1       PURPOSE

This document provides overview to the policy and procedures to be followed where there is a need to recruit a new employee or volunteer. The information provided here serves as a guide only, and it is important that Line Managers keep the senior management and HR up to date regarding future recruitment intentions. In all cases, the guidelines promulgated in the Equal Opportunities Policy (KIP-0004) should also be followed.

The purpose of this Safer Recruitment Policy is to ensure the practice of safe and equitable recruitment and deployment of staff and volunteers, ensuring the process is conducted in a fair, effective, and economic manner and to ensure those that are responsible for each stage of the recruitment process demonstrate a professional approach by dealing honestly, efficiently, and fairly with all internal and external applicants.

2       REFERENCE DOCUMENTS

KIP-0004     Equal Opportunities Policy

KIP-0008     Safeguarding Policy

KIP-0013    Whistleblowing Policy

KIF-0024     Volunteer Code of Conduct

Employee Handbook

3       POLICY

3.1      Introduction

We are committed to attracting, selecting, and retaining the best possible employees who will successfully and positively contribute to providing a valuable service.

The recruitment and selection process will seek to identify the person best suited to the role based on the applicant’s abilities, qualifications, experience, and merit, measured against a clear job description for each role.

3.2      Roles and Responsibilities

It is the responsibility of Human Resources to ensure there are effective policies and procedures in place for recruitment of all staff, contractors, volunteers, and agency workers in accordance with legal requirements and guidance. HR will also monitor compliance.

It is the responsibility of the Chief Executive Officer, Human Resources, Heads of Department, Senior Safeguarding Manager (SSM), Head of Safeguarding (HoS), Designated Safeguarding Officers (DSOs), and others involved in recruitment to ensure safer recruitment procedures are followed and makes sure all appropriate checks are carried out accordingly. All workers, including employees, volunteers and contractors will receive these checks before the work or volunteering commences.

Responsibilities also include monitoring contractors and agencies compliance with this document and ensuring that a focus is maintained upon ensuring a safe and appropriate workforce in line with our commitment to safeguarding and promoting the welfare of children, young people, and adults at risk in line with our Safeguarding Policy (KIF-0008).

All Line Managers should be aware that satisfactory enhanced Disclosure and Barring Service (DBS) disclosures must be received for all new staff who are taking up Regulated Positions. The Chief Executive Officer and Human resources may only authorise a new member of staff to start work in exceptional circumstances prior to receipt of a satisfactory enhanced DBS disclosure providing that:

• arrangements are in place to ensure that the individual is always supervised; and
• the enhanced DBS disclosure has been applied for before the start date
• a satisfactory separate barred list check has been completed
• a public facing online check has been carried out
• a completed Application Form and Self-Declaration Form has been received
• all other checks (including requesting written references) have been completed

3.3      Advertising and the Initial Process of Recruiting

Advertising

The following procedures and practices are in place to ensure the safe recruitment of staff and to ensure equality of opportunity.

We generally advertise vacant posts to encourage a wide and diverse field of applicants as possible. Normally this entails internal and external advertisement in relevant publications or websites, including the Keysoe International Ltd own websites and social media channels.

Job Description and Criminal Record Checking

The job description outlines the general nature of the post including the main duties and responsibilities and it will identify the Line Manager for the post. It also incorporates the person specification (qualifications, attributes and skills required) and it is these criteria that are used as short-listing criteria by those scrutinising the compatibility. We perform a DBS check via DBS online to ensure appropriate assessment for clearance for those working with children, young people, or vulnerable groups. We have identified that Enhanced Disclosures will be required for those working at Keysoe International. These are defined as unsupervised roles involve teaching, training and instruction or caring for, and supervising. We comply with the DBS Code of Practice and seek to treat all applicants for positions fairly. We intend not to discriminate unfairly against any subject of a disclosure based on a conviction, or other information revealed. We are committed to safeguarding children, young people, and vulnerable adults, to the fair treatment of its staff/ prospective staff and to equality of opportunity for all.

Candidates are selected for interview based on their skills, qualifications, and experience. A DBS disclosure is requested only after consideration has been given to the roles and responsibilities included in the Job Any decision to request a disclosure will be relevant to the position concerned. For those positions where an enhanced disclosure is required, the recruitment documents used will contain a statement that a disclosure will be requested in the event of the individual being offered the position as follows: “This post requires Enhanced Criminal Records

Checks and checks against the Barred Lists and is exempt from Rehabilitation of Offenders Act (1974). Therefore, all convictions including spent convictions that have not been subject to filtering by the DBS should be declared”. The definition of ‘spent conviction’ has changed in recent years, for further information on if a conviction is considered ‘spent’ go to: Check if you need to tell someone about your criminal record: When you need to tell someone about your criminal record – GOV.UK (www.gov.uk) Where a disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process if applicable.

We recognise the importance of confidentiality in relation to this sensitive information and therefore this information will only be seen by those who need to see it as part of the recruitment process.

Having a criminal record will not necessarily prevent an individual from working with us. An informed risk assessment of all the information gathered through the recruitment process, including any offending history, will be undertaken in relation to the role and responsibilities applied for before any decision is made about suitability.

All applicants are required to account for any gaps or discrepancies in employment history and provide reasons for moving between posts. All applicants will be made aware that providing false information is an offence and could result in the application being rejected, or summary dismissal if the applicant has been selected, and possible referral to the police and other professional regulatory bodies. It will be communicated that the application form should be accompanied by a covering letter, when requested, outlining the applicant’s suitability for the role. All applicants are requested to provide the contact details of two referees along with consent to contact these referees after an offer is made and accepted. Where a role is only advertised internally, and the internal candidate is an existing full-time employee who has passed their probationary period and is moving to a post by way of promotion or restructure, it is not necessary to supply referees.

3.4      Received Applications and Short-Listing

Handling Applications

Applications submitted online will be received by Human Resources

• Applications submitted directly to staff members, incomplete applications or received after the deadline stated will not be considered
• All applications should be initially scrutinised by a member of staff who has completed safer recruitment This is usually Human Resources
• Complete and valid applications will be stored within our Human Resources System BambooHR and access given to the short-list to the interview panel and HR only
• All those involved in the short-listing process have a responsibility to scrutinise the application forms and letters of application carefully. In addition to judging the application against the criteria for the post, anyone noticing an anomaly should make a written note to that effect
• An appropriate member of the senior management team will have specific responsibility for ensuring that a thorough scrutiny of the application has taken place, as per safer
• recruitment guidelines, prior to the interview. This should include a month-by-month record of employment since leaving education/school to the present date. Any gaps should be noted and followed up either immediately before or at interview. This scrutiny will form part of the specific questions regarding safeguarding during the formal interview process

Shortlisting

Following the closing date, a panel will be selected and will independently scrutinise the applications further using a selection matrix when necessary (a simple format, cross-referencing candidates against the criteria in the job description and the person specification). In addition to judging the application form against the criteria for the post, anyone noticing an anomaly in the information provided will make a written note to that effect to be followed up at interview if applicable. This meeting will normally be chaired by Human Resources or the Hiring Manager. All those involved in the interview process should attend this meeting. Those unable to do so should send written recommendations to this meeting on the selection matrix.

Only those candidates that meet the requirements of the role will be shortlisted.

Online Searches

We may carry out a public facing online search of all the candidates who have been shortlisted. The search will extend to a Google search and any other social media handles, including but not limited to Facebook, Twitter, and Instagram, plus any other online information that appears from the initial search. The findings of the online search will be passed to the interview panel.

3.5      The Interview Process

All short-listed candidates will be contacted by email to invite them to attend an interview and to ensure their availability. Interview questions prepared relating to the role and job description. The candidate will be required to demonstrate their skill in the area advertised by way of a presentation, case study, or a possible demonstration to the interview panel. Dependent upon the role, there may be a multi-stage interview process as follows:

First interview, which may take place with Human Resources or the Hiring Manager, which may be conducted in person or virtually. Final interviews will always be conducted face to face. A question or questions relating to safeguarding will also be included throughout the interview process.

During the interview candidates will always be required to:

• explain satisfactorily any gaps in employment or significant periods of time working or living abroad;
• explain satisfactorily any anomalies or discrepancies in the information available to the interviewers;
• declare any information that is likely to appear on a criminal record disclosure;
• demonstrate their capacity to safeguard and protect the welfare of children and young people; and,
• explain any issues that have arisen during the online search

A record will be made of responses and of any questions asked by the interviewee. During the interview process relevant qualifications etc., will be scrutinised and checked by the Hiring Manager and/or Human Resources. Copies taken will be dated and signed to show that originals have been seen. Any information in relation to past disciplinary action, allegations, cautions, investigations, or convictions will be discussed and considered in the circumstances of the individual case during the interview process.

3.6      Candidate Selection

Final Selection Meeting

This is held as soon as possible after the interview candidates have departed. This meeting involves all those involved in the selection and interview process. A record of decision making to appoint an individual ahead of others must be noted to ensure that there is a record to provide clear honest feedback to the unsuccessful candidate/s if required. Interviewers will bring any notes they have made with them (including presentation/demonstration observations if applicable). These a will be collected and put with the application file at the end of the process. All notes are stored for a minimum of 6 months. Notes regarding the successful candidate are transferred to their personnel file.

References

Written references of applicants will only be taken up upon acceptance of an offer of employment (unless the candidate has agreed otherwise) which is subject to conditions, including receipt of satisfactory written references.

Referees must include a recent employer as well as one other reference from either an employer, tutor or individual of professional standing who is able to indicate whether the applicant is suitable and appropriate to work with children or young people, if relevant to the role applied for. Open references or references that are solely character references from close family members or friends are not acceptable.

Where a written reference appears inadequate or incomplete, invites further contact, or contains conflicting information, contact should be made by a designated member of staff by telephone, to probe further.

References will not be sought for internal on a permanent basis and completed their probationary period. However, if a part-time casual employee applies for a full-time role, a full application and references will be required in accordance with this policy.

Before an applicant can commence a role, two references must be requested and at least one received in response prior to their start date. Outstanding references will be chased, or another referee requested from the applicant. Applicants will be supervised until both references and DBS are received.

Contacting Referees by Telephone

If there are any queries around information provided on a written reference, and where appropriate and necessary, direct contact will be made to speak with the referee in order to explore further areas on the written reference that require further clarification before evaluating the response. An accurate record of the telephone call should be made (the written references should be annotated, dated, and initialled).

Communicating the Outcome

The Line Manager or Human Resources will telephone the successful candidate as soon as possible and offer the position verbally, subject to the conditions of employment as set out below. If verbal acceptance is received, the offer letter of employment is sent to the successful candidate by email along with employee starter information.

Upon receipt of a signed offer of acceptance, written references are then requested (see above) and a DBS application made (an enhanced DBS for regulated roles). The contract of employment is drafted by Human Resources and issued to the successful candidate. All written offers (including those made by email) must be sent by Human Resources and state that it is a provisional offer,

subject to conditions which includes the receipt of satisfactory references and criminal record (DBS) checks. Where these have not been confirmed it will also state that the offer is subject to verification of identity, proof of right to work in the UK, presentation of original copies of any qualifications having been seen and confirmation of medical fitness for the post (if appropriate).

When a letter of acceptance is received, unsuccessful short-listed candidates will be notified. If the successful candidate declines the offer of the post, the selection committee reconvenes. The post may be offered to a second-choice candidate or readvertised. Due to the volume of applications received, only those candidates short listed for interview will be contacted.

3.7      New Employee Administration and Induction

A checklist will be used to track and audit paperwork obtained in accordance with Safer Recruitment guidelines.

Pre-Employment Vetting Checks and Commencing Employment

A new appointee should not commence employment until all criteria have been met as set out in this policy. The process of checking qualifications, verifying identity and prohibitions, suitability of a newly appointed member of staff must be logged carefully within our Single Central Register (Hosted by BambooHR) and vetting checks determined by whether an individual will be involved in regulated activity.

 

Single Central Record

The Single Central Record contains details of the following:

• All employees who are employed
• All employees who are employed as staff directly or on a voluntary basis
• All others who have been appointed to positions that have regular contact with children, young people, and vulnerable adults. This will cover volunteers, staff and people brought in to provide additional support

Applicants invited to attend an interview will be required to bring their identification documentation such as: passport; birth certificate, driving license etc. with them as proof of identity/eligibility to work in the UK in accordance with those set out in the Immigration, Asylum and Nationality Act 2006 and the DBS Code of Practice Regulations. Copies of these original documents should be taken, dated, and signed to verify that the originals have been seen and these should be retained on personnel files. Employees may be engaged in regulated activity and therefore the Enhanced DBS Disclosure, including barred list check will be required (see above).

We write directly to the successful candidate regarding arrangements for an enhanced disclosure application from the Disclosure and Barring Service (DBS). This is before any start date, and as soon as practicable after an appointment, but no earlier than three months before employment commences. The employer pays for this check. It is our policy to require all staff and volunteers to renew their DBS check every 3 years. Parallel entries of subsequent DBS checks will be recorded on the Single Central Register.

All employees are obliged to inform HR of any cautions or convictions that arise between these checks taking place. Any employee who is convicted of, or cautioned for, any offence during their employment must immediately notify in writing to HR or Head of Safeguarding of the offence and penalty. This requirement will be integrated into their contract terms.

Barred List

A separate Barred List check must be undertaken in the event that an enhanced disclosure is not received in advance of a member of staff starting work in regulatory activity.

Qualifications

New employees will be asked to bring in original documents or certificates of relevant registration, training, or qualifications so that copies can be lodged on their personnel file.

Disqualification

Under the Childcare Act 2006 and the Childcare (Disqualification) Regulations 2009 staff can be disqualified, including by association, from working in or being concerned in the management of childcare. Any employee likely to fall into this category completes a declaration form and is asked to keep us informed of any changes in their personal circumstances.

 

 

 

 

 

 

Induction

All new staff new will be required to undertake induction training to include:

• induction meeting and briefing with their team leader;
• safeguarding training;
• provision of key safeguarding policy (KIP-0008): the employee handbook; Equal Opportunities Policy (KIP-0004); and the Whistleblowing Policy (KIP-0013);
• health and safety training;
• any specific training relevant to their

All new staff will be provided with a copy of our safeguarding policy (KIP-0008).

Record Retention/Data Protection

All interview notes for applicants will be retained for a period of 6 months after which time the notes will be destroyed (i.e. shredded). The six-month retention period is in accordance with the Data Protection Act 1998 and will also allow the organisation to manage and respond to any data access requests, recruitment complaints or to respond to any complaints made to an employment tribunal. All personal sensitive data is retained in accordance with GDPR requirements.

Ongoing Employment

All employees are subject to a 6-month probationary period. If a current staff member moves to another role, then a probationary period may apply. It is recognised that safer recruitment and selection is not just about the start of employment but should be part of a larger policy framework for all staff. We will therefore identify and provide appropriate ongoing training and support for all staff, as identified through the annual review/appraisal procedure. This will include training on Safeguarding, Equality & Diversity and Health & Safety as well as training relevant to the role.

Monitoring

Department Leads, Human Resources and the Chief Executive Officer hold responsibility for monitoring the implementation of this policy and the single central register.

Leaving Employment

All staff leaving employment may be invited to complete an exit questionnaire to be completed by the employee and Line Manager. This will be forwarded to Human Resources for retention and monitoring purposes. A copy will also be included the individual’s personnel file.

3.8      Use of Contractors and Volunteers

Contractors that are used should comply with the safeguarding and safer recruitment requirements.

All volunteers and interns who are working with Keysoe International Ltd will be subject to the same employment and vetting checks as paid staff, subject to assessment of their role and responsibilities and whether they will be working in any unsupervised capacity. Volunteer roles will be assessed to see whether they fall within regulated activity and if so, they will be subject to completion of identity checks, and an enhanced disclosure from the DBS will be applied for. They will also be asked for a written tutor reference and will require an interview. All checks carried out will be recorded on the single central register.

Regular volunteers receive a letter of agreement confirming that they will not be asked to take sole responsibility for any individual child, young person, or vulnerable adult and that they should always have the support of a member of staff and work under their supervision, support, and guidance. The allocated member of staff is identified in this letter. All volunteers are required to read the Volunteer Code of Conduct (KIP-0024) and the Safeguarding Policy (KIP-0008) to acknowledge in writing that they have understood these and agree to comply with them. Should a volunteer be offered a paid position at any time, they must complete a full application and references will be taken.

 

KIP-0003 Revision 2
Last updated 18th December 2023