Safer Recruitment
All organisations that employ adults or volunteers to work with children should adopt a consistent and thorough process of safer recruitment in order to ensure those recruited are suitable. For more detailed information and Safer Recruitment e-Learning (external link), see the Children's Workforce Development Council (CWDC) website (external link).
The purpose of Safer Recruitment is ultimately to:
- Deter:
When advertising a new job, right from the start, the advert must deter potential abusers. It must be obvious that your organisation has a rigorous recruitment process and does not tolerate abuse in any shape or form - Reject:
At the interview stage, you need to know exactly what kind of questions and approaches can help you see what a candidate is really like. - Prevent:
It is inevitable that some potential abusers will still be recruited by organisations serving children and young people. This does not mean it's too late for us to act. Although a safer recruitment process is vital, it's equally important that your organisation has a safe culture.
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Safer Recruitment
Safer Recruitment Policy / Statement
Organisations should have an explicit written recruitment and selection policy based on the principles of safer recruitment which includes a safeguarding statement.
The purpose of the policy is to outline clearly to existing and potential employees, the organisation’s stance on safer recruitment practices.
Job Description / Person Specification
It is very important that every job is well defined and has a corresponding job description and person specification. The job description must clearly outline the role, responsibilities and accountabilities of the jobholder, including the tasks/duties they will be required to undertake. Equally, the person specification should clearly outline the knowledge, skills and experience required to do the job.
The person specification should outline:
- Knowledge, skills and experience required for the post
- Responsibility and accountability for safeguarding and promoting the welfare of children and young people.
- Qualifications
- Demonstrable competencies and qualities required
- How the essential requirements of the post will be tested e.g. interview, test, assessment centre, presentation
Volunteers should be provided with a ‘volunteer profile’ which must adhere to the principles stated above.
Application Forms
It is best practice to use pre-defined application forms for all recruitment and selection activity rather than request CVs. They provide a well-structured method for gathering information critical to the recruitment process, and ensure consistency of applicant data.
A well-designed application form should give the applicant an opportunity to provide a self-disclosure on previous criminal convictions, cautions and reprimands and for the panel to explore them during the interview process. This does not remove the need to conduct robust pre-employment checks including CRB Disclosure checks.
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The job advert shapes the first impression applicants have of an organisation. The advert is an important tool when it comes to sending out the right message to the public – the business of the organisation, its culture and the type of person needed for the job.
What better opportunity to send the right message than to include a strap line outlining the organisation’s commitment to safeguarding and promoting the welfare of children and young people?
It is also good practice to clearly state that the post holder will be subject to a CRB Disclosure check.
Panel Selection
The panel should be well-briefed on the post in question and the recruitment and selection process. It is good practice to ensure that shortlisting of applications is carried out by the interview panel. Every panel should have at least two people on it and should be representative of gender and ethnicity.
Shortlisting
It is recommended that shortlisting is conducted by the interview panel. The selection criteria used for shortlisting should be based on the ‘Essential’ criteria identified in the person specification. It is good practice to use a shortlisting matrix. This makes it easier to shortlist, ensures fairness and consistency and provides an audit trail for each vacancy.
Alongside the obvious gaps such as omissions or incomplete details on the application form, you should be aware of other issues such as frequent changes in employment that do not show any clear career or salary progression or a move from high paid permanent employment to temporary or supply work and explore these with the candidate during the interview.
It is good practice to compare the information provided by the applicant with the information contained in the references to ensure that both sets of information match. Any inconsistencies should be explored with the candidate.
Note: References should be read after the shortlisting process.
Self-Declaration of Previous Convictions
Candidates applying for a post that involves work with children and young people will be expected to declare all convictions, cautions, reprimands and bind-overs whether spent or unspent on their application form. This is known as a ‘Self Disclosure’.
The nature of the self-disclosure will determine a candidate’s suitability to proceed to the interview stage. However, it is important that self-disclosure information is not used as a criterion for short listing.
Note: A self disclosure does not remove the need to carry out an Enhanced CRB Disclosure check for appropriate posts.
All self disclosures are subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 as Amended which makes certain regulated activity (i.e. work with children and young people) exempt from the Act and therefore require individuals seeking to work with these groups to be subject to an Enhanced Criminal Record Disclosure check.
References
References are an important part of any recruitment and selection process and even more so for safer recruitment. The purpose of seeking references is to obtain objective factual information.
References should always be sought and obtained directly from the referee. Employers should not rely on references or testimonials provided by the candidate, or on open references and testimonials i.e. “To Whom It May Concern”.
The information contained in a reference is vital to reaching a decision to employ or not employ:
- References should be requested as soon as short listing has been completed. Seek references for short listed applicants only.
- A minimum of two references must be sought. One reference must be from the current or most recent employer.
A reference request should contain the following:
- Copy of the job description and person specification
- Confirmation of employment dates – from/to
- Confirmation of basic salary and other remuneration
- Specific details of the applicants role and responsibilities in that post
- Performance history, ability and capability of the individual to carry out the post applied for
- Attitude/behaviour towards work/colleagues
- Notable achievements in that post
- Attendance levels
- Sickness absence
- Punctuality
Any information about past disciplinary action or allegations should be considered in the circumstances of the individual case. Cases in which an issue was resolved satisfactorily some time ago or an allegation was determined to be unfounded or did not require formal disciplinary sanctions, and in which no further issues have been raised, are not likely to cause concern. More serious or recent concerns or issues that were not resolved satisfactorily are more likely to cause concern. A history or repeated concerns or allegations over time is also likely to give cause for concern.
If after you have sent off for a reference, you have not received it two days before the interview, it is good practice to contact the referee by phone to obtain a telephone reference. Detailed notes of the discussion should be made and retained for your records. This does not remove the need to obtain a full written reference from the referee.
Consideration should also be given to an applicant’s request to delay seeking references. This could be because the applicant does not want the current employer to know they are actively seeking other employment. Such knowledge may create difficulty for the applicant if they are unsuccessful in securing the post. Where such a request is made, the organisation should make it clear to the applicant that a delay in seeking references could cause a delay in an offer of appointment being made.
It is good practice to contact the referee of the preferred candidate to verify the authenticity of the reference.
Note: References should be sought on all short listed candidates including internal ones.
Selection Methods
An interview is just one of a number of selection tools that can be used during recruitment. Other methods of selection such as:
- Presentations
- Group exercises
- Written exercises
- Personality questionnaires
- Aptitude/ability tests (recommend use of trained administrator)
If structured properly, these can be helpful in assessing a candidate’s suitability for the job and can be important tools in exploring motives/attitudes for wanting to work with children. They allow you to assess the candidate’s interaction with others, giving a useful insight into behaviour and attitude.
All selection methods should be well thought-out and the panel should be well briefed/trained in their use.
Interview
It is good practice for the panel to meet prior to the interviews to agree the format of interview process; who will chair the interview and to decide who will ask what questions. The panel should also discuss how it will explore any gaps in employment history and any other concerns identified on the application form during the short listing process or from references.
Qualifications
If the post applied for requires a specific qualification, you must notify the shortlisted applicants of the need to bring the original (plus one copy for your records if applicable) certificate along to the interview.
Professional Registration
If the post applied for requires registration with a professional body, you must notify the shortlisted applicants of the need to bring the original evidence of registration (plus one copy for your records) along to the interview.
Other recommended checks prior to employment
- Identity checks
- UK residence or permission to work in UK
- Full employment history
- CRB enhanced disclosure
- Overseas criminal record check (where applicable)
- Medical Fitness
Conditional Offer of Employment
It is good practice to ensure all pre-employment checks are completed prior to issuing a contract of employment. All offers of employment should be conditional and subject to the satisfactory outcome of all pre-employment vetting checks and where applicable it should be written into all contracts of employment. Verbal offers should clearly state that offers are conditional.
The Safeguarding Children and Safer Recruitment in Education guidance makes it possible for appointments to be made pending the outcome of a CRB check for staff working in education settings. Nonetheless, employers must carry out an Independent Safeguarding Authority check prior to making the offer and they must ensure adequate supervision arrangements are in place for the duration until CRB clearance has been received.
Record Keeping/Retention of Personal Data
It is important to retain data pertaining to all recruitment and selection activities. This can be broken down into two parts:
- Retention of data for unsuccessful applicants – all application forms, interview notes and other relevant documentation should be securely retained on a recruitment file for a period of six months. This will allow enough time to deal with queries from unsuccessful candidates. The information should be confidentially destroyed after this time.
- Retention of data for successful applicants – all application forms, interview notes and other relevant documentation should be securely retained on a personnel file. This information forms part of the individual’s personal records and ongoing employment history with the organisation.
The personnel file of staff employed in a post that gives them unsupervised access to, or involves working directly with children, should contain the following information:
- Application form
- Interview notes
- Letter of invite to interview
- Offer letter
- Contract of employment
- Pre-employment vetting documents
- Independent Safeguarding Authority clearance
- Copy of the top tearaway section of CRB certificate (not the full Disclosure certificate)
- Copy of photographic identification – usually copy of passport or other acceptable ID
- Copy of the original academic or vocational qualification certificates
- Two references
- Health clearance
- Evidence of Right to Work and Remain in the UK where applicable
Please note that this list is not exhaustive.
Personal records of all staff should be retained for a period of 6 years after they have left the employment. Where staff have been subject to allegations of abuse against children, then the records must be retained until the normal retirement age or for a period of 10 years if that be longer. In all cases, data should be retained in accordance with the Data Protection Act 1998.
Data Security
All agencies shall have arrangements for secure storage, handling, use, retention and disposal of Criminal disclosures and disclosure information as set out in the CRB’s Code of Practice. Further information on the CRB’s Code of Practice can be obtained from Criminal Records Bureau website (external link).
In any event, all personal data should be handled in confidential manner at all times and retained and disposed of securely.
Safe Practice
- Robust policies and procedures
- Experience child-centred practice
- Strong leadership
- Regular supervision for all staff
- Clear reporting structure
- Comprehensive staff inductions
- Appraisals and reviews
- Appropriate staff ratios
- Support for newly qualified members of staff and training staff
- Regular training for staff
- Regular team meetings with workshops on best practice and facing dilemmas