Safeguarding Policy and Procedures

Name of Organisation:

The Beauty Rooms at The Nibblers Ltd
68 Holton Road, Barry
Vale of Glamorgan,
CF63 4HE

Contact Details - Vale of Glamorgan Adult Services: 01446 700111
Out of Hours: 02920 788570
Cardiff Multi-Agency Safeguarding Hub (MASH): 02922 330888

Introduction

The Beauty Rooms at The Nibblers Ltd makes a positive contribution to a strong and safe community within our Beauty Salon and recognises the right of every individual to stay safe.

The Beauty Rooms at The Nibblers Ltd comes into contact with vulnerable adults through the following activities: All aspects of beauty and holistic therapy.

The types of contact with vulnerable adults will be regulated & controlled by treatment protocols.

This policy seeks to ensure that The Beauty Room at The Nibblers Ltd undertakes its responsibilities with regard to protection of vulnerable adults and will respond to concerns appropriately. The policy establishes a framework to support staff in their practices and clarifies the organisation’s expectations.

Legislation

The principal pieces of legislation governing this policy are:

Care Act 2014
Mental Capacity Act 2005
Equality Act 2010

Definitions

Safeguarding is about embedding practices throughout the organisation to ensure the protection of vulnerable adults wherever possible and responding to circumstances that arise.

Abuse can be caused by those inflicting harm or those who fail to act to prevent harm. Abuse is not restricted to any socio-economic group, gender or culture.

It can take a number of forms, including the following:

Physical abuse
Domestic violence and Domestic abuse
Sexual abuse
Psychological abuse
Financial or material abuse
Modern slavery
Discriminatory abuse
Organisational abuse
Neglect and acts of omission
Self-neglect
Has a severe physical illness
Is a substance misuser
Is homeless

Definition of Vulnerable Adults

A vulnerable adult is a person aged 18 years or over who may be unable to take care of themselves or protect themselves from harm or abuse.

This may include a person who:

Is elderly and frail
Has a mental illness including dementia
Has a physical or sensory disability
Has a learning disability
Has a severe physical illness
Is a substance misuser
Is homeless

Responsibilities

All staff have responsibility to follow the guidance laid out in this policy and related policies, and to pass on any welfare concerns using the required procedures.

We expect all staff to promote good practice by being an excellent role model, contribute to discussions about safeguarding and to positively involve people in developing safe practices.

Additional specific responsibilities

The Safeguarding lead is Carys Fitzgerald.

This person’s responsibilities are: Manager, Senior Beauty Therapist, Senior Aesthetic Practitioner, First Aider.

Within our organisation The Beauty Rooms at The Nibblers Ltd it is inevitable that there will be other policies which link with the Safeguarding policy and this demonstrates how safeguarding is embedded within the organisation.

The scope of this Safeguarding Policy is broad ranging and in practice, it will be implemented via a range of policies and procedures within the organisation.

These include:

Company Policy and Procedure
Statement of Purpose
Patient Guide
Terms and Conditions
Legal Consent Forms
Whistleblowing –ability to inform on other staff/ practices within the organisation
Grievance and disciplinary procedures – to address breaches of procedures/ policies
Health and Safety policy, including lone working procedures, mitigating risk to staff and clients
Equal Opportunities policy– ensuring safeguarding procedures are in line with this policy, around discriminatory abuse and ensuring that the safeguarding policy and procedures are not discriminatory.
Data protection (how records are stored and access to those records) Confidentiality - ensuring that staff and clients are aware of your duty to disclose

Safe recruitment

The Beauty Rooms at The Nibblers Ltd ensures safe recruitment through the following processes:

Correct Qualifications and Certifications (Originals checked)
Interviews are conducted according to equal opportunity principles and interview questions are based on the relevant job description and person specification
DBS checks will be conducted for specific roles for all staff (Specifically Laser Hair Removal) and working with vulnerable adults.
No formal job offers are made until after checks for suitability are completed (including DBS For Laser Hair Removal Specifically) and 2 references). Ongoing monitoring and regular training reviews.

Disclosure and Barring Service and Recruitment

The Beauty Rooms at The Nibblers Ltd helps employers make safer recruitment decisions and prevents unsuitable people from working vulnerable groups.
In order to avoid DBS gaps (Specifically for laser hair removal), we will provide adequate training facilities at the highest level. In addition to checks on recruitment for roles involving contact with children/ vulnerable adults, for established staff the following processes are in place – training and mentoring by manager and fellow staff.

Communications training and support for staff

The Beauty Rooms at The Nibblers Ltd commits resources for induction, training of staff, effective communications, and support mechanisms in relation to safeguarding

Induction & Training

All staff who, through their role, are in contact with vulnerable adults will have access to safeguarding training at an appropriate level.

Ways we will include safeguarding issues during induction include:

Discussion of the Safeguarding Policy (and confirmation of understanding)
Discussion of other relevant policies
Ensure familiarity with reporting processes, the roles of safeguard lead and Designated Senior Therapist who acts in the managers absence
Initial training on safeguarding including: safe working practices, safe recruitment.

Communications and discussion of safeguarding issues

Commitment to the following communication methods will ensure effective communication of safeguarding issues and practice within the workplace.

These will include –

Team meetings
One to one meetings (formal or informal),
Manager supervision
Provision of a clear and effective reporting procedure which encourages reporting of concerns.
Encouraging open discussion (e.g. during supervision and team meetings) to identify and barriers to reporting so that they can be addressed.
Inclusion of safeguarding as a discussion prompt during supervision meetings/ appraisals to encourage reflection

Support

We recognise that involvement in situations where there is risk or actual harm can be stressful for staff concerned. There are options in place to support staff please speak to your safeguard Carys Fitzgerald.

Options available are:

Seeking further support as appropriate e.g. access to counselling.
Staff who has initiated protection concerns will be contacted by Safeguard lead within a week.

Professional Boundaries

Professional boundaries are what define the limits of a relationship between a support worker and a client. They are a set of standards we agree to uphold that allows this necessary and often close relationship to exist while ensuring the correct detachment is kept in place.

The Beauty Rooms at The Nibblers Ltd expect staff to protect the professional integrity of themselves and the organisation.

The following professional boundaries must be adhered to:

Do not use abusive language towards clients
Do not respond to inappropriate behavior or language with a client, if you feel uncomfortable excuse yourself and go and alert your safeguard lead Carys Fitzgerald
Do not use any form of punishment or chastisement towards your client
Do not pass on other clients, staff or your personal contact details
Do not sell to or buy items from a client. If you wish to buy an item you must check with your safeguard lead Carys Fitzgerald
Do not accept responsibility for any valuables on behalf of a client
Do not accept any money as a gift/ or borrow money from or lend money to a client
Be cautious with personal contact with clients outside of the workplace.
Limit social media relationships on your personal accounts. How you conduct yourself on social media is very important. You are the face of the company you must conduct yourself accordingly.
Personal relationships between a member of staff and a vulnerable adult who is being provided with support is prohibited. This includes relationships through social networking sites.
It is also prohibited to enter into a personal relationship with a client who has been a provided with a service over the past 12 months.

If the professional boundaries and/or policies are breached this could result in disciplinary procedures or enactment of the allegation management procedures.

Reporting

The process outlined below details the stages involved in raising and reporting safeguarding concerns at The Beauty Rooms at the Nibblers Ltd

Communicate your concerns with your immediate manager
Seek medical attention for the adult if needed
Discuss this with your client and safeguard lead Carys Fitzgerald
Obtain permission to make referral if safe and appropriate
If needed seek advice from Adult Social Service/Access and Response
Complete the Local Authority Safeguarding Incident Report Form if required and submit to the local authority within 24 hours of making a contact
Ensure that feedback from Adult Social Care is received and their response recorded
Keep clear detailed notes, no opinions, any evidence intact
If a decision could not be reached that our client or staff were not happy with, we would advise for them to seek legal advice to notify the HIW Health Inspectorate Wales.
Details as follows Heath Inspectorate for Wales, Rydycar Business Park, Merthyr Tydfil, CF48 1UZ Tel 0300 062 8163

Allegations Management

The Beauty Rooms aim to ensure that all the services it provides are of

the highest quality. Excellent client care is at the heart of our businesses ethos and this will never be intentionally compromised. The Beauty Rooms aim to provide all clients with the highest standards of care and customer service. If we fail to achieve this, we listen carefully and respond to complaints quickly acknowledging any mistakes and rectifying them so that we can make improvements to our service.

The complaint’s full policy is available to clients when they first raise concerns about any aspect of the treatment or service they have received.

There will be 3 main stages to The Beauty Rooms complaint’s process as well as a formal complaints option -

Stage 1 – The Manager Carys is responsible for the operation of the complaints policy on a day-to-day basis and is the point of contact for clients and staff seeking assistance with complaints. The majority of complaints can be dealt with immediately by staff.

Training and support are provided for staff to help them fulfil their responsibilities in this area.

Whatever the outcome, the relevant member of staff is responsible for ensuring that a complaints reporting form/details entered into the accident book. This is located under the shop desk in the lockable cabinet as is completed and given to the Manager Immediately.

The Manager will then contact the client by the close of business (Maximum twenty-four hours of the complaint being reported) to see if we can rectify the matter amicably using a fair and reasonable approach. Direct contact details will be provided for the client to keep in regular contact with. Photographs and evidence will/may be requested. Aftercare advice reiterated and advice to seek a GP if need be.

Stage 2 – Independent external review – If a decision cannot not be reached that our client was not happy with, we will, as be required by the Alternative Dispute Resolution for Consumer Disputes Regulations 2015, refer the client to a certified alternative dispute resolution provider, Hair & Beauty Mediation. As mediators, they listen to both sides and help work towards a fair and reasonable compromise which is acceptable to both parties. It is not legally binding unless both parties agree on an outcome, but this will offer an alternative option than taking legal action. Any additional staff training that has been undertaken in response to this complaint will be relayed to our client. A letter will be sent to our client detailing this.

Hair & Beauty Mediation can be contacted by:
Phone: 01234 831965
Email: mediation@nhbf.co.uk
Website: www.nhbf.co.uk/complaint

Stage 3 – If we cannot, after mediation work towards to a fair and reasonable compromise that both parties are happy with then advise for our client to seek legal advice and to speak with HIW Health Inspectorate Wales. All details, including our insurance companies’ details would be provided for the client. HIW Health Inspectorate Wales and our Insurance company.

Heath Inspectorate for Wales, Rydycar Business Park, Merthyr Tydfil, CF48 1UZ Tel 0300 062 8163

Insurance – Policy Number BUK/211062 Beazley Solutions Ltd 22 Bishopsgate, London, EC2N 4BQ Phone 0207 667 0623

Formal Complaints – If a written complaint be received by either email or post it will be passed directly to the manager, if not already. Stage 1 will apply. Once received an investigation will take place and the client will be notified of an outcome, and we will explain how we aim to rectify this for them to a satisfactory manner including staff training and details of this provided to our client.

If, after following our formal complaints policy, we still can’t agree on how to resolve the complaint to our clients satisfaction we will implement stage 2. And thereafter, Stage 3 should they feel complaint is not dealt with to a satisfactory level.

We hope to resolve all matters within 8 weeks unless additional time requested to ADR or HIW.

At all times our client will be welcomed to provide feedback and how they feel we are resolving the matter. Our high level of customer service is always key to our over all client care.

Monitoring

The Beauty Rooms at The Nibblers Ltd will monitor the following Safeguarding aspects:

Safe recruitment practices
DBS checks undertaken
References applied for new staff
Records made and kept of supervision sessions
Training – register/ record of staff training on child/ vulnerable adult protection
Monitoring whether concerns are being reported and actioned
Checking that policies are up to date and relevant
Reviewing the current reporting procedure in place
Presence and action of manager responsible for Safeguarding is in post

Data Protection and Sharing Information

Information will be gathered, recorded and stored in accordance with the following policies: Policy and Procedures, Patient Gude, Privacy Notice. All data will be kept 8 years from last entry.

All staff must be aware that they have a professional duty to share information with other agencies in order to safeguard children and vulnerable adults. However, information will be shared on a need to know basis only, as judged by the safeguard lead Carys Fitzgerald.

All staff must be aware that they cannot promise clients or their families/ carers that they will keep secrets.

Conflict Resolution and Complaints