How to Build a Reliable Casual Pool in Early Learning: Proven Strategies from the Sector

Running an early learning centre means planning for the unexpected and that starts with people. Whether it's a sudden educator illness, enrolment surges, or the daily juggle of rosters and ratios, having a dependable casual pool is not just a nice-to-have, it’s essential. A well-built pool of skilled casual educators ensures your service can stay compliant, maintain consistency for children and families, and ease the pressure on your permanent team. It’s one of the most valuable workforce assets a centre director can invest in.

At McArthur, we’ve supported early learning services across Australia for over 35 years, and we’ve seen first-hand how a proactive, people-first approach to casual staffing can transform daily operations. Rather than reacting to roster gaps, the most effective centres treat casual workforce planning as a core part of their long-term strategy. In this article, we share key lessons from across the sector to help you build a casual pool that’s not only reliable but also aligned with your centre’s values and commitment to quality early education.

The Cost of Not Planning Ahead

According to a 2023 report by the Australian Children's Education and Care Quality Authority (ACECQA), 89 percent of long day care services cited staffing as their greatest operational pressure. A common theme we hear from centres is the reactive approach to casual recruitment, leading to last-minute scrambles and, ultimately, disruptions in care continuity.

Without a prepared and vetted pool, centres risk:

• Non-compliance with staffing ratios and qualification requirements
• Inconsistent educator-child relationships, affecting developmental outcomes
• Burnout of permanent staff who must frequently fill gaps
• Negative family perception due to fluctuating educator presence

A proactive approach mitigates these risks and positions your centre as a stable and well-managed service.

Lesson 1: Prioritise Compatibility, Not Just Availability

One of the most common mistakes in casual recruitment is focusing solely on availability. While filling a shift quickly is important, the long-term goal should be consistency and educator quality. Building a pool of casuals who understand your pedagogy, routines and values results in smoother transitions and better experiences for both children and families.

At McArthur, we screen for more than just qualifications. We assess soft skills, early childhood philosophies, cultural alignment and communication style. Casual educators who “fit” your team are more likely to return, stay longer and require less induction time.

Lesson 2: Streamline Your Onboarding Processes

Another key factor in building a reliable casual pool is efficient onboarding. Centres that standardise their induction materials and streamline compliance checks (WWCC, First Aid, child protection training) are better positioned to integrate casuals quickly and effectively.

We recommend developing a "Casual Educator Welcome Pack" that includes:

• Daily routines and expectations
• Child behaviour management policies
• Room-specific notes or floor plans
• Emergency procedures
• Key contacts and escalation pathways

This investment upfront supports smoother operations and increases the likelihood of casual educators returning regularly.

Lesson 3: Nurture Relationships with Repeat Casuals

Casuals are often seen as transactional, but centres that build relationships with their casual educators see higher retention and engagement. Regular feedback, inclusion in team meetings (where possible), and acknowledgement for their contributions all go a long way.

You may even consider offering regular casuals preferential access to permanent roles or professional development sessions. These touchpoints build loyalty and promote quality.

According to Jobs and Skills Australia, the ECEC workforce needs to grow by 20 percent over the next five years to meet increasing demand. Creating a welcoming, professional environment for casual educators helps you stay competitive in an increasingly tight talent market.

Lesson 4: Partner with a Specialist Recruitment Provider

Many services attempt to manage their casual pool internally, only to be overwhelmed during peak illness seasons or periods of staff turnover. Partnering with an ECEC recruitment specialist provides immediate access to a wider talent pool, pre-screened candidates and compliance-assured processes.

McArthur has supported early learning centres for over 35 years with both short-notice and planned casual staffing. We understand the sector’s regulatory demands and the importance of building strong educator-centre relationships.

Our local recruitment teams work closely with you to understand your centre’s philosophy, ensuring a tailored and consistent approach to your casual staffing needs. We also offer access to our Matchwell platform, streamlining shift requests and allowing you to view your shift schedule in real time and access compliance documents from available educators with ease.

Lesson 5: Think Long-Term, Not Just Day-to-Day

Casual staffing is often seen as a stop-gap measure, but it should be part of a longer-term workforce strategy. Centres that treat casuals as integral members of the team are more likely to retain them and convert them into permanent employees over time.

By building a casual pool with care and consistency, you gain flexibility without sacrificing quality. It’s not just about filling a shift; it’s about ensuring continuity of care, meeting regulatory requirements and supporting positive outcomes for children and families.

Start Building a Reliable Casual Educator Pool with McArthur

At McArthur, we understand that children thrive when educators are confident, consistent and connected. That’s why we’re committed to helping centres like yours build reliable, high-quality casual pools that support your vision, values and daily operations.

Whether you need immediate casual coverage or want to develop a long-term staffing strategy, our specialist team is ready to support your goals with insight, experience and sector-leading service.