6.2 Explain how human resources are managed within the setting

This guide will help you answer 6.2 Explain how human resources are managed within the setting.

Human resources refers to the management of staff within an organisation. In a children and young people’s workforce setting, this covers recruitment, training, supervision, performance review, welfare, and policies related to employment. Staff are essential to delivering safe, high-quality services. Managing human resources effectively helps the setting meet standards, follow legal requirements, and support children’s needs.

Recruitment and Selection

Recruitment starts with identifying the need for a new or replacement role. This may be due to staff leaving, increased demand, or a change in service provision. The manager creates or updates a job description and person specification. These documents outline the duties and the skills or qualifications needed.

Advertising the role can happen through:

• Local job boards
• Online recruitment sites
• Notices in the community
• Social media channels
• Professional publications

All applicants complete an application form or submit a CV. The setting reviews applications against the person specification to shortlist candidates. Shortlisting must be fair and follow equality requirements. Interviews are then arranged. In children’s settings, safer recruitment practices are followed to ensure candidates are suitable to work with children. This includes obtaining references and carrying out an enhanced Disclosure and Barring Service (DBS) check.

Induction

Once a candidate is appointed, they receive an induction. Induction helps new staff gain an understanding of the setting’s policies, procedures, and daily routines. This can include:

• Introduction to safeguarding policies
• Health and safety procedures
• Information on child development approaches
• Data protection rules
• Tour of the facilities
• Introduction to colleagues

Induction also covers mandatory training such as first aid, fire safety, and safeguarding. This prepares staff to carry out duties confidently and safely.

Training and Development

Training supports skill-building and knowledge growth. In a children’s setting, training might include:

• Safeguarding updates
• Supporting children with special educational needs
• First aid refreshers
• Behaviour management techniques
• Curriculum-related skills

Professional development is offered to keep practice up to date with legislative changes and new guidance. Many settings encourage continuous professional development (CPD) by keeping a record of training and qualifications. Workers may attend in-house sessions or external courses. Some may complete qualifications such as early years educator level 3 or relevant childcare diplomas.

Supervision and Appraisal

Supervision is a regular one-to-one meeting between the worker and their line manager. It offers an opportunity to discuss workloads, children’s needs, and personal wellbeing. It can cover any concerns and plan actions for improvement. Supervision also supports reflective practice by encouraging workers to think about their experiences and learn from them.

Appraisals take place annually or bi-annually. These link to performance targets and organisational goals. Appraisals review achievements, identify areas for development, and set objectives for the coming period. They provide feedback and recognise good work. They may also be used to determine pay increases or promotion.

Staff Welfare and Wellbeing Support

Caring for staff wellbeing helps maintain morale and reduces turnover. This is particularly important in children’s settings, where the work can be demanding. Managers may provide access to counselling services, flexible working, or wellbeing activities.

Open communication, fair workloads, and respect for staff contributions help create a supportive atmosphere. When workers feel valued and supported, they are more able to meet the needs of the children effectively.

Record Keeping

Human resources management relies on keeping accurate records. These include:

• Personal details
• Training records
• Qualifications
• Performance reviews
• Sickness and absence records
• Disciplinary actions

Records must be stored securely following data protection laws. Only authorised staff should be able to access them. Having up-to-date records helps managers plan staffing, monitor development, and meet regulatory inspection requirements.

Legal Compliance

Children’s workforce settings operate within UK employment law. This covers:

• Equality and diversity
• Minimum wage
• Working hours
• Health and safety
• Parental leave
• Data protection

HR management must follow these laws to avoid penalties and maintain good employment practice. The Equality Act 2010, for example, ensures staff are not discriminated against based on protected characteristics like age, gender, race, or disability.

Managing Staffing Levels

Safe and effective staffing levels are critical. Staffing ratios are set within the Early Years Foundation Stage framework and similar statutory guidance for older age groups. Managers must plan rotas so there are enough qualified staff for each shift. This planning considers sickness, annual leave, and training days. Contingency plans, such as bank staff or agency workers, keep ratios compliant during absences.

Communication and Team Working

HR management encourages clear communication. Team meetings allow updates on policy, practice changes, and share important information about children. Good team working relies on trust, respect, and understanding each person’s role. HR processes support this through clear job descriptions, supervision, and planning opportunities for collaboration.

Problem Management

HR handles issues like conflict between staff or poor performance. Managers follow disciplinary procedures when necessary. These steps include verbal warnings, written warnings, and in serious cases, dismissal. The aim is to support improvement where possible. Sometimes mediation is used to resolve conflicts and help staff work together harmoniously.

Equality and Diversity

Managing human resources includes promoting equality and diversity in recruitment, training, and daily practice. Recruitment ads should not discriminate. Training can help staff understand cultural competence and inclusive practice. HR must ensure all workers have equal chances for progression and that the workplace is accessible.

Safeguarding Staff

Just as children are safeguarded, staff need protection from harm and harassment. HR in the setting ensures staff are aware of policies for reporting bullying or safeguarding incidents involving adults. Managers act responsibly to investigate and address such issues.

Policies and Procedures

An HR department or manager maintains clear policies covering recruitment, conduct, grievance, absence, health and safety, and safeguarding. These are available for staff to read. Policies explain the steps workers should take in different situations and outline organisational expectations.

Supporting Career Progression

Many childcare workers wish to advance their career. HR supports progression through training, mentoring, and promotion opportunities. Settings may offer apprenticeships or internal development schemes. Seeing a pathway for development can motivate staff and reduce turnover.

Monitoring and Evaluating HR Practice

HR performance should be reviewed to see if staff feel supported, workloads are balanced, and recruitment attracts quality candidates. Feedback from staff surveys and inspection reports can highlight improvements. Continuous review helps maintain high standards and staff satisfaction.

Use of Technology in HR

Some settings use HR software to manage rotas, maintain training records, and process payroll. These systems can streamline work and improve accuracy. However, staff must be trained to use them and data access must be controlled.

Relationships with External Agencies

HR often liaises with outside agencies. This can include recruitment agencies, training providers, or regulators like Ofsted. Working with these bodies helps ensure staff are correctly trained and meet professional standards. Agencies can supply staff during shortages.

Addressing Absence and Sickness

Managing sickness absence involves recording absences, supporting staff back to work, and assessing whether adjustments are needed. Return-to-work interviews allow discussion about any ongoing health issues and possible work changes to help recovery.

Retention Strategies

Reducing turnover saves recruitment costs and retains knowledge within the setting. Retention strategies can include:

• Offering staff recognition schemes
• Providing flexible hours
• Access to training and qualifications
• Opportunities for promotion
• Maintaining a positive team culture

Retention links closely to wellbeing and communication.

Final Thoughts

Managing human resources within a children and young people’s setting is multi-layered. It covers recruitment, training, welfare, compliance, and daily staff support. The goal is to maintain a motivated, skilled, and safe workforce.

When HR is managed well, staff feel valued and confident. This supports quality care and education for children. Poor HR management can lead to high turnover, low morale, and risks to children’s wellbeing. A strong HR focus benefits both the workers and the children they serve.