St Christopher’s School and Children’s Home
(Bristol)
Recruitment and Selection Procedure
BA
Policy ratified
September 2015
Policy adopted
September 2015
Review date
September 2016
7. Recruitment Selection Procedure
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Contents
Stage 1 – Recruitment & Selection Process
1.0 Introduction .............................................................................................................................................. 4
2.0 The Recruitment and Selection Process ................................................................................................... 4
3.0 Stage 1 – Recruitment and Selection ........................................................................................................ 4
4.0 Vacancy Request / Approval ..................................................................................................................... 6
5.0 Advertising ............................................................................................................................................... 6
5.1 Advert.................................................................................................................................................... 6
5.2 Where to Advertise ............................................................................................................................... 7
5.3 Internal Vacancies ................................................................................................................................. 7
5.4 External Vacancies ................................................................................................................................ 7
5.5 Agencies ................................................................................................................................................ 8
6.0 Job Description and Person Specifications................................................................................................ 8
6.1 Job Descriptions .................................................................................................................................... 8
6.2 Person Specifications ............................................................................................................................ 8
6.3 Exceptions under the Equality Act 2010 ............................................................................................... 9
7.0 Short listing ............................................................................................................................................... 9
7.1 Shortlist Panel ....................................................................................................................................... 9
7.2 Application Form ................................................................................................................................... 9
7.3 Short listing process .............................................................................................................................. 9
7.4 Shortlist Sheet / Comments ................................................................................................................ 10
8.0 Shortlist / Invite to Pre-Screening telephone interview ......................................................................... 11
8.1 Pre-Screening Telephone Interview.................................................................................................... 11
9.0 Invite to Formal Interview and Assessment ........................................................................................... 11
10. Preparation for formal Interviews / Assessment .................................................................................... 11
10.1. Chair of interview panel ................................................................................................................... 12
10.2 Interview/Assessment programme .................................................................................................. 12
10.3 Designing Interview Questions ......................................................................................................... 12
10.4 Assessments / Activities .................................................................................................................... 12
11.0 Safer Recruitment/Recruitment Training ............................................................................................. 13
12.0 Reasonable Adjustments ...................................................................................................................... 13
13. Identity/Qualification Checks at Interview Stage ................................................................................... 13
14. References prior to interview ................................................................................................................. 14
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15. Interview / Assessment Process ............................................................................................................. 14
16. Interview Questions ................................................................................................................................ 14
17. Assessing candidates and decision making............................................................................................. 14
18. Scoring systems ....................................................................................................................................... 15
19. Reserve List ............................................................................................................................................. 15
20. Feedback ................................................................................................................................................. 15
21. Complaints .............................................................................................................................................. 16
22. Exceptions to the Recruitment Procedure ............................................................................................. 16
23. Using Consultants ................................................................................................................................... 16
24. Agency Workers ...................................................................................................................................... 16
Stage 2 – Conditional offer of Employment (Safer Recruitment Checks/Vetting and Induction)
25.
Stage 2 – Conditional Offer of Employment (Safer recruitment checks / Vetting and Induction) ... 17
25.1 Conditional Offer of Employment ..................................................................................................... 18
26. Pre-Employment Checks ......................................................................................................................... 18
26.1 DBS Checks ........................................................................................................................................ 18
26.2 Reference Checks .............................................................................................................................. 19
26.3 Prohibited List – Teacher Staff .......................................................................................................... 20
26.4 HCPC checks (Health and Care Professional Council) ....................................................................... 20
26.5 Health Checks.................................................................................................................................... 20
26.6 Right to Work in the UK .................................................................................................................... 20
26.7 Proof of Qualifications ...................................................................................................................... 20
26.8 Single Central Record ........................................................................................................................ 20
27. Induction Process .................................................................................................................................... 21
28. Issue of Contract of Employment ........................................................................................................... 21
29. Continual Professional Development ..................................................................................................... 21
30. Further Information ................................................................................................................................ 21
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1.0 Introduction
St Christopher’s School considers its staff as our greatest asset. We understand the
importance of recruiting the right staff, with the right skills and abilities who can add real
value.
Our recruitment and selection procedures comply with the Equality Act 2010. Equality
of Opportunity is at the heart of our recruitment and selection procedures, and therefore
we operate a “fair and open” approach. We actively promote the aim of the Equality Act,
in terms of eliminating discrimination, advancing equality of opportunity and fostering
good relations.
In addition to operating “fair and open” practices, we ensure that all recruitment is
attractive to suitable candidates and cost effective.
This guidance, explains in detail the stages of the recruitment process.
Our Recruitment and Selection process ensures we promote and comply with Safer
Recruitment obligations as defined in the (e.g. Keeping Children Safe in Education, The
Children’s Homes (England) Regulations, and Independent School Standards
Regulations).
This guidance is used in conjunction with our legal obligations which include Safer
Recruitment, Safeguarding, Equal Opportunities and Data Protection policies and
procedures.
2.0 The Recruitment and Selection Process
Our Recruitment and Selection Process ensures we safely and legally recruit staff with
the right skills and attributes.
Our Recruitment and Selection Process in split into two stages as follows:
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
Stage 1 – Recruitment and Selection
Stage 2 – Conditional Offer of Employment (Safer Recruitment
checks/Vetting and Induction)
3.0 Stage 1 – Recruitment and Selection
The Stage 1 Recruitment and Selection Flow Chart summarises the steps which need to
be undertaken. Within this guidance, each step will be explained in more detail.
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3.1 Stage 1 - The Recruitment and Selection Process Flow
1. Advertise Vacancy
2. Candidate completes application form and submits by closing date
3. HR check applications for gaps/errors before providing shortlist pack to
recruiting managers
4. Recruiting Managers shortlists applicants scoring them against person
specification
5. Those shortlisted at this stage of the process are invited to a pre screening telephone interview
6. Candidates who pass the pre -screening interview telephone interview
will be invited to a formal interview/assessment
7. HR will invite candidate and produce interview packs/assessments
8. Formal Interviews/assessments. Candidate scored for each
task/interview.
9. Prior to offer of employment, HR check interview/assessment scores,
comments to ensure compliance with process.
10. Offer made – subject to safeguarding checks, vetting and passing
induction. Candidate given a date to attend induction
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4.0 Vacancy Request / Approval
Potential vacancies and opportunities can arise for a number of reasons e.g.
resignation/restructure/retirement/projects etc. The Senior Leadership Team (SLT) is
responsible for workforce planning. SLT will consider each potential vacancy and
assess if there is a need to recruit, whilst considering changes in job function (due to
work patterns/technology) and future changes which may impact on the job role.
When it has been identified that there is a need to recruit, the SLT member will
complete the Vacancy Request/Approval Form. All forms must be approved by the
School Business Manager to check the financial implications. All internal and external
recruitment requests have to be approved using this process.
The Vacancy Request/Approval Form details all the requirements of the post e.g.
salary, hours, contract type, and details regarding where to advertise, interview panel
etc. The completed form must be sent to the Human Resources Department (HR) who
will commence the recruitment process.
5.0 Advertising
This section is split into the following categories advert, internal, external and agencies.
5.1 Advert
Once the vacancy request has been approved, HR will work with Recruiting Managers
to design adverts. Template standard adverts can be obtained from HR.
Adverts need to be attractive so that the right candidates apply. Adverts must be
designed and presented effectively, and be tailored to the level of target audience.
Adverts should contain:
 St Christopher’s details and logo
 Job title and brief information about job role.
 Contract details: Pay, contract type (permanent/fixed term/casual, all year round,
term time only).
 Benefits – e.g. annual leave, pension, etc
 Requirements for the post – qualifications, experience required.
 Contain Safer Recruitment and Equal Opportunity statement.
Adverts should not contain:
X Discriminatory language – adverts must comply with the Equality Act 2010, as it
is illegal if they discourage certain groups of people from applying.
Some examples of discriminatory language are provided below:
-
“Handyman required” – This is gender bias because of the word “man” used,
better to use the term Handyperson required.
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-
“Able bodied sports assistant required” – This is discriminatory against disabled
people.
“Young graduates required” – This is age discrimination against older people.
5.2 Where to Advertise
Once an advert has been designed, Recruiting Managers need to establish how and
where they will advertise the vacancy to attract the most suitable applicants. HR can
help you with this part of the process.
Recruiting Managers will need to decide whether they will recruit solely internally, or
whether they wish to expand their search by advertising internally and externally to
attract a wider selection of applicants.
When making the decision, Recruiting Managers will need to consider whether the
School already has a number of staff with the right skills and experience to do the job,
or whether advertising the vacancy externally will enable the School to attract a higher
proportion of applicants with the right skills and experience.
The School’s Equality and Diversity objectives will also need to be considered, where
objectives are around creating a move diverse workforce which reflects our student
demographic and local community.
5.3 Internal Vacancies
All internal vacancies will be advertised using the following methods:
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Email to all staff
Staff bulletin.
Advert sent to each department/House/School
5.4 External Vacancies
Vacancies which are required to be advertised externally will also be advertised
internally. Recruiting Managers will need to consider recruiting costs, before using
external methods. Such examples of external advertising methods include:
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Websites
- St Christopher’s Website
- Eteach
- TES
- Indeed
- Voscur
- Care websites
- NASS
Specialist websites e.g. Accountancy Age, CIPD,
Publications/local press
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5.5 Agencies
Where it is difficult to recruit via internal/external recruitment, agencies will be used e.g.
to cover absences such as sickness/maternity/paternity/adoption/shared parental leave
etc. or where specialist skills and knowledge are required.
Recruitment agencies can be costly due to fees or daily agency rates, therefore this will
need to be considered prior to advertising, and engaging their services.
6.0 Job Description and Person Specifications
6.1 Job Descriptions
Job descriptions detail the purpose, tasks and responsibilities of the job.
All job descriptions will include:



Summary of job role
Main job role and responsibilities
Safeguarding/Equality and Diversity responsibilities
6.2 Person Specifications
A person specification is the profile of the ideal person for the role, and therefore the key
document in enabling a successful appointment. The person specification criteria, is the
basis for shortlisting candidates, formulating interview questions and assessments
tools.
When designing a person specification, it is important to consider the skills, qualifications
(mandatory qualifications for the role e.g. legal obligations), experience and attributes
which are necessary to do the job. Criteria are split into those skills, qualifications and
experience which are essential and those which are desirable.
When creating a person specification you should consider the following:
 Do set criteria which are necessary to effectively do the job.
X Do not overinflate the requirements necessary for effective job performance, as there
is a risk the successful candidate will be employed on the basis of false hopes and
aspirations, which can lead to employee dissatisfaction.
X Do not understate what is necessary for the job, as there is a risk the successful
candidate may not have all the skills and attributes to fulfil the requirements for the
role, and therefore lead to performance concerns.
X Do not set unnecessary requirements to avoid possibility of discrimination claims
under the Equality Act 2010.
All person specifications must detail:
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Criteria which are essential and desirable

Qualifications required (e.g. Level 3 Diploma, QTS, GCSE’s, Level 5).
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
Professional Registrations (if applicable)

Vetting requirements e.g. DBS Checks, References etc

The skills and competencies required

Appropriate issues relating to the Safeguarding of Children and Adults, such
as motivation to work with children, adults and the ability to form and maintain
appropriate relationships and personal boundaries

Commitment to Equality and Diversity
6.3 Exceptions under the Equality Act 2010
There are exceptions under the Equality Act 2010, where there is a Genuine
Occupational Requirement for a certain person who possess a specific characteristic to
do a job, e.g. Male personal care assistant (providing toileting or bathing to male
patient), Women support worker (Women’ s rape crisis line) etc. However, if you feel
your job role meets such criteria, you must speak to the HR department before
commencing the recruitment process.
7.0 Short listing
7.1 Shortlist Panel
A shortlist panel will be made up of two or more staff. One of the members of the panel
must be the Recruiting Manager and hold an up to date Safer Recruitment certificate.
This is to avoid any potential claims of an unfair process/discrimination due to individual
bias, and also ensures that no candidate considered unsuitable to work with
children/young people (Safeguarding concerns) is shortlisted for interview/assessment.
7.2 Application Form
Under Safer Recruitment guidance, we are unable to accept CV’s. Therefore all
candidates must complete our application form which can be found via our vacancies
page on the St Christopher’s website.
7.3 Short listing process
All candidate applications need to be shortlisted using the same process. Application
forms need to be assessed against the essential requirements on the person
specification.
Candidates will need to clearly demonstrate and evidence how they meet the essential
criteria within the person specification within their application form. Those candidates
who match the essential criteria will be considered for a pre-screening telephone
interview.
The majority of evidence of a candidate’s ability to meet the requirements in the person
specification will be detailed within their personal statements. However, Recruiting
Managers must also consider information given in the career history and qualifications
sections.
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Where more candidates meet the essential criteria than are required for interview, the
shortlist panel will measure candidate application forms against desirable criteria to
create a final shortlist.
In addition to the person specification, the short list panel must also consider
eligibility to work in the UK, and Safeguarding. Regarding, Safeguarding, the
shortlist panel must scrutinise career history (reasons for leaving employment),
gaps in career history, spent or unspent convictions which would bar them from
working with children and young people or are seen as a potential risk.
7.4 Shortlist Sheet / Comments
When short listing candidates against the person specification criteria you must
complete the Shortlist Sheet. Against each candidate name you must tick whether they
are a “yes, no or reserve”, and also make comments regarding the reasons for your
decision e.g. successfully met criteria.
All stages of the recruitment process must comply with the Equality Act 2010. You will
be required to justify your decisions. Therefore, when making comments you should not
use discriminatory language (direct/indirect/perceived/associated discrimination).
Under the Data Protection Act candidates can request copies of personal data
relating to them, including shortlist forms, interview forms etc. Therefore, if
comments are discriminatory, the candidate can submit a discrimination claim to
an Employment Tribunal.
Examples of Suitable and non-Suitable comments
Suitable comments:
 Yes – Applicant has clearly evidence they have met all the criteria within their
application.
 No – Applicant needed to provide further information against the criteria e.g.
 No – Candidates needed to provide specific examples/evidence in relation to the
criteria
 No – Candidate needed to give more information relating to criteria
 Maybe – candidate meets most of the criteria, however does not meet the
following…..
Unsuitable comments:
X
X
X
X
X
X
X
X
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Over qualified (therefore meets criteria so could do role).
Middle aged man (age/sex discrimination)
Scottish (race discrimination).
English isn’t a first language (race discrimination).
Disabled, so can’t do sports role (disability discrimination)
Mother/Pregnant (Sex & pregnancy Maternity discrimination)
Muslim (Religion/Belief discrimination)
Member of Labour party (Religion/Belief discrimination)
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8.0 Shortlist / Invite to Pre-Screening telephone interview
Candidates who are shortlisted by Recruiting Managers will be invited to a pre-screening
telephone interview.
Once the panel has agreed their shortlist they will need to return the completed shortlist
form and application packs back to HR. HR will notify all applicants (invite to prescreening telephone interview / unsuccessful) by email.
Along with the shortlist forms and returned packs, the Recruiting Manager will need to
give HR details of the dates and times of the pre-screening telephone interview.
8.1 Pre-Screening Telephone Interview
The Shortlisted candidates will be telephoned to take part in a pre-screening telephone
interview.
Questions will cover the following:

General questions about the candidate

Name, address and contact details

If the candidate is currently employed, and notice periods

Details of previous job experience relating to the job e.g. care, school, admin

If a requirement for the role – ask candidates whether they can drive transport

Ask candidate why they wish to work at St Christopher’s, e.g. why do they want to
work in our school/ or care etc

Ask candidate if there is anything we need to know before we perform a DBS
check

Ask about current qualifications, and interest in achieving additional qualifications,
e.g. Level 3 Diploma in Social Care

Assess level of spoken English
The shortlist panel will complete the Pre-Screening Interview assessment sheet,
indicating whether candidates are suitable to move to the formal interview and
assessment stage. Level of spoken English will also be assessed.
9.0 Invite to Formal Interview and Assessment
Once the shortlisting panel has carried out and assessed all candidates at the prescreening interview stage, they need to give HR all the assessment sheets informing
them who has been selected to be invited to formal interview and assessment.
HR will inform Shortlisted candidates and unsuccessful candidates by email.
10. Preparation for formal Interviews / Assessment
HR will send Recruiting Managers template interview questions. It is the Recruiting
Manager’s responsibility to check and approve the questions to be used for the
interviews. Once HR has received all the details and information regarding the
interview/assessment days, HR will produce interview packs.
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Interview packs will include:

Applications

Interview questions and scoring sheets

Task details

Job Details/Advert

Staff Benefits sheets

Contract details form

Recruitment and Selection Guide
10.1. Chair of interview panel
A Chair must be appointed before interview and assessment. The Chair will usually be the
Recruiting Manager and hold a current Safer Recruitment certificate. The Chair of the
panel is required to fully support questioning and decision making in order to play a full
role on the panel. In addition they will control the proceedings, including timekeeping of
interviews, as required.
10.2 Interview/Assessment programme
The Recruiting Manager (Chair) will work with HR to design the interview and
assessment programme for selection. All posts at St Christopher’s will be subject to a
pre-screening interview, formal interview and assessment.
10.3 Designing Interview Questions
An Interview will be required for all shortlisted candidates. The Recruiting Manager
(Chair) will work with HR to develop interview questions, to ensure that they test
candidates’ performance against the criteria set in the person specification.
HR will provide Recruiting Managers with a standard template for questions, which
include mandatory Safeguarding and Equality & Diversity questions.
Questions must not be discriminatory e.g. relate any questions or discussions to any of
the protected characteristics in the Equality Act 2010 (age, gender, nationality or
ethnicity, sexual orientation, gender reassignment, religion or belief, disability, pregnancy
or maternity status and marriage or civil partnership status).
10.4 Assessments / Activities
In addition to using interviewing as a selection tool, candidates’ suitability can be
measured against assessments/activities. When designing activities, Recruiting
Managers must consider what skills and attributes within the person specification they
will assess, and how they will be measured e.g. scored.
Examples of activities:
 Teaching Task
 Presentation
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Maths / English Test
Scenarios
Multiple choice / questions and answers task
Group task / discussion
In Tray exercise – e.g. data analysis, scenarios.
Deliver training sessions
11.0 Safer Recruitment/Recruitment Training
All interview panels will have at least one member of staff who has passed and has a
live Safer Recruitment Training certificate. The Safer Recruitment training at St
Christopher’s used both face to face training an online courses (via an online provider NSPCC). All Heads of Departments / Houses (including support staff) will be required
to undertake such training.
HR/Training Admin will keep a record of which staff have been Safer Recruitment
trained. After successful completion of the Safer Recruitment training, staff will need to
print their certificate, and take it to HR to ensure information is updated on staff training
records, evidence is held on individual HR files.
In addition to Safer Recruitment online training, managers will deliver recruitment
training workshops as and when required, which will focus on our recruitment processes,
and the skills and knowledge required to successfully recruit through a “fair/open” and
safe approach.
12.0 Reasonable Adjustments
Under the Equality Act 2010 we are required to make “reasonable adjustments” for
disabled persons. Reasonable adjustments are changes you need to implement to
prevent a disabled employee or candidate from being at a disadvantage, whether by
virtue of a physical feature of your premises (such as no step-free access) or a process
that places people with a disability at a disadvantage.
Some examples of reasonable adjustments within or recruitment practices include:
 Larger print/Braille
 Extending the length of time for interview/assessments
 Hearing loop/sign interpreter
 Access – ensuring candidate can access all required areas
13. Identity/Qualification Checks at Interview Stage
Candidates are required to bring evidence of identity and qualifications essential to the
job, to interview. Copies will be taken in the School and verified to confirm the originals
have been seen (this requires a signature, title and date). These must be retained on
the personnel file if appointed. Evidence of qualifications will also inform the selection
panel.
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14. References prior to interview
Ideally references will be available to support the interview process. Confirmation of
appointment is contingent on two satisfactory references, and this should be made clear
on any job offer, in writing. Any outstanding references under review will be chased on
a weekly basis. Should a reference remain outstanding after four weeks, the job offer
should be reviewed. (See Stage 2 – Conditional Offer of Employment)
15. Interview / Assessment Process
All interview panel members must ensure that:
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“Fair and Open” practice is positively promoted throughout all selection action and
sound decisions are made on merit and performance of candidates during the
recruitment process.
Selection is conducted with integrity and any inappropriate behaviour is
challenged.
All selection is undertaken in accordance with our Recruitment Processes.
The whole selection process is carried out in a fair and transparent manner and
that recruitment and selection procedures and policy have been followed correctly
to avoid any claims of unfair discrimination.
No questions or discussions relate to any of the protected characteristics (age,
gender, nationality or ethnicity, sexual orientation, gender reassignment, religion
or belief, disability, pregnancy or maternity status and marriage or civil partnership
status).
All candidates are asked the same standard questions to avoid any claims of bias.
Notes are taken on candidates’ answers during interviews to aid decision making.
Safer Recruitment Practices are upheld at all times.
16. Interview Questions


Ensure that questions are clear and test candidates against the criteria set in the
person specification and that candidates are tested in the same core question
areas. (However, there may be some areas of difference depending on
candidates’ interests and experience.)
Ask questions clearly, clarifying and following up with probes where necessary
17. Assessing candidates and decision making
Decisions must be fair, objective, transparent and relevant to the advertised person
specification. Decisions must not be made on the basis of:
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
Snap judgments

Prejudice

Stereotyping and presumption

Halo or horns effects

Mirroring (selecting candidates "in their own image")
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
Personalities rather than abilities

Over-reliance on a single element in the selection process

Information provided informally
It is each panel member´s responsibility to challenge their own personal prejudice
(unconscious bias) and ensure that they are not acting in a discriminatory manner.
18. Scoring systems
Each panel member must score each candidate against the interview questions,
provided in the interview score sheet. Scoring is ranked 1-4 (1 = a weak example given,
and 4 = an excellent example). Candidates should be scored against the evidence they
provided against the person specification.
Individual interview panel members must score individuals separately. These individual
scores are then compared against other panel members’ scorings. Where there are vast
discrepancies in scores e.g. one panel member scored the candidate 1 (poor) and the
other scored a 4 (excellent), then scores will need to be revisited and discussions held
with the whole panel.
Assessments/activities (e.g. in tray task) will also need to be weighted and scored as part
of the process.
Scores for each candidate will need to be calculated to determine which candidate is
successful. The candidate with the highest score will be offered the position. The panel
must total up the scores for each applicant and rank order them.
Remember that in order to be deemed appointable a candidate must meet the essential
criteria and if none of the applicants are deemed appointable then no appointment should
be made.
19. Reserve List
Where a number of candidates are seen as appointable, the highest scorer will be
offered the position. However, the Chair of the panel may decide to appoint reserve
candidates. A “reserve” status remains live for 12 months. If the same vacancy arises
within this time, the Recruiting Manager has the discretion to appoint from the reserve
list. It is the decision of the Recruiting Manager whether they choose from the reserve
list or not, and “reserve” status does not give reserve candidates a guarantee that they
will be considered for similar vacancies when they arise.
Reserve candidates satisfy “fair and open” recruitment procedures, as they have gone
through a fair and open process and were deemed appointable.
20. Feedback
The panel will agree feedback to unsuccessful candidates. The Chair will contact
unsuccessful candidates to inform them of the result and provide feedback. The Chair
must ensure the agreed feedback is an accurate and unbiased summary of the reasons
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for non-appointment and relates specifically to the agreed selection criteria in the person
specification.
21. Complaints
Complaints regarding the recruitment process can be made through our Complaints
Procedure (external candidates) or the Grievance Policy (internal candidates).
Complaints cannot be made against the choice of appointment, only the recruitment
process.
22. Exceptions to the Recruitment Procedure
We aim to ensure that all recruitment is “fair and open”. However, there may be
circumstances where exceptions to the procedure occur, for example, urgent need to
cover sickness absence via a fixed term or interim opportunity.
All permanent appointments must go through a “Fair and Open” process, following our
Recruitment Process. However, there may be certain circumstances that that there is a
need for a fixed term appointment to be made permanent. This can only occur if the staff
member went through a “fair and open” process, and the School is satisfied that they are
the only suitable candidate for the role due to their skills, qualifications, and knowledge.
Where exceptions occur they will be fully documented and agreed with HR before the
change occurs.
23. Using Consultants
Contractors (including Consultants) appointed to carry out assignments are subject to
Safer Recruitment Checks, as detailed in our Safer Recruitment Policy. St Christopher’s
Consultants are required to complete a Contractor Information Form, provide references
from two recent clients, complete appropriate level of DBS check and provide proof of ID.
24. Agency Workers
Before an agency worker is engaged in activity at St Christopher’s, HR must confirm with
the Agency that the agency worker has the necessary DBS clearance. Confirmation
must be requested in writing.
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25. Stage 2 – Conditional Offer of Employment (Safer recruitment
checks / Vetting and Induction)
Prohibition List checks
4. Teachers – DfE
Prohibition List
checks
1. Written Offer of Employment
Subject to Safeguarding
Checks
2. DBS Checks
Regulated Activity – Enhanced
DBS with Barred List Check. NonRegulated Activity – Enhanced
DBS. DBS by association.
Disqualification by association.
Recheck - annually
5. HCPC check –
check up to date
registration for
medical staff
3. Overseas
Police Check –
been less than
5 years in the
UK
6. Two written references (including
one from most recent employer).
Must be obtained from employer’s
address.
Written Offer of Employment
If worked overseas/or worked with
adults or children additional
reference is requested
7. Health Checks – Write to GP
assessing suitability for
employment (Mental & Physical
capacity)
8. Right to Work in the UK Documents
– Proof of Identity (e.g. Passport,
Residence Permit, Nationality Card,
Visa, NI number)
10. Update Single Central
Record (SCR)
9. Proof of Qualifications
11. Must Complete Full
induction (including
PBM, Safeguarding,
Manual handling)
12. Contract Issued once all checks have been
completed confirming start date.
All post holders must serve a Probation period
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The Stage 2 - flow chart summarises the stages which need to be followed from
offer of employment to a contract of employment being issued. All stages must be
successfully completed before a contract is issued.
Full details of the Stage 2 - conditional offer/safer recruitment checks and
induction can be found in our Safer Recruitment Policy. This section within this
policy therefore reinforces our process defined in our Safer Recruitment Policy.
25.1 Conditional Offer of Employment
All offers made are conditional, subject to successful completion of all necessary checks
and induction training. Before any verbal/written offer is made by Recruiting Managers,
the interview packs, score sheets must be returned to HR to ensure the process has
complied with our Recruitment and Selection Process. All scores must have been
calculated to ensure the successful candidate is the highest scorer, all paperwork has
been completed e.g. notes of interview.
When HR is satisfied that the process complied with the process, Recruiting Managers
can make conditional verbal offers to candidates subject to a number of requirements
detailed below.
Verbal offers of employment are considered legally binding; our offers of employment are
“conditional” subject to Safer Recruitment and Vetting checks (e.g. DBS, references,
Health checks, qualifications, induction etc.). Offers of employment can only be
withdrawn if the candidate has not satisfactorily met all checks e.g. poor references,
concerns regarding DBS.
Only the Chair/HR Manager/SLT member has the authority make an offer of employment
to the successful candidate.
The authorised staff member can use the Offer Checklist. Once the offer is accepted
the authorised staff member who has offered the position, must complete the Contract
Details Form which contains details of preliminary start date, salary, hours to be worked.
This completed form, along with all the completed recruitment packs and documentation,
needs to be given to HR to enable HR to carry out the necessary checks, and issue a
written offer.
26. Pre-Employment Checks
26.1 DBS Checks
Relevant level DBS checks will be undertaken for all posts. Please also refer to
our Safer Recruitment Policy.
Enhanced DBS check with barred list check - All staff who are in regulated activity
will be required to undertake an Enhanced DBS check with barred list check.
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What is Regulated Activity?
The definition of regular activity is where a regulated activity is undertaken by the same
individual as follows:
Work undertaken once a week or more;

Work undertaken on four or more days in a 30 day period;
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Work undertaken at least once, overnight and with the opportunity for face-to-face
contact with children.
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Personal Care

Health Care

Teaching, training, instructing, caring for or supervising children

Providing guidance and advice on well-being for children?
Enhanced DBS (No Barred List Check) - All other staff, volunteers, contractors etc
will be subject to Enhanced DBS checks. To be eligible for an enhanced level DBS
certificate, the position must be included in both the Rehabilitation of Offenders Act
Exceptions Order and in the Police Act 1997 (Criminal Records) regulations.
Disqualification by Association - During the Recruitment and Selection process,
candidates who are automatically barred from working with children and adults as they
are Disqualified by Association in specific roles which are defined under the Childcare
Act 2006 will be not considered during our recruitment and selection process, and
automatically shifted out.
Under the Child Care Act, disqualification by association is defined as “when they live
or work in the same household as someone who is barred from working with
children and young people, even if they would not otherwise be disqualified
themselves”.
As our children At St Christopher’s can be all ages, including under 8 years,
disqualification by association will apply for staff working with this age group.
26.2 Reference Checks
All successful candidates will need to provide two written references (including one from
their most recent employer). Please note: personal email addresses for referees
cannot be used as proof of a reference from an employer.
In addition, for candidates who have been in the UK for less than 5 years, and/or have
worked with children or young adults outside of the UK, an additional reference will be
requested.
We will ask all referees to complete our Reference Questionnaire, which includes
safeguarding and disciplinary action.
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26.3 Prohibited List – Teacher Staff
For teaching staff we have a legal obligation to check the Prohibited list. The list will
provide us with specific information to enable us to assess your suitability for
employment, such as:
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Teacher’s personal details
Teacher training qualification
Qualified teaching status
Induction status
Supplementary qualification
Details of active sanctions
For all teaching staff, we will renew our checks in September (start of the academic year)
every year.
26.4 HCPC checks (Health and Care Professional Council)
For health and care professional we will check the HCPC register, to check registration
details and qualifications.
26.5 Health Checks
We are obliged under the regulations which apply to us, to check mental and physical
health as part of our pre-employment checks. As part of our recruitment process, we will
write to all successful candidates’ GPs requesting information concerning their health
and suitability for the roles they have applied for.
26.6 Right to Work in the UK
As part of our Recruitment process, we have a legal duty to check all candidates’ right to
work in the UK against Home Office Guidance. All documents provided must be the
original; copies of such will be put onto your HR file.
26.7 Proof of Qualifications
As part of our Recruitment process we must see the original certificates of any
qualifications declared on your application form. Copies of qualification will be taken and
put on your HR file.
26.8 Single Central Record
The Single Central Record is a statutory documents identified by the DfE. The Single
central record holds data concerning:
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An identity check
A barred list check (if in regulated activity)
An Enhanced DBS check
A Prohibition from teaching check
Further checks on people who have lived or worked outside the UK
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A check of professional qualifications e.g. teaching, registered manager
A check to establish the person rights to working in the UK
Evidence of all checks and staff details will be stored on the Single Central Record
27. Induction Process
Following a successful interview, and offer or employment subject to clearance,
candidates will be infirmed of an induction date either within their written offer of
employment or by email.
Statutory and Mandatory training must be completed before employment
commences at St Christopher’s. The full induction must be successfully completed
before you are issued with a Contract of Employment.
As part of your induction you will be provided with an Induction programme, detailing the
activities you must undertake. Training will include statutory, and St Christopher’s
mandatory training such as Safeguarding, Manual handling and Positive Behaviour
Management (PBM).
Induction at St Christopher’s includes information and written statements of:
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Policies and procedures in relation to safeguarding and promoting welfare.
Safer working practices and the standards of conduct and behaviour expected of
staff, children and young people.
How and with whom any concerns about those issues should be raised.
Other relevant HR procedures e.g. disciplinary, capability and whistleblowing
28. Issue of Contract of Employment
Once all the necessary checks have been completed and candidates have successful
passed their induction. new staff will be issued with a contract or employment detailing
terms and condones. All staff at St Christopher’s must serve a probationary period.
29. Continual Professional Development
We will ensure all staff undertakes statutory and mandatory training as a when required,
ensuring we maintain staff with the appropriate skills and knowledge to undertake their
role.
30. Further Information
For Further Information about the process please contact the Human Resources
Department.
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