A new staff role: what to notify, and what to keep

• What kind of role? (direct care, clinical, management, back office)
• Which registration does this change sit under? (aged care and NDIS, aged care only, NDIS only)
• Does this role have more than incidental contact with NDIS participants, or is it key personnel?
• Date the risk assessed roles list was updated
• Does the role administer medication?
• Is it a profession the NDIS documentation guide lists (for example a therapist)?
• Does the role work with children?
• Is it a registered nurse role in a residential care home?

Each has not sure: a line resting on it stays, as a question.

A date, a label of your own (a site, a role, a service, never a person's name), the date you became aware, and often a status or an owner. Paste it as it is: the type column reads words such as “role”, “new role”, “position”, “new position”, “staff role” and “job”. The answers go in one cell as key=value pairs.

Aged Care Quality Standards

• ACQS Rules s 15-15(15): Services must be delivered by workers skilled, qualified and experienced for the role.
  evidence to keepPosition description for the role listing the qualifications and experience required, dated.
• ACQS Rules s 15-15(16): Workers need training and supervision to perform the role.
  evidence to keepInduction and supervision plan for the role.
• ACQS Rules s 15-40(4): Responsibility and accountability for the role must be clear across workers and organisations.
  evidence to keepAccountability line for the role in the position description and organisation chart.
• ACQS Rules s 15-30(6): Medicines must be administered safely by registered health practitioners. (when: Does the role administer medication)
  evidence to keepScope of the role for medicines, and the practitioner registration checked.

Aged Care Act 2024

• Aged Care Act s 152(1)(a) and (b): Every aged care worker in the role must meet the worker screening requirements.
  evidence to keepScreening register line for each person in the role: clearance type, number, date, who checked it.
• Aged Care Act s 152(1)(c) to (e): The provider records how it ensured qualifications, skills or experience for each worker.
  evidence to keepQualification verification record per worker in the role.
• Aged Care Act s 175: A registered nurse role in a residential home feeds the 24 hour RN duty. (when: Is it a registered nurse role in a residential care home)
  evidence to keepRN roster showing the role covers its shifts.
• Aged Care Act s 145 and Rules 14-5: Workers in the role must comply with the Aged Care Code of Conduct.
  evidence to keepCode of Conduct acknowledgement signed by each worker in the role.

NDIS Practice Standards

• NDIS Practice Standards Core 15.1: The skills, responsibilities, scope and limits of each position must be documented.
  evidence to keepPosition description for the role with scope and limits.
• NDIS Practice Standards Core 15.2: Pre-employment checks, qualifications and experience are recorded per worker.
  evidence to keepPre-employment check record per worker in the role.
• NDIS Practice Standards Core 15.3: Workers complete induction including the NDIS worker orientation program.
  evidence to keepOrientation module certificate per worker in the role.
• NDIS Practice Standards Core 15.4: The training system names mandatory training for the role.
  evidence to keepTraining needs entry for the role naming mandatory training.
• NDIS Practice Standards Core 26.2: Workers administering medication understand its effects and what to do in a medication incident. (when: Does the role administer medication)
  evidence to keepMedication competency record per worker in the role.
• NDIS Practice Standards Core 16.2: When the role is vacant or the worker absent, a suitably qualified person covers it.
  evidence to keepCover arrangement for the role on the roster.

NDIS Code of Conduct

• Code of Conduct s 6(1)(c): Supports in the role are delivered safely and competently, with the training and qualifications they need.
  evidence to keepCompetency sign-off for the role before unsupervised work.

NDIS Worker Screening Rules

• Worker Screening Rules s 11: Every role is assessed for whether it is a risk assessed role.
  evidence to keepRole assessment for the role: risk assessed yes or no, which limb, assessor and date.
• Worker Screening Rules s 17: A newly identified risk assessed role must be added to the written list within 20 business days. (when: Does this role have more than incidental contact with NDIS participants, or is it key personnel)
  evidence to keepRisk assessed roles list updated with the role, dated within 20 business days of identification.
• Worker Screening Rules s 13(a): A worker may engage in a risk assessed role only with a current clearance, subject to the exceptions. (when: Does this role have more than incidental contact with NDIS participants, or is it key personnel)
  evidence to keepClearance number and expiry per worker in the role.
• Worker Screening Rules s 18(1) to (3): Workers in risk assessed roles go on the up-to-date worker list. (when: Does this role have more than incidental contact with NDIS participants, or is it key personnel)
  evidence to keepWorker list entries for the role.
• Worker Screening Rules s 12(1) and (2): While a worker in the role is awaiting a clearance, a written risk management plan protects participants. (when: Does this role have more than incidental contact with NDIS participants, or is it key personnel)
  evidence to keepRisk management plan for the role while a clearance is pending: supervision and restricted duties.

NDIS children guidance

• Children guidance Q-1: Workers with children hold the checks required to work with children. (when: Does the role work with children)
  evidence to keepWorking with Children Check number and state per worker in the role.

NDIS qualifications guide

• Qualifications guide G-1: The documentation guide asks for copies of evidence, in the form it sets out, for at least one staff member, of the qualification, registration or membership it lists for the class of support. (when: Is it a profession the NDIS documentation guide lists (for example a therapist))
  evidence to keepRegistration or membership evidence for the role, per the required documentation guide.

Check one changeSee the specimen registerThe one-page sample register