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Safer Recruitment Checklist
Make sure you know how to properly recruit your team for roles involving safeguarding
Here's a comprehensive safe recruitment checklist covering all essential stages to ensure you're recruiting appropriate people, particularly for roles involving children and adults at risk
Key Reminder: Never allow anyone to start work with children or adults at risk until all appropriate checks are completed and cleared. This checklist ensures you're building a robust, compliant recruitment process that prioritises safeguarding whilst being fair to candidates.
Pre-Recruitment Stage
Job Planning & Description
- Define role requirements and safeguarding responsibilities clearly
- Include safeguarding statement in job descriptions
- Specify required qualifications, experience, and personal qualities
- Identify any regulated activity requirements
- Set appropriate salary and terms to attract quality candidates
Application Process
- Use standardised application forms (avoid CVs only)
- Include an option to submit their Safeguard-Me Passport
- Include questions about gaps in employment history
- Request disclosure of criminal convictions
- Include safeguarding declaration statements
- Ensure equal opportunities monitoring
Screening & Selection Stage
Initial Screening
- Review applications for completeness and consistency
- Review Safeguard-Me Passport
- Check for unexplained gaps in employment
- Verify qualifications and experience claims
- Assess alignment with role requirements
- Create shortlist based on essential criteria
Interview Process
- Conduct structured interviews with safeguarding questions
- Use scenario-based questions for child protection situations
- Assess attitudes towards children and vulnerable adults
- Explore motivation for working with at-risk groups
- Include at least one trained interviewer in safeguarding
Pre-Employment Checks – Using Safeguard-Me Passport
Using the Safeguard-Me Passport you can ask the successful candidate to submit all the following information directly to you on our platform in one seamless location.
Identity & Right to Work
- Verifying identity with original documents is done automatically via our app
- Check right to work in the UK with any uploaded documents
- Confirming address and contact details is also done automatically via out app
- Copies of verification documents are stored automatically on their profile
Qualification Verification
- Check uploaded original certificates and qualifications match their CV claims
- Verify professional registrations where applicable
- Confirm any mandatory training requirements
- Validate specialist certifications
Employment History
- Obtain references from previous employers (minimum 2) via submissions made directly on our platform
- Contact referees directly (not just written references)
- Ask specific safeguarding-related questions to referees
- Investigate any gaps in employment history
- Verify reasons for leaving previous positions
Criminal Record Checks
- Review their existing DBS checks uploaded to our platform and their profile directly to:
- Determine they’re the appropriate level required
- Determine if they’re recent enough for your requirements
- Complete new BDS or Enhanced DBS with Barred List check if applicable
- Check Barred List status separately
- Consider overseas criminal record checks if applicable
- Review and risk assess any disclosed information
- Confirm directly on our system you’ve reviewed their DBS, instantly time-stamping who, what organisation and when it was checked for your permanent records.
Health & Medical Checks
- Complete occupational health assessment if required
- Assess fitness for role requirements
- Consider reasonable adjustments if needed
- Ensure medical confidentiality maintained
Final Appointment Stage
Conditional Offer
- Make offer conditional on satisfactory checks
- Set clear timescales for check completion
- Maintain candidate communication throughout process
- Document decision-making rationale
Check Completion Review
- Review all completed checks before confirmation
- Make final appointment decision with senior management
- Document reasons for appointment or rejection
Induction & Probation
Safeguarding Induction
- Provide comprehensive safeguarding training
- Share organisation's safeguarding policies
- Explain reporting procedures and responsibilities
- Introduce key safeguarding personnel
- Ensure understanding of professional boundaries
Ongoing Monitoring
- Set probationary period with regular reviews
- Monitor performance and behaviour
- Provide ongoing safeguarding supervision
- Address any concerns promptly
- Document progress and any issues
Record Keeping & Compliance
Documentation
- Safeguard-Me’s platform automatically and seamlessly:
- Maintains secure personnel files
- Stores DBS certificates and check details securely
- Keeps reference responses and verification records
- Ensures GDPR compliance for all data
- Additionally record all recruitment decisions and rationale
Ongoing Requirements
- Set up automated reminders for
- DBS renewal checks on their Safeguard-Me profile
- Professional registration renewals
- Conduct annual safeguarding training updates
- Review and update recruitment policies regularly
- Maintain audit trail for compliance purposes
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