Orchard Hill College & Academy Trust Supplier Support Hub

Here you can access the information, guidance and resources you need to use Affinity Hub effectively.

Adding Candidates and Compliance

Learn how to add new candidates to the system and complete the required compliance checks to ensure they are ready for placement.

How to View Assignments

A step-by-step guide to viewing candidate assignments, checking key details, and monitoring assignment status within the platform.

Proposing a Candidate

Discover how to submit and propose candidates for available roles, including reviewing opportunities and presenting suitable applicants to clients.

Viewing Invoices

Learn how to access, review, and track invoices, helping you stay up to date with billing and payment information.

Viewing Timesheets

Understand how to locate and review timesheets, check submitted hours, and monitor timesheet approval statuses.

Invoicing and Timesheet Process

Step 1: Submit Weekly Timesheets

Each week, suppliers are responsible for checking their candidates' days worked on the Affinity Hub system.
The timesheet will be sent to the school for approval on a Friday.

Step 2: Timesheet Approval & Chasing Process

Your Account Manager will monitor timesheet submissions and follow up on any missing timesheets.
The deadline for timesheet submission and approval is 12.30 on a Monday each week.

Step 3: Invoice Availability

Invoices for all approved timesheets from the previous week will be generated and made available on Wednesday morning.
Your finance team can log into the Affinity Hub system and download the relevant invoices directly.

Step 4: Invoice Distribution

Do not send timesheets or invoices directly to the Trust or schools.
All timesheet and invoicing activity must be managed through the Affinity Hub system.

Step 5: Payment Terms

Payment terms are 30 working days from the invoice date.
Affinity Hub operates on a non pay-when-paid basis, meaning:
You will be paid within the agreed payment terms.
Payment is not dependent on us receiving payment from the client first.

Candidate Expectations

Arrive on time and allow enough time to sign in, complete any visitor procedures and report to the correct contact before the agreed start time.
Bring your most recent DBS certificate, valid photo ID and any other documents requested in advance. These should be available for checking on arrival.
Dress professionally and appropriately for a school environment, taking into account safeguarding, health and safety and the need to present a positive example to pupils.
Be polite, respectful and professional with all school staff, pupils, parents and visitors at all times.
Follow all school safeguarding procedures, including signing in and out, wearing a visitor badge where required and remaining in authorised areas only.
Do not use mobile phones whilst on school premises unless authorised to do so. Phones should be kept away and never used around pupils unless permission has been given by the school.
Maintain appropriate boundaries with pupils and avoid being alone with a pupil unless this has been specifically authorised and is in line with school policy.
Follow the instructions of school staff and comply with the school’s behaviour, confidentiality, health and safety and emergency procedures.
Respect confidentiality at all times. Do not discuss pupils, staff or school matters outside the placement or share any information on social media.
Act as a positive representative of the agency or organisation by being reliable, prepared, approachable and professional throughout the visit or placement.

Supplier Expectations

Propose suitable candidates within 30 minutes of receiving the job requisition, wherever possible, ensuring they meet the school’s stated requirements and availability.
Acknowledge receipt of each job request promptly and confirm that the role, dates, times, location, rate and any specific requirements have been understood.
Only submit candidates who have been fully vetted, compliant and cleared to work in a school environment, including current safeguarding checks, DBS status, right to work and relevant references.
All compliance check fields to contain a date and not left blank and uploaded in PDF
Communicate clearly and professionally with the account manager throughout the booking process, keeping them updated on candidate availability, confirmations, delays or any issues.