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Neftaly Human Capital Social Worker Management Policy, Procedures, Processes, Templates, Documents and Forms NeftalyP528

Policy Code: NeftalyP528

Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 15 November 2025
Review Date: 15 December 2026

Policy Owner: Neftaly Chief Human Capital Officer, NeftalyCHCR

Approved for Human Capital governance, operations, and programmatic implementation.

1. POLICY OVERVIEW

ItemDescription
Policy TitleSocial Worker Management Policy
Policy CodeNeftalyP528
DepartmentNeftaly Human Capital
Policy OwnerChief Human Capital Officer (CHCO)
Approved ByChief Executive Officer (CEO)
Effective Date[Insert Date]
Review CycleAnnual (12 months)
Version1.0

2. PURPOSE

The purpose of NeftalyP528 is to:

  • Define the roles, responsibilities, and scope of Neftaly Social Workers.
  • Ensure professional, ethical, and compliant practice.
  • Establish standard procedures for recruitment, deployment, monitoring, and evaluation.
  • Protect the welfare and rights of clients and beneficiaries.
  • Promote integration of Social Workers into all relevant Neftaly programmes.

3. SCOPE

This policy applies to:

  • All Neftaly Social Workers, Officers, interns, volunteers, and contracted service providers.
  • All Neftaly programmes, offices, projects, events, and virtual engagements.
  • All interactions with beneficiaries, communities, partners, and internal stakeholders.

4. DEFINITIONS

TermDefinition
Social WorkerA trained professional employed by Neftaly to provide social support, case management, counselling, advocacy, and community development.
Client / BeneficiaryIndividuals, families, or communities receiving social work services from Neftaly.
Case ManagementStructured approach to assess, plan, implement, monitor, and evaluate services for clients.
Ethical PracticeAdherence to professional codes of conduct, confidentiality, and standards of care.
HC OfficerNeftaly Human Capital Officer responsible for oversight of Social Worker recruitment, deployment, and performance.

5. POLICY STATEMENT

Neftaly is committed to:

  • Employing Social Workers who are professionally trained, licensed (where applicable), and aligned with Neftaly values.
  • Ensuring Social Workers practice ethically, professionally, and in the best interest of clients.
  • Integrating Social Workers effectively into all relevant programmes.
  • Monitoring performance, ensuring accountability, and providing continuous professional development.
  • Protecting Social Workers, clients, and Neftaly from risk, harm, or unethical practice.

6. PRINCIPLES

  1. Professionalism – Social Workers must maintain ethical, competent, and accountable practices.
  2. Client-Centred Approach – Focus on the welfare and rights of clients.
  3. Confidentiality – Protect client information at all times.
  4. Collaboration – Work in partnership with teams, partners, and communities.
  5. Compliance – Follow legal, regulatory, and organisational standards.
  6. Continuous Development – Promote ongoing skills, knowledge, and performance improvement.

7. ROLES & RESPONSIBILITIES

7.1 Chief Human Capital Officer (CHCO)

  • Approves recruitment and deployment of Social Workers.
  • Ensures policy compliance and professional standards.

7.2 Managers & Royal Directors

  • Oversee Social Worker performance within programmes.
  • Ensure adherence to ethical, operational, and reporting requirements.

7.3 Human Capital Officers

  • Manage recruitment, contracts, deployment, and performance monitoring.
  • Provide training and support for Social Workers.
  • Maintain all records and documentation.

7.4 Social Workers

  • Deliver professional social work services.
  • Maintain accurate and confidential client records.
  • Report cases, incidents, or risks promptly.
  • Participate in professional development and supervision.

8. PROCEDURES

8.1 Recruitment & Onboarding Procedure

  1. Identify Social Worker position requirements.
  2. Post vacancies and review applications.
  3. Conduct interviews, background checks, and reference verification.
  4. Offer position and complete induction FormP528A – Social Worker Onboarding Form.

8.2 Deployment & Assignment Procedure

  1. HC Officer assigns Social Workers to programmes based on skill and availability.
  2. Role-specific responsibilities outlined in TemplateP528-01 – Assignment Guide.
  3. Supervisors ensure compliance with programme goals and client needs.

8.3 Case Management Procedure

  1. Assess client needs using FormP528B – Client Intake Form.
  2. Develop care or support plan TemplateP528-02 – Case Plan Template.
  3. Implement interventions and monitor progress.
  4. Record outcomes in DocP528-01 – Case Management Register.

8.4 Ethical Compliance Procedure

  • Adhere to confidentiality standards FormP528C – Confidentiality Acknowledgement.
  • Report ethical breaches using FormP528D – Ethics Breach Report.
  • Supervisors investigate and take corrective action as required.

8.5 Training & Professional Development Procedure

  1. Conduct initial induction training.
  2. Schedule annual refresher courses and workshops.
  3. Maintain DocP528-02 – Training Register for all Social Workers.

8.6 Performance Monitoring & Evaluation Procedure

  1. Quarterly performance reviews using FormP528E – Performance Evaluation Form.
  2. Identify areas for improvement and provide coaching.
  3. Document performance and update Human Capital records.

8.7 Reporting & Documentation Procedure

  • Maintain accurate records of client interactions, incidents, cases, and program outcomes.
  • Use standard forms and registers to ensure compliance and audit readiness.

9. PROCESS FLOW

  1. Recruitment →
  2. Onboarding & Induction →
  3. Deployment to Programmes →
  4. Case Assessment & Planning →
  5. Intervention & Monitoring →
  6. Documentation & Reporting →
  7. Performance Evaluation →
  8. Training & Development →
  9. Policy Compliance Audit

10. RECORD MANAGEMENT

Documents retained for 5 years:

  • Onboarding forms
  • Client intake and case forms
  • Confidentiality acknowledgements
  • Ethics breach reports
  • Performance evaluation forms
  • Training registers
  • Case management registers

11. NON-COMPLIANCE

Non-compliance may result in:

  • Coaching or counselling
  • Verbal or written warning
  • Removal from assignment or suspension
  • Termination for serious breaches
  • Legal action for unethical or illegal conduct

12. POLICY REVIEW

  • Annual review or after major operational changes.
  • Updates in line with legislation, professional standards, or audit findings.

13. TEMPLATES, DOCUMENTS & FORMS (NeftalyP528)

CodeName
FormP528ASocial Worker Onboarding Form
FormP528BClient Intake Form
FormP528CConfidentiality Acknowledgement Form
FormP528DEthics Breach Report Form
FormP528EPerformance Evaluation Form
TemplateP528-01Assignment Guide / Role Template
TemplateP528-02Case Plan Template
DocP528-01Case Management Register
DocP528-02Social Worker Training Register
GuideP528-01Social Worker Handbook
PosterP528-01Professional Conduct & Values Poster