must sign in and out every day.
Note: you can have more than 2 staff registered to work with you but if you have more than 2 staff plus yourself on the premises you must change your registration to childcare on domestic premises.
Staff file
You will find it helpful to put together a staff file for each staff member and to keep all their safer recruitment information together in the file. This might include as a minimum, for example:
· Record of name and home address.
· Emergency contact information.
- References and suitability checks.
- DBS issue number and date.
- Induction training.
- Ongoing suitability and medical disclosures.
- Staff register.
- Payroll details - not usually inspected by Ofsted but might be required if audited by HMRC.
- Paediatric first aid certificate.
- Ongoing training and professional development opportunities.
- Supervision meeting details etc.
Further documentation:
The following staff documentation is required:
· Contract of employment.
· Job description.
· Attendance register *must show time in and out and any unsupervised time with children.
· Staff handbook.
· Regular ongoing training *focus on safeguarding.
· Annual suitability check *ask if there are any changes.
Before payments are made:
· Register with HMRC as an employer.
· Ask for your assistant's bank details and NI number.
· Register as a pension provider - for example, NEST.
Policies and procedures:
Policies / Procedures to support a childminder who works with assistants will include:
· Information Sharing Policy *include information about confidentiality.
· Suitability *disqualification / disqualification by association.
· Disciplinary Policy *include procedures for dismissal.
· Grievance Procedures.
· Staff Behaviour Policy *to comply with Keeping children safe in education.
· Updated Safeguarding Policy *include information about whistleblowing and mobile phone and camera.
· Medication Policy *include information about what to do if your assistant is prescribed new medication and medication storage.
· Staff Wellbeing Policy.
Other policies to share include safeguarding / child protection and complaints. Staff should sign to confirm they have read and understand the policies.