How to Hire Supply Teachers

Just like regular workers, teachers are legally entitled to time off. They might use this time for planned holidays, care for their children, or even recover from ill health.

Whilst paid time off is a legal right, absences can leave a gaping hole in rotas – which education employers need to fill. That’s where supply teachers come into play. They’re usually qualified enough to lead classrooms straightaway; and experienced enough to maintain educational continuity.

Before you invite supply teachers into your classroom, it’s important to take the right steps beforehand. That includes knowing which practices, procedures, and regulations to follow. Neglect these and you could end up hiring teachers illegally. In more serious cases, you could even face compensation penalties, business closure, and even criminal prosecution.

For further advice, contact one of our expert HR advisors free of charge today. Now, let’s look at what steps employers need to take when hiring supply teachers for their schools:

Why do you need to hire a supply teacher?

Supply teachers are often fully qualified to teach, passed DBS checks, and ready to work from the moment you contact them. They should be registered with the local department of education and will have relevant experience related to their role.

Educational employers may need to hire a supply teacher for the following:

• Create or carry out lesson plans that are in line with the normal teacher’s guidelines.
• Assign homework according to the lesson plan.
• Promote a safe and productive learning environment (in line with school policies).
• Maintain proper discipline and control within the classroom.
• Report issues related to the class; like absences, disciplinaries, and positive events. 

What legal rights do supply teachers have?

As most supply teachers count as agency workers, the main laws that apply to them include:

• The Agency Workers Regulations 2010.
• The Employments Rights Bill 2024.
• The Health and Safety at Work etc Act 1974.
• The Equality Act 2010.
• The Conduct of Employment Agencies and Employment Businesses Regulations 2003.

Supply teachers are legally entitled to various statutory rights based on their service period. As a Day One right, they should legally have:

• Access to staff rooms, canteen facilities, multi-faith rooms, etc.
• Access to transport facilities, like on-site parking or local pick-ups.
• Access to permanent vacancies, like job adverts and application processes.

After completing 12 weeks of work (in the same role, with the same employer), supply teachers should receive the same basic pay and work conditions as their full-time colleagues. This includes:

• Basic pay rates under the school teachers’ pay and conditions document (STPCD).
• Working hours.
• Breaks at work and rest days.
• Holiday entitlements.
• Pregnancy risk assessments (and alternative work related to their pregnancy).
• Paid time off for antenatal appointments.

It’s important to note that if an agency supply teacher accepts an employment contract from a school, the Agency Worker Regulations 2010 no longer applies.

How to attract and hire supply teachers for your school

Supply teachers are the forgotten heroes of education. At the last minute, they’re ready to take over classrooms when full-time teachers aren’t available to work.

With the help of your HR teams, employers need to invest in skilled, competent, and revolutionary supply teachers. Ones that can create a positive classroom experience that will make students feel happy, safe, and motivated to learn.

Let’s take a look at how employers can attract and hire supply teachers for their schools:

Create a mixed recruitment method

The first step employers should take is creating a mixed recruitment method. This ensures your attracting supply teachers who class as either an active or passive candidate.

Active candidates are those who respond to job adverts through areas like newspapers, job fairs, or jobsites. Passive candidates are those who are available for jobs presented to them through referrals or even word-of-mouth.

Employers should make the most of both types. Not only will it extend your shortlists, but it exposes you to a wider talent pool, filled with people from all kinds of backgrounds and experiences.

Implement an Employer Value Proposition (EVP)

Employers should work with their HR teams to implement a comprehensive Employer Value Proposition (EVP). An EVP is a set of work benefits given to an employee in exchange for their skills, expertise, and experiences. Your EVP can cover things like:

• Work expectations.
• Business ethics and workplace cultures.
• Job benefits and perks.
• Career development.
• Work-life balance.
• Recognition and rewards.

Simplify the hiring process

Just like hiring regular teachers, the process is similar for substitutes. If you overcomplicate the process, it’s hard to even find substitute teachers – let alone ones who can cover shifts last-minute.

Keep your application steps, interview stages, and onboarding processes simple. Ask for essential information in the beginning; this will filter out candidates who don’t meet statutory requirements. For example, eliminating those without proper DBS checks.

Schools run on uninterrupted continuity, in both the classroom and beyond. So, time is of the essence when it comes to hiring supply teachers. It helps to simplify the process to cover all statutory rules and requirements.

Get expert advice on hiring supply teachers with Peninsula

You can’t always tell if your teachers are going to need time off from work. In their absence, it falls to supply teachers to pick the baton and keep educational continuity going for your business.

Peninsula offers expert advice on hiring supply teachers for your school. Our 24/7 HR advice is available 365 days a year. We also offer free risk assessment templates for schools tailor-made to your business needs.

Want to find out more? Book a free chat with one of our HR consultants. For further information, call 0800 051 3685.