Probation Audit

Are moving and handling practical competencies assessed in the community setting during the probation period?

What we look for: Sample staff files to verify that practical, face-to-face moving and handling competency (e.g., using hoists) was observed and passed. Fail if only e-learning was provided for moving and handling tasks involving equipment.

Evidence: Moving and handling competency forms, spot check records, induction sign-offs

Is a documented medication competency assessment completed in the field before the staff member administers medication alone?

What we look for: Check if a manager or senior has directly observed the new starter administering medication in a person's home. Passing this check requires a signed, dated, and detailed competency form on file prior to them acting independently.

Evidence: Medication competency assessments, spot check forms, MAR chart signatures

Are all new staff completing a comprehensive induction, including the Care Certificate, within their probation period?

What we look for: Sample 3-5 files of recently recruited staff. Good looks like robust evidence of Care Certificate completion or progress within the first 12 weeks. A fail is staff working solo without completing basic mandatory induction elements.

Evidence: Induction checklists, Care Certificate workbooks, training matrix, certificate of completion

Do new staff complete required shadowing hours and are they signed off as competent by a senior before working solo?

What we look for: Review shadowing records to ensure they are fully signed and dated by both the new starter and the senior staff member. Good practice involves varying shadowing shifts to cover different client needs. Missing sign-offs before solo rotas is a red flag.

Evidence: Shadowing logs, sign-off sheets from senior carers, rotas showing shadowing shifts

Are field-based spot checks conducted during the probation period to monitor practice and alignment with care plans?

What we look for: Verify that at least one spot check is completed during the probationary window to assess the staff member's punctuality, uniform, interaction, and adherence to care plans. Good looks like actionable feedback given if minor issues are spotted.

Evidence: Spot check forms, quality assurance logs, client feedback notes

Is there documented evidence of assessing and supporting the new staff member's wellbeing and integration into the team?

What we look for: Review probation meetings to ensure the manager asks about the staff member's wellbeing, workload stress, and travel times. Good looks like adjustments made if a new starter is overwhelmed. A fail is zero evidence of pastoral support.

Evidence: 1:1 supervision notes, probation review forms, wellbeing check-in records

Are structured probation review meetings (e.g., 4, 8, 12 weeks) taking place and documented?

What we look for: Look for a clear timeline of probation reviews. Good looks like documented discussions covering performance, training gaps, and feedback. It is a fail if reviews are consistently delayed, skipped, or missing entirely.

Evidence: Supervision notes, probation review forms, meeting minutes in staff files

Is the final decision to pass, extend, or terminate the probationary period clearly documented and communicated?

What we look for: Check the end of the probation timeline for a formal sign-off. If probation was extended, the reasons and new targets must be explicitly documented. A fail is a staff member drifting past their probation end date with no formal review or confirmation letter.

Evidence: End of probation sign-off letter, final review meeting notes, HR portal records