Daily Shift Leading Procedure

The purpose of this document is to guide staff as to the day-to-day duties and responsibilities that ensure the smooth running of shifts in the unit. It is important to highlight the fact that good teamwork and thorough handovers are essential to this process.

This document is designed to serve as protocol of the daily tasks that require completion in order that all administrative tasks, unit chores, medication tasks and tasks involving outside agencies are dealt with in an appropriate, constructive and time bound manner that supports the Key workers and the on-coming team taking over the next shift. Whilst this procedure focuses onus on the Shift leader, each member of the team on shift will be held accountable for tasks assigned to them.

• Ensure all team members are present prior to planning the shift. If this is not possible, ensure that staff arriving at 3.30 or 4pm, have the opportunity to receive a handover from the shift leader or designated colleague regarding matters arising for the shift;
• If staff anticipate that they will not be on time for their shift, they will be required to call at least one hour prior to the commencement of their shift unless it is an emergency;
• Ensure all team members have the Unit diary, Rota, Stays and Unit message book available at the commencement of shift leading;
• Ensure all colleagues on shift each day have the opportunity to read and sign the Message book and check their e-mails at the earliest opportunity during the shift;
• Ensure that all tasks pertaining to the shift are discussed and distributed equally and fairly;
• Ensure Medication for each young person is checked and recorded as soon as it has been received within the Unit.

• Signing and logging young people in and out of the building;
• Home to School books completed;
• Daily records completed on LCS;
• Telephone call made to Parents or Carers to give a handover for evening, over night and morning;
• Any information required by outside agencies (i.e. – SWTCD, GP, Consultants, Teachers) is sent off as required and recorded on LCS and in the young people's contacts section of their Yellow file;
• Any other information pertaining to the young peoples' safeguarding and welfare is completed and forwarded on to the relevant agencies – for example; body charts, incident forms, physical intervention logbook, behaviours & sanctions book;
• Ensure that the voicemail on the unit phones have been checked and messages have been left for the relevant members of staff in the message book or via an e-mail;
• Ensure that the message book has been read and signed and that any required tasks or duties have been completed and a message is left saying that the a-fore mentioned tasks have been completed;
• Ensure staff trays in the shift office and their e-mails are checked and any pending queries are dealt with prior to going off shift;
• Ensure that the Unit's diary is checked and any appointments, meetings and reviews are recorded on the shift planning forms and Rota for the on-coming team;
• Ensure that the menu is recorded;
• Ensure that if the staff are cooking, they record food temperatures in the temperature recording book in the kitchen;
• Ensure any messages with regards to required food items are left in the Cook's message book;
• Ensure that petty cash vouchers and the young peoples' pocket money transactions are recorded, completed and processed;
• Use the Rota and Stays to complete shift planning forms and record information pertaining to reviews, appointments and meetings on the shift planning forms and also hand any relevant information over to the on-coming shift during handover meeting;
• Prepare the shift bag for the on-coming shift;
• Check if relevant forms pertaining to the shift are in plenty of stock and if not photocopy and place in shift folder or relevant area. (i.e. medication checklist forms, shift planning forms, clothes lists and body charts).

• All bedroom windows and curtains are opened to air out the rooms;
• All used linen is removed from the bed;
• Beds are dressed with fresh linen;
• Towels should be displayed neatly and in an aesthetically pleasing fashion;
• All linen including towels are stored in the correct rooms (i.e. blue linen and towels in blue room, purple linen and towels in purple room);
• Do a stock take of the toiletries and personal care items in the room and replace any items as required;
• Ensure all hoists are charged and appropriately stored and any faults immediately reported;
• Doors and walls cleaned of any marks with the approved disinfectant;
• Ensure all young people's personal belongings are sent home (check drawers and cupboards and also CD players and DVD players in case a young person has brought in their own CDs/DVDs;
• Tidy away any electrical items once a young person has finished using it (hair dryers, T.V., DVD player);
• Display toys and storybooks in the bedrooms in an inviting and warm fashion for the young people to enjoy.

• All bathrooms are re-stocked as required with the following:
  • Toilet rolls;
  • Disposable gloves;
  • Nappy sacks;
  • Hand wash;
  • Toiletries;
  • Towels;
  • Disposable hand towels;
  • Wet wipes.
• The window blind is rolled up and the window is opened in order to air out the room;
• Ensure that the hoist is placed on charge and is working;
• Ensure that the thermometer to test the water temperature is in working order;
• Ensure that the thermometer and the temperature recording book are stored in an appropriate part of the bathroom that is easily accessible to staff;
• The pad bin (yellow bin) has been emptied and removed appropriately;
• Doors and walls cleaned of any marks with the approved disinfectant;
• That the toiletries are put away in the bathroom cupboards or the Young peoples' boxes and out of the reach of the young people;
• Any cleaning that is required in the bathroom is completed or handed over to the domestic staff;
• Toys are displayed in a warm and inviting fashion;
• Any soiled laundry removed and clean, colour co-ordinated towels put in their place.

• The bedroom monitoring system is switched off and the cupboard is shut;
• Curtains are drawn and the windows opened;
• All confidential information (young peoples' files and log books) is removed and stored in the appropriate locations in the unit;
• Any electrical items used by the young people to be appropriately stored away;
• Any videos, story books, toys, DVDs and CDs to be stored away or displayed in an inviting fashion;
• Ensure the room is tidy and any rubbish is removed.

• Ensure that the curtains are drawn and windows are opened;
• Ensure that the bed linen is stripped and replaced with clean linen;
• Any personal items are stored away safely or taken home at the end of a sleep in;
• The room should be dressed and left tidy;
• No items apart from staff's personal belongings to be stored in this room.

• All equipment thoroughly washed in the appropriate method, air dried and stored away prior to the on-coming shift arriving;
• All young peoples' medication is returned home with them via escorts/parents/carers at the end of their stays;
• All MARS cards and medication checklist forms are signed and initialled to confirm young people have taken their medication and who has signed medication into and out of the unit;
• All medication is accounted for by staff administering medication and the shift leader;
• All syringe pots are labelled appropriately;
• All L's have been completed;
• The health logging book has been filled in for any young people who have hospital appointments, changes in medication etc. - this book is placed on top of the white lockable medication cabinet in the medication room;
• Ensure there are sufficient pieces of the following equipment to ensure a smooth shift for the on-coming team:
  • Gloves;
  • Wet wipes;
  • Pens;
  • Highlighter pens;
  • A stapler;
  • Medication checklist forms;
  • MAR cards;
  • Medication pots;
  • Syringes.
• Ensure that the bin in the medication room has been emptied;
• Ensure the medication fridge is clean and all medication;
• Ensure medication fridge is locked when medication is stored in there;
• Ensure any yoghurts or drinks stored in the bigger fridge are in date.

• All equipment is stored safely and appropriately in their relevant spaces;
• The room is left tidy and with no obstacles in the room preventing staff from obtaining objects required with ease.

• Carpet area hoovered and left presentable;
• Dining room floor swept and mopped;
• Toys tidied away or displayed in a safe, warm and inviting fashion;
• Sofas and cushions plumped and presentable;
• Any confidential information stored away in their designated places;
• Crockery stored away in the kitchen;
• Doors and walls cleaned of any marks with the approved disinfectant;
• Curtains drawn and fire exit door opened to air out the unit;
• Dining table cleared, sprayed and wiped clean;
• Dining room chairs safely tucked under the dining table.

• All files are returned to their appropriate storage spaces (pigeonhole);
• Visitor's book and pen on clear display and up to date;
• Staff logging in book and pen on clear display and up to date;
• No confidential information to be displayed;
• If there are visitors in the unit the pigeonhole shutters should be shut;
• Bins to be emptied;
• Work space to be clear with no paper work on display;
• Any post received to be taken to the main shift office;
• All sets of unit keys are accounted for;
• The unit mobile telephone and tablet are accounted for;
• All keys are stored in a black pouch and the pouch placed in the red shift box or in a pigeonhole for safe keeping.

• All story books, toys, videos, DVDs, software and CDs stored away appropriately after use in their designated storage spaces;
• All switches switched off after use;
• Blinds drawn;
• Art cupboard is tidy and all art items are washed, dried and safely stored away;
• Surfaces wiped clean;
• Carpet hoovered.

• All equipment stored safely and appropriately;
• Hoist is charged;
• All electrical equipment turned off;
• The room and equipment are clean and tidy;
• Any faults with equipment and hoists reported to management immediately.

• All laundry is washed, tumble dried or dried naturally;
• Blinds drawn and window opened to air the room;
• All laundry is stored away appropriately prior to the end of the shift;
• Any faults with equipment reported;
• Ensure there is sufficient detergent tablets available for the on-coming shift;
• Ensure detergent tablets are stored in a safe and appropriate area of the laundry room.

• As per the discussion during staff meeting on Wednesday September 20th, the following will occur whilst Senior team try to locate a motorised mechanism to safely open and shut the main black gate and potentially replace the small white gate;
• As discussed, the current concerns from staff are the safety elements when shutting and securing the gates whilst being the last person to leave the Unit;
• In the short term, the sleeping-in member of staff will shut the black gate and the waking night member of staff will observe from the front door with the unit's internal alarm system to hand;
• If it is risk assessed that this is not possible on any given evening, due to the complexities of the shift, please ensure that it is noted on the shift plan why it was not possible to shut the black gate. Making these assessments will further support the senior team to ensure we are listening to staff concerns and trying to trouble shoot and problem solve in order to reduce risks and also keep the young people on-site and the staff team safe;
• The last member of staff to leave the building on the day shift must ensure that the white gate is secured shut in the short term until this gate is replaced with a more robust gate;
• All of the afore-mentioned will be identified and updated in the Local area risk assessment for Westbrook.

• Please ensure that any health and safety issues are reported to management ASAP;
• Any tasks to be completed by the handyperson to be placed in his message book which is located in his tray in the main shift office.