Providing quality health and care is no small task, and the right staffing agency should feel like a true partner—one that’s reliable, ethical, removes risks to your organisation and makes workforce management as smooth as possible. Many staffing agencies do a great job, but trust and transparency make all the difference. By knowing what to look for, you can build strong, lasting relationships that keep your residents’ well-being and your care group’s integrity at the heart of everything.
Here are 12 key signs of a trustworthy staffing agency—the “green flags” that show you’re working with a staffing partner you can count on:
1. Rigorous, up-to-date background checks
A reputable agency prioritises safeguarding by conducting fresh, thorough background checks, such as current Disclosure and Barring Service (DBS) checks, for all staff. This commitment ensures that only qualified and vetted professionals are placed in your care settings. Using platforms that automate these checks, like Florence, streamlines this process.
2. Transparent and direct payment practices
Trustworthy agencies ensure workers receive fair and clear compensation, avoiding the use of complex umbrella company structures that can lead to unexpected deductions. They prioritise direct payment methods, fostering transparency and accountability.
3. Comprehensive insurance coverage
A reliable agency maintains appropriate insurance, including professional indemnity and employer’s liability insurance, protecting your care group from potential risks and liabilities.
4. Clear and consistent pricing structures
Ethical agencies offer transparent and predictable pricing, avoiding bait-and-switch tactics with unrealistically low weekday rates followed by exorbitant weekend charges. They provide clear, consistent rates that allow for accurate budgeting.
5. Dependable and consistent staffing:
A trustworthy agency delivers on its promises, providing reliable and consistent staff placements. They avoid “ghost bookings” and last-minute cancellations, ensuring continuity of care.
6. Accurate and verifiable timesheet management
Reputable agencies implement robust systems for accurate timesheet management, preventing discrepancies and overpayments. Tools like Agency Manager, which automate timesheet verification, enhance accuracy and efficiency.
7. Transparent and justified expense reporting
Ethical agencies provide clear and justified expense reports, avoiding inflated claims. They offer detailed breakdowns of expenses, ensuring accountability and transparency.
8. Timely and compliant tax and VAT payments
Trustworthy agencies maintain impeccable tax compliance, ensuring all National Insurance (NI) and VAT payments are made on time. They demonstrate financial responsibility and transparency.
9. Accurate VAT application
Reliable agencies possess a clear understanding of VAT regulations, ensuring accurate and compliant charging practices. They avoid misinterpretations that could expose your care group to financial risks.
10. Legitimate VAT exemption claims
Ethical agencies claim VAT exemptions only when legitimately applicable, demonstrating integrity and compliance. They provide clear documentation and justifications for any exemptions claimed.
11. Fair and ethical payroll practices
Reputable agencies never charge their workers fees for payroll processing. They prioritise fair compensation and ethical treatment of their staff.
12. Adherence to immigration guidelines
Trustworthy agencies meticulously follow immigration guidelines, ensuring that student and sponsored visa holders are placed in legally permitted shifts. Tools that track permitted visa hours, like those offered by Florence, enhance compliance and prevent legal issues.
Building a foundation of trust:
To build strong and reliable staffing partnerships, prioritise agencies that demonstrate these positive indicators. Always:
- Partner with reputable and compliant agencies.
- Request and review up-to-date DBS certificates.
- Carefully examine contracts for transparent fee structures.
- Verify VAT and tax compliance.
- Utilise tools for accurate timesheet and expense tracking.
By focusing on these pillars of trust, you can build valuable partnerships that empower your care group, ensuring the delivery of safe, high-quality care while protecting your organisation from financial and legal risks.
