1.6 Explain roles, responsibilities and accountabilities for resource management within the organisation

This guide will help you answer 1.6 Explain roles, responsibilities and accountabilities for resource management within the organisation.

Managing resources in adult care requires clear roles and responsibilities across the whole organisation. Each person, from front-line worker to senior leader, has duties to use, request, monitor, and report on resources such as staff, money, equipment, and time. Accountability means being answerable for how these resources are used and the results delivered.

Senior Leaders and Registered Managers

Senior leaders, such as directors or Registered Managers, set the overall approach for resource management. Their duties include:

• Developing resource management policies and procedures
• Approving budgets and making key spending decisions
• Reviewing staffing structures and recruitment plans
• Monitoring compliance with legal, regulatory, and contractual requirements
• Setting targets and performance standards for teams
• Taking the lead on sustainability and risk management

They are accountable for effective and lawful use of resources. If something goes wrong, such as missed care calls or overspending, these leaders must answer to the Care Quality Commission, local authorities, the board, or funders. They need to make sure systems are in place for reporting, monitoring, and learning from errors or incidents.

Middle Managers and Team Leaders

Middle managers and team leaders have key responsibilities for day-to-day oversight of resources. They:

• Organise rota planning and allocate tasks fairly
• Make sure shifts are covered by staff with the right skills
• Order and check supplies and equipment are available
• Monitor use of overtime, agency staff, and sickness absence
• Track spending within budgets delegated to their team
• Check that staff follow procedures for care records, reporting, and stocking materials
• Support and supervise team members, helping them understand their resource responsibilities
• Report incidents, shortages, or overspending to senior managers

They are accountable for how their team uses resources and for escalating issues quickly. Middle managers must balance good care with practical realities, stepping in to solve problems or adjust plans if something changes.

Finance Staff

Finance officers, bookkeepers, or accountants play a specialist role. They:

• Prepare budgets, monthly reports, and forecasts
• Help managers understand spending trends and identify savings
• Process orders, payments, and payroll
• Check for errors or fraud
• Advise on compliance with financial policies

They are accountable for accurate financial records, secure handling of money, and clear reporting.

Human Resources Staff

Human Resources (HR) teams support resource management through:

• Overseeing safe and legal recruitment
• Maintaining staff records (contracts, training, qualifications)
• Supporting absence management and return-to-work plans
• Advising managers on workforce planning

They are responsible for following employment law, safer recruitment, and best practice. Errors in record keeping, pay, or staff vetting can create organisational risks.

Front-Line Staff

Every worker has responsibility for using resources sensibly and reporting problems. Practical duties include:

• Using time well and following the rota
• Looking after equipment, reporting faults, and using supplies carefully
• Recording information accurately and promptly
• Reporting shortages, maintenance needs, or risks
• Suggesting improvements and highlighting waste

Front-line staff are accountable for their own actions and working within guidelines. Poor use or abuse of resources—such as wasting materials, ignoring faults, or misusing time—can affect care quality and affect others on the team.

Service Users and Families

Service users and families are not directly accountable for resource management, but their input is important. They can:

• Report issues with equipment, routines, or shortages
• Take part in decisions about how their care is delivered
• Give feedback about resources needed for quality care

Their voices help organisations identify gaps, test systems, and improve planning.

External Stakeholders

External bodies—such as the Care Quality Commission, local authorities, and commissioners—set standards and monitor performance. They:

• Review how resources are used through inspections and audits
• Require evidence of safe staffing, budget control, and quality improvements
• Can take action if standards are not met

Providers are accountable to these bodies and must share information, respond to concerns, and act on feedback.

Systems and Processes

Good resource management relies on:

• Clear policies and procedures for everyone
• Regular reporting and reviews (staffing, stock, budgets)
• Training for all staff on using resources responsibly
• Lines of communication for raising concerns
• Action plans to address any issues

Accountability is built in through regular monitoring, audits, supervision, and performance reviews. There must be evidence for all decisions and actions taken.

Examples of Accountability

• A Registered Manager is called to report to the CQC after an inspection finds unsafe staffing levels.
• A team leader reviews stock control after staff report repeated shortages of gloves and aprons.
• A care worker documents that a hoist is faulty and notifies the maintenance team.
• The finance officer spots overspending on agency staff and raises this with management.

Everyone must know not just their tasks, but who they report to and what to do if something is wrong.

Importance of Clear Roles and Accountability

When everyone understands their duties:

• Resources are used more efficiently
• Waste, shortages, and redundancy are reduced
• Safety and quality are improved
• Problems are identified and solved quicker
• Legal and inspection standards are met

Confusion, unclear procedures, or lack of accountability can lead to errors, risks, and poorer outcomes for service users.

Supporting Good Practice

Leaders should:

• Set clear expectations
• Make sure all staff are trained
• Encourage regular feedback
• Hold regular supervision and team meetings
• Lead by example

This builds a culture of responsibility, openness, and continuous improvement in resource management.

Final Thoughts

Effective resource management in adult care depends on clear roles, responsibilities, and lines of accountability at all levels. Each worker, manager, and specialist plays an important part in using resources safely, fairly, and efficiently. Good resource management protects service quality and future sustainability for everyone.