While teacher recruitment often dominates the headlines, the shortage of support staff – particularly skilled caretakers – is quietly creating serious challenges for primary schools across the country. Caretakers don’t just unlock the site and fix desks; they are the heartbeat of a school site, ensuring it is safe, welcoming, and fully operational every day. Without them, the smooth running of a school can quickly unravel.
Why caretaker recruitment matters
Primary schools face a unique challenge: many operate with just one caretaker or site manager responsible for every aspect of site management. From clearing playgrounds and maintaining classrooms to handling minor repairs, deliveries, and safety checks, this single person keeps the school running.
When that caretaker is absent due to sickness, notice periods, or recruitment gaps, the impact is immediate and widespread. Unlike larger secondary schools with teams of site staff, primary schools do not have backup layers to absorb the workload. The headteacher or senior leadership team often have to step in, juggling operational tasks alongside teaching, safeguarding, and leadership responsibilities.
The result is disruption not just to the site, but to the entire school community. Pupils, teachers, and staff notice when basic routines break down: toilets may be out of order, playgrounds can become unsafe, and urgent repairs may be delayed. The ripple effect of a single vacancy or absence can be felt across every corner of a primary school.
The true cost of recruiting in-house
In-house caretaker recruitment may initially seem straightforward, but, as revealed in a report by TIB Services, the hidden costs are significant:
- 30 hours per hire – the time senior leaders spend advertising, interviewing, vetting, and processing a new candidate.
- Up to two months of disruption – from placing the advert to the candidate starting work, including notice periods and KCSIE safeguarding checks.
- Repeated recruitment cycles – if a candidate withdraws or isn’t the right fit, schools face further time, stress, and expense.
Download the full report to see further insights here.
For a headteacher already balancing teaching, safeguarding, and strategic leadership, these recruitment demands can be overwhelming. It is not just an operational challenge; it is a strategic issue that affects school culture, safety, and continuity.
Real-life pressures
These challenges are not hypothetical. Many primary school leaders have faced situations where the absence of a caretaker has created real operational chaos:
- In south London, a headteacher had to double as a lollipop person while also leading safeguarding, simply because there were no available site staff.
- In Worcestershire, a headteacher found themselves unblocking toilets and clearing a playground of dead rats, all while managing their usual teaching and leadership duties.
When there’s only one caretaker, the stakes are even higher. Any gap in recruitment, sickness absence, or temporary unavailability puts every operational process at risk. School leaders often end up working outside their usual remit, which can impact both staff wellbeing and the overall pupil experience.
A smarter path forward
Recruiting the right caretaker doesn’t have to be a prolonged struggle. TIB Services is the UK’s only specialist in school site staffing, providing both temporary and permanent placements. With a nationwide pool of over 9,000 candidates, they can usually provide skilled cover in under two weeks.
Before starting work in school, all candidates are fully trained, KCSIE-vetted, and ready to make a positive, immediate impact. By working with a specialist partner, primary schools can reduce disruption, free up senior leaders’ time, and ensure pupils and staff experience consistency and safety even when the regular caretaker is unavailable.
Why caretaker recruitment is strategic
For primary school leaders, it is crucial to view caretaker recruitment as a strategic priority, not just an administrative task. Understanding the true cost of in-house recruitment, the operational risks of vacancies, and the impact on staff and pupils is the first step toward building a resilient, well-supported school.
By proactively securing skilled site staff, heads can:
- Maintain smooth, safe operations across the school.
- Protect their own time and wellbeing by reducing emergency firefighting.
- Ensure a consistent, positive environment for pupils and teaching staff.
- Avoid the stress and expense of repeated recruitment cycles.
Investing in specialist support for caretaker recruitment is an investment in the future stability and safety of the school.
Secure skilled caretaker cover in under two weeks*
With TIB Services, primary schools can access a specialist service that understands the unique pressures of smaller sites. Caretakers are ready to step in, fully vetted and trained, helping schools continue to operate smoothly and safely without placing extra strain on senior leaders.
See candidate profiles in your local area today.
For more information, call 0333 772 9633, email helpdesk@tibservices.co.uk, or visit tibservices.co.uk
* Subject to availability
