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Using an SEN staffing agency in London for the first time involves account setup, agreeing terms and placing your first booking. This guide explains what schools can expect from the agency relationship and how to get the best from it.
Using an SEN staffing agency in London for the first time involves a straightforward process that begins with account setup and agreeing terms. Schools that understand what to expect from each stage of the agency relationship, from initial contact through to ongoing use, are better positioned to get good outcomes from agency placements. This guide walks through the key stages of the SEN agency relationship for London schools.
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When contacting a SEN staffing agency for the first time, most agencies will want to understand your school’s SEN provision, the types of roles you need to fill and your immediate requirements. They will typically send you their terms of business to review before setting up an account. Account setup involves providing the school’s DfE number and Ofsted URN, confirming your DBS policy and completing any credit verification the agency requires. Some agencies conduct a brief introductory call or visit before confirming an account.
The agency’s terms of business set out the commercial relationship: hourly rates for each role category, the agency’s DBS and compliance policy, cancellation terms, transfer fee provisions for converting agency workers to direct employment and payment terms. Schools should read and understand the terms before signing. Key things to check include: whether rates are all-inclusive; what the transfer fee provisions are; how much notice is needed to cancel a confirmed booking without charge; and what the agency’s policy is on DBS checking.
When placing a booking, provide the agency with as much relevant information as possible: the date and times required, the specific SEN role and any required experience, the key needs of the pupils being supported (including any relevant diagnoses, behaviours or support strategies), relevant information about the class or provision setting and any risk assessment information. The more context you provide, the better the agency can match a worker who is genuinely suited to the placement.
When an agency worker arrives at school, they should receive an induction covering the school’s health and safety procedures, the location of relevant rooms and resources, the specific pupils they will be supporting and their individual needs and support strategies, the class or provision routine and who to contact with any concerns. Even experienced SEN TAs benefit from a brief induction to a new school context. A short induction reduces risk and improves the quality of support the agency worker provides from day one.
The quality of the agency relationship develops over time. Regular feedback on each worker, both positive and when improvement is needed, allows the agency to build knowledge of your school’s preferences and to improve the quality of subsequent placements. Communicate changes in your staffing requirements proactively. If you are likely to need cover for a planned absence, give the agency as much notice as possible. Building a relationship with a named consultant who knows your school is particularly valuable in London, where turnover in agency consultant roles can be high.
SEN agencies typically invoice weekly or bi-weekly for hours worked. Schools should have a clear process for authorising timesheets before payment and should raise any disputes promptly. Most agencies require a school representative to sign or electronically confirm the worker’s timesheet. Schools should keep copies of authorised timesheets for financial audit purposes. If there are any concerns about hours charged or rates applied, these should be raised with the agency’s account management team.
For related information see our articles on How SEN Agencies Work in London and How to Choose an SEN Agency in London.
When using a SEN agency for the first time, expect to go through an account setup process, review and sign terms of business, and then place your first booking with a detailed briefing on the role and the pupils being supported. The agency will confirm a suitable worker and you should provide an induction on their first day. Building an ongoing relationship with a named consultant improves the quality of subsequent placements.
Provide the role title and the hours required, the type of SEN and the specific needs of the pupils being supported, any relevant diagnoses or EHCP information, the setting and routine for the placement, any specific strategies or approaches the worker should use, and any health and safety or risk information relevant to the role. The more context you provide, the better the agency can match a worker who is genuinely suited to the placement.
Ask the agency to confirm in writing that all workers placed with your school have current enhanced DBS checks with the relevant barred list checks for work with children. Ask about their policy on the DBS update service. Consider requesting DBS certificate numbers for workers you have not previously used so that you can verify status independently through the update service before they begin work.
Visit our SEN London Resource Hub for more guides on EHCP rights, SEN legislation, staffing costs, agency use, Ofsted expectations and borough-by-borough funding variations across the capital.
The information in this article is provided for general guidance only and does not constitute legal or professional advice. Legislation, funding and local authority policies change: always verify current requirements with the relevant authority. SENDhelp Education Limited accepts no responsibility or liability for any loss or damage arising from reliance on this content. Any links to third-party websites are provided for convenience only and do not constitute endorsement of their content.
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