In our last article, How to avoid the hidden costs and chaos of caretaker recruitment, we highlighted a stark reality for many primary schools: the operational “firefighting” that ensues when a site manager or caretaker is absent. We explored the ripple effect of these vacancies, from headteachers unclogging toilets to the breakdown of basic safety routines.
We’ve seen the risks. Now, let’s talk about the solutions.
For a growing number of forward-thinking primary schools, site staff recruitment is a strategic priority. By shifting from panic-hiring to proactive planning, school leaders are not only reclaiming their time but building safer, more resilient learning environments.
The high cost of “business as usual”
The traditional route of in-house recruitment is increasingly untenable for busy leadership teams. As TIB Services data reveals, the “hidden costs” are quantifiable and damaging:
- 30 hours: The average time a senior school leader spends advertising, interviewing, and vetting a single candidate.
- Over two months: The typical duration of disruption from advertising a vacancy to the successful candidate ready to start, leaving schools vulnerable for weeks.
- Performance gaps: When interviews are approached with a fixed idea of what ‘good’ looks like, or focus too heavily on previous job titles, schools risk overlooking the skills and values that really matter. Without a well-designed interview process that looks beyond the CV, candidates may appear strong on paper but lack the resilience and cultural fit for a school environment, leading to poor performance and repeated recruitment cycles.
Download the full report to see further insights here.
A best practice model: the TIB approach
TIB Services has pioneered a model that flips this dynamic on its head. Instead of waiting for a vacancy to become a crisis, it provides a solution that cuts the typical recruitment timeline from months to under two weeks.*
However, speed does not mean cutting corners. TIB establishes a high standard, ensuring that efficiency is always matched by rigorous safeguarding:
Vetting by experts, not algorithms: TIB’s Vetting & Safeguarding Specialists are retired police officers. They don’t just tick boxes, they conduct rigorous interviews to assess character and suitability. Every candidate comes with a Letter of Assurance for your Single Central Record, covering Enhanced DBS, Right to Work, and Barred List checks.
Skills matching: TIB recruits specifically for the unique demands of school site teams. By sourcing candidates with backgrounds in the military, emergency services, and trades, it provides schools with professionals who have the right transferable skills.
Safety-first training: Unlike general agencies, TIB Services candidates are pre-trained before they step onto your site. This includes certifications in Asbestos Awareness, COSHH, Fire Warden duties, and Legionella Awareness.
Proven impact: The results speak for themselves – 97% of schools rate TIB candidates as “excellent”.
“Our experience with TIB has been fantastic. They have shortened the time scales for recruiting staff with the necessary skills for our needs.” – The Harmony Trust
“TIB has provided an excellent support service… ensuring that we have not had any downtime since they have been working with us.” – Castle Phoenix Trust
Is your site staffing strategy truly resilient?
Moving from firefighting to forward planning starts with an honest assessment of your current capacity. Use this checklist to see where your site strategy stands:
- The “single point of failure” test: If your caretaker called in sick today for two weeks, does the school continue to run smoothly without you stepping in?
- The compliance check: Do you have instant access to a compliant, fully vetted cover solution that satisfies KCSIE requirements?
- The time audit: Can you handle site recruitment or management without sacrificing significant senior leadership time per term?
- The skills gap: Does your recruitment process test for school-site compliance knowledge (e.g. legionella, asbestos)?
If you answered “No” to any of the above, it may be time to reconsider your approach.
Future-proofing your workforce
The most effective school leaders treat caretaking as an integral part of their strategic workforce planning. They understand that a safe, well-maintained site is the foundation of a good education.
By partnering with TIB Services, you are not just filling a vacancy; you are accessing a nationwide network of over 10,000 skilled candidates. You are ensuring that when the unexpected happens, you are ready with a fully trained, vetted professional who can keep the school operational, safe, and open for learning.
Secure skilled caretaker cover in under two weeks*
TIB Services is the UK’s only specialist in school site staffing. Let its team handle the matching, vetting, and training, so you can focus on leadership and school improvements.
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
