You cannot run a well-oiled care facility without the right people in the right places at the right times. That is where a clear staffing policy comes into play. If your shifts are always in a scramble, or residents complain about slow responses, chances are your staffing approach needs work.

Let us break it down together and make the process easier—without any fluff or buzzwords. You need a simple, sensible policy that supports your team and protects your residents. And yes, we will keep it straight to the point, with a few laughs along the way.

Why Staffing Policy Matters in Aged Care

Think of a staffing policy like the instruction manual for a very large, very important machine. Skip it, and the whole thing goes off the rails.

In aged care, your workforce directly affects the safety, dignity, and wellbeing of the people you care for. A poor staff-to-resident ratio can lead to rushed care, missed medication rounds, or worse—burnt-out workers.

Creating a written staffing policy gives everyone—from workers to administrators—a shared understanding of:

• Who is expected on each shift
  
• What qualifications are needed
  
• How decisions are made about rosters
  
• What happens when staff call in sick
  

When you write it down, you remove the guesswork.

Start with Your Goals

Before you open a blank document and stare at the blinking cursor, ask yourself this: What does safe, consistent care look like in our facility?

Your staffing policy should support:

• Resident safety and care standards
  
• Compliance with Australian aged care regulations
  
• Fair workloads for staff
  
• Effective planning for daily, weekly, and emergency needs
  

Keep these goals front and centre. They will guide the entire policy-writing process.

Include Staff-to-Resident Ratio Standards

This part is not just helpful—it is expected.

In Australia, staffing requirements are governed by the Aged Care Quality Standards and more recently, mandatory care minutes and registered nurse coverage rules. You need to refer to these when setting your staff-to-resident ratios.

Here is what to include:

• Day shift, evening shift, and night shift ratios
  
• Different ratios for high-care and low-care wings
  
• What happens during public holidays or emergencies
  
• Any ratio requirements tied to care minutes per resident
  

You might not hit the exact number every day, but your policy should show that you are planning for it and tracking it.

Be Clear About Roles and Responsibilities

A staffing policy is not just about how many hands are on deck. It should also describe what those hands are doing.

Spell out:

• Which roles are needed on each shift (e.g. registered nurses, care workers, cleaning staff, kitchen staff)
  
• The key responsibilities tied to each role
  
• When and how a staff member can escalate a concern or request backup
  

Be specific. Do not assume people will “figure it out.” When things get chaotic—and they will—it helps to have black-and-white guidelines.

Roster Planning and Shift Coverage

Rostering is not just about filling a calendar. It is about balancing staff availability, qualifications, fatigue, and resident care needs.

Your policy should cover:

• How far in advance rosters are published
  
• How changes to the roster are managed
  
• Preferred shift lengths and breaks
  
• Guidelines for overtime or double shifts
  
• Minimum staffing requirements per shift
  

Planning ahead means fewer last-minute calls, fewer burnt-out workers, and fewer complaints from everyone involved.

Tip: If you have ever had three staff off sick and no backup plan, you know exactly why this matters.

Dealing with Staff Absences and Emergencies

Life happens. People get sick. Cars break down. Floodwaters rise.

Make sure your staffing policy includes:

• How staff report absences
  
• Who is responsible for finding cover
  
• When agency workers may be brought in
  
• How staff should escalate urgent gaps in coverage
  

This is one of the most overlooked sections in aged care policies, but it can be the difference between smooth sailing and full-blown panic.

Staff Qualifications and Skill Mix

Not all staff are created equal. Some are still learning the ropes, while others have been around long enough to remember the days before electronic care records.

Your policy should address:

• Required qualifications and certificates for each role
  
• How new staff are supported during induction
  
• The skill mix you aim for on each shift (e.g. minimum one registered nurse, one experienced personal care worker, etc.)
  
• How supervision is managed for less experienced workers
  

This shows your commitment to both compliance and safe, competent care delivery.

Compliance with Australian Standards

You are not writing this policy just for yourself. You are writing it to show regulators, auditors, and stakeholders that your facility is compliant and well-managed.

Make sure you align your staffing policy with:

• The Aged Care Quality Standards
  
• Work Health and Safety regulations
  
• The Fair Work Act
  
• Any state-based requirements for staffing levels
  

A good rule of thumb? If a policy officer turned up tomorrow, would your staffing approach stand up to scrutiny? If not, revise it.

How Governa AI Makes It Easier

Let us be honest. Writing aged care policies from scratch is like trying to make a cake without a recipe. You can do it, but it will probably be lumpy.

That is why many providers in Australia use aged care policy templates from Governa AI. You get clear, compliant frameworks that you can adapt to suit your facility—no need to start from zero.

The templates are built for real-life aged care settings, not idealistic theory. Whether you are a small facility or a large provider group, Governa AI helps you get your policy house in order—without second-guessing.

Policy Maintenance and Review

Once your staffing policy is written, your job is not done.

Set a clear review cycle. This could be:

• Every 12 months
  
• After major changes in regulation
  
• Following a serious staffing incident
  
• When feedback from staff highlights a recurring problem
  

Make sure there is a responsible person or team assigned to keep the policy up to date. Do not let it sit in a dusty folder on a shared drive.

Policy Communication and Training

A policy is only helpful if people know what is in it.

Include in your document:

• How staff will be trained on the policy during onboarding
  
• How updates to the policy are communicated
  
• Where the policy is stored and how staff can access it
  
• Who to speak to if something in the policy is unclear
  

You might even run a refresher quiz during team meetings. Keep it light, but meaningful.

Final Thoughts

Writing a clear staffing policy does not need to be a headache. With the right approach—and a few solid templates—you can create something that makes life easier for your team and safer for your residents.

You do not need to reinvent the wheel. Just make sure the wheels are turning in the right direction.

Need a Staffing Policy Template That Works?

Start with a ready-made, compliant framework from Governa AI. You can customise it, download it, and roll it out—all in one afternoon.

👉 Visit Governa AI’s Policy Templates and build your staffing policy with confidence.