Recruiting staff

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In almost any business, people are the greatest asset and to be a successful childcare business, you need to recruit the best people for the job and hang on to them.

The number of permanent and temporary staff you will need will depend on the combined elements of the minimum ratios and qualifications as set out by Ofsted. The minimum staffing ratios for children aged 3-7 years are currently 1 worker per 8 children. Although there is no set ratio for care that is provided for children aged 8-14, services for older children in the same setting must not "adversely affect" the care provided for children under 8 years of age. An additional requirement is that there must always be a minimum of 2 staff on duty at any one time.

You will also need to consider whether part-time or casual staff are going to be best. The latter will provide cost effectiveness, and may be appropriate in for example, holiday schemes. But quality, reliability and allegiance are likely to suffer if casual staff are used in most other childcare settings.

Once you have decided on your staffing needs you will need to formulate a sustainable wage structure (taking into account the national minimum wage and local market forces), to agree and write job descriptions and person specifications and to develop terms & conditions of service and contracts. Your Business Development Team at OSN can help with all of this, and will be able to provide best-practice based templates where appropriate. Contact us on 0114 249 4941 or e-mail info@osn.org.uk.

Advertising posts
As part of your equal opportunities strategy, you should be looking to reflect the make-up of the local community in your staffing. The government has set national targets for increasing the numbers of men, disabled people, people over 40 and people from minority groups who are all currently under-represented in the childcare workforce. You should try and encourage applications from people in these groups wherever possible. Vacancies can be advertised through local job centres, the Sheffield Information Link bulletin boards and web site, through schools, colleges and universities and through community locations such as community centres, village hall notice boards, local shops and parish community newsletters. Don't forget that personal networks can also be a good source of staff - ask friends and relatives of existing staff, parents and carers currently using the provision, and business contacts.

Click here for more information on Safer Recruitment and Selection Processes.

Taking up references and checking suitability
As part of ensuring children's healthy development it is crucial that they are protected from abuse - physical, sexual, emotional - and from neglect. You should always take up references (at least two) for any prospective member of staff, one of whom should be the candidate's most recent employer.
All childcare providers are also required by law to undertake to check the suitability of staff and volunteers to work with children through the Disclosure criminal record check system. Obtaining an enhanced criminal record check involves the completion of a confidential document which then enables the Criminal Records Bureau (CRB) to access information regarding the individual's criminal record (if such exists) and match with details of those who are banned from working with children and vulnerable adults. A copy of the report is then sent in confidence to you as the prospective employer.

It is also important to note that all management committee members should also be CRB checked, even if they do not have direct contact with the children. There is a cost in obtaining a criminal record check that you will need to budget for in your plans. More information is available from the Disclosure service website.

Volunteers
Having volunteers helping out at your scheme can be a positive experience all-round. They could be working with the children, be part of the management, or be involved with fundraising, administration or publicity. You will need to discuss and plan carefully what skills and experience volunteers can bring. Don't forget that experience of volunteering in a childcare business may be vital to people who want to rejoin the job market or go on to undertake training - the benefits go both ways.

Relevant business tools from OSN

Job advert example (PDF 17KB) | Word 97 (21KB)
An example of a recruitment advert to give you inspiration!

Job application form (PDF 31KB)
A standard application form allowing you to collect all the important information prior to interview

Invitation to interview (PDF 15KB)
Example letter to invite selected candidates to interview.

Interview questions (PDF 26KB)
Wondering what to ask? Our interview questions cover all the basic information you need from your candidate.

Written test for playworkers (PDF 13KB)
A practical test can be a good way to get an idea of a candidates abilities. This example asks the interviewee to plan a weeks activities.

Interview score sheet (PDF 16KB)
An objective score sheet is important in evaluating a prospective employees suitability. Level the playing field.

Reference request (PDF 15KB) | Word 97 (20KB)
Don't forget to follow up on references and CRB checks before confirming employment.

Offer of employment (PDF 19KB)
Template letter making an offer of employment to the lucky candidate.

Rejection letter (PDF 13KB)
Template letter for the not so lucky candidate.

Statement of employment particulars Word 97 (51KB)
A template contract of employment detailing the terms and conditions of your job offer.

Volunteer agreement (PDF 26KB)
Terms and conditions of engagement for voluntary workers.

Sample job descriptions and person specifications

Co-ordinator - job desc. (PDF 20KB)
Co-ordinator - person spec. (PDF 17KB)

Deputy - job desc. (PDF 23KB)
Deputy - person spec. (PDF 17KB)

Administrative worker - job desc. (PDF 21KB)
Administrative worker - person spec. (PDF 17KB)

Playworker - job desc. (PDF 20KB)
Playworker - person spec. (PDF 17KB)

School escort - job desc. (PDF 20KB)
School escort - person spec. (PDF 17KB)

Go to OSN Business Toolkit >

This information has been extracted from the SureStart booklet "It's the Business.. a Guide for Childcare Entrpreneurs". Copyright Department for Education and Skills 2003.