British Forces Germany
Safeguarding Children Board
Practice Guidance:
The Recruitment and Selection of Staff in ‘Regulated Positions’
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ivCONTENT
Safeguarding Children, Young People and Vulnerable Persons Recruitment and Selection Practice Guidance A-1
INTRODUCTION A-1
SCOPE A-2
POLICY STATEMENT A-2
CONTRACTORS A-3
VOLUNTEERS A-3
ELEMENTS OF SAFE PRACTICE FOR RECRUITMENT AND SELECTION A-3
PLANNING AND ADVERTISING A-4
JOB DESCRIPTION A-5
PERSON SPECIFICATION A-5
INFORMATION PACK TO CANDIDATES A-5
APPLICATION FORM A-5
REFERENCES A-7
QUALIFICATIONS AND TRAINING A-8
INTERVIEWS A-9
IDENTITY A-9
INTERVIEW PANEL A-9
DECISION MAKING A-10
CONDITIONAL OFFER OF APPOINTMENT: PRE-APPOINTMENT CHECKS A-10
EMPLOYMENT DISCLOSURE AND SUITABILITY CHECKS A-12
DBS CHECKS A-12
POSITIVE TRACES A-12
HQ BFG DISCLOSURE REVIEW PANEL A-13
DEVELOPING A PROCESS FOR MANAGING DISCLOSURE INFORMATION A-14
CHECKS ON OVERSEAS APPLICANTS A-14
EMPLOYING AGENCY STAFF A-15
DISCLOSURE AND BARRING SERVICE A-Error! Bookmark not defined.
POST APPOINTMENT INDUCTION A-15
MONITORING AND AUDIT A-16
Appendix 1 - SAMPLE INFORMATION PACK A-1-1
Safeguarding Children and Vulnerable Persons A -1-1
Approach to Recruitment A-1-1
Appendix 2 - CHECKLIST: Appointment of New Employees (paid and unpaid) A-2-1
Appendix 3 - SAMPLE Safeguarding Children and Vulnerable Persons Information Request - notes A-3-1
Safeguarding Children and Vulnerable Persons Information Request - form A-3-3
Declaration of Confidentiality Information* A-3-3
Appendix 4 - NOTES ON EMPLOYMENT DISCLOSURE REFERENCES: A-4-1
Appendix 5 - Sample Standard Reference Request A-5-1
Private and Confidential A-5-1
REFERENCE ENQUIRY PROFORMA A-5-3
Appendix 6 - People barred from working with
children and vulnerable persons A-6-1
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ivSafeguarding Children, Young People and Vulnerable Persons Recruitment and Selection Practice Guidance
INTRODUCTION
1. The tragic murders of Holly Wells and Jessica Chapman in Soham in 2002 highlighted clearly and painfully the areas for improvement needed in the safeguarding systems. In response to this tragedy, the Government commissioned an inquiry chaired by Lord Michael Bichard to investigate and make recommendations. The inquiry findings made a number of recommendations on improving the area of safer recruitment and selection.
2. The importance of ensuring employers make safer employment decisions and that they safeguard the health and safety of children[1] and vulnerable persons in our service community has been given paramount importance in Government legislation.
3. Working Together to Safeguard Children 2010, Department for Education and Skills (DfES), outlines the responsibilities of Safeguarding Children Boards (SCBs) and states that one of the ‘core functions’ of SCBs is to ensure appropriate policies and procedures are in place with regard to the recruitment and supervision of people who work with children.
4. Safe recruitment is central to the safeguarding of children, and vulnerable persons in our Service community. All organisations employing staff or volunteers to work with children or vulnerable persons have a duty to safeguard and promote their welfare by ensuring that they adopt safe recruitment and selection procedures which prevent unsuitable persons from gaining access to children and vulnerable persons.
5. This guidance document from the Headquarters British Forces Germany (HQ BFG) Safeguarding Children Board sets out the procedures relating to safer recruitment, appointment and employment of personnel working with children and vulnerable persons in the Service community or associated with that community.
6. It is anticipated that there will be further Government guidance published on safer recruitment, at which point this document will be revised.
7. It is the responsibility of each unit, agency or organisation, including those within the voluntary and community sector operating in the BFG geographical area of responsibility (AOR), to consider how these principles can be embedded in and applied to their organisation.
8. Nothing can be more important than ensuring that children and vulnerable persons are properly safeguarded.
SCOPE
9. This guidance applies to all adults who have contact with children and vulnerable persons through their work whether in a paid or voluntary capacity. It applies to permanent, temporary and agency staff and to those recruited from overseas. It also applies to staff who do not have direct responsibility for children and vulnerable persons, but who will have contact with children and vulnerable persons within the organisation and will be seen as safe and trustworthy and/or have access to confidential and sensitive information, eg administrative staff, receptionists, caretakers and maintenance workers.
10. This guidance embraces nationally recommended standards in recruitment and selection, including those recommendations arising from Bichard Inquiry (2004) and is consistent with the guidance issued by the DfES in June 2005, Safeguarding Children: Safer Recruitment and Selection in Education Settings.
POLICY STATEMENT
11. Organisations and agencies must have a policy statement outlining their commitment to safeguarding and promoting the welfare of children and vulnerable persons. It should convey that robust recruitment and selection procedures are in place to identify and deter people who might abuse children and vulnerable persons or are unsuitable for employment. They are to minimise the possibility of children and vulnerable persons suffering harm from those in a position of trust.
12. Sample Statement:
‘This unit/agency/organisation is committed to safeguarding and promoting the welfare of children and vulnerable persons. It is also committed to engaging with children, vulnerable persons and staff in policy and practice development, and proactively encouraging feedback’.
13. It is recommended that such a statement be included in:
a. Publicity material.
b. Recruitment websites.
c. Job advertisements.
d. Application form.
e. Candidate information packs.
f. Person Specifications.
g. Job Descriptions.
h. Competency frameworks.
i. Induction training.
CONTRACTORS
14. Many organisations operating in the BFG geographical AOR providing services and access to children and vulnerable persons use contractors and agency staff. Organisations should ensure that the terms of reference of any contract they let, that requires the contractor to employ staff to work with, or provide services for, children and or vulnerable persons for whom the establishment is responsible, also requires the contractor to adopt and implement the measures described in this document. This should be confirmed in writing and include the name(s) of the contractor’s staff and verification that Suitability and Disclosure and Barring Service (DBS) checks have been obtained and are clear. It is also important to monitor the contractor’s compliance.
VOLUNTEERS
15. Voluntary agencies and employer organisations and agencies recruiting the services of volunteers who have regular contact with children, should adopt the following procedures:
a. When actively seeking volunteers, and considering candidates for volunteer positions and about whom there is little or no recent knowledge, adopt the same recruitment measures as for paid staff.
b. In education and Early Years settings when it is required to seek assistance from volunteers to take on a particular roll, eg a parent who is well known to the establishment, a streamlined procedure can be adopted – seek references, ensure there are no concerns in the Service community, hold an informal interview to gauge attitude and suitability for the post and undertake Suitability and DBS disclosure checks.
c. For ‘one-off’ events, such as accompanying teachers and pupils on a day outing, helping at a youth football tournament, the above measures would be unnecessary, provided that the person is not unsupervised and left alone with children.
d. When recruiting volunteers via another organisation, eg UK football clubs or St John Ambulance trainers, assurances must be obtained from that organisation that the person has been cleared through the DBS disclosure checking procedure or by contacting the Employment Disclosure Office for advice. This should be confirmed in writing and include the name(s) of the staff being employed.
ELEMENTS OF SAFE PRACTICE FOR RECRUITMENT AND SELECTION
16. It is important that any information provided to applicants (job adverts, job descriptions, person specifications, information about the role and/or organisation) is consistent about the priority to the safeguarding of children and vulnerable persons and their welfare. See Appendix 1 - Sample Information Pack.
17. Within the advert and information given to the applicant, reference should be made to the need for the organisation/agency to obtain Suitability and DBS disclosure checks, including checks against statutory Lists held in the United Kingdom in accordance with Standing Orders for the British Forces in Germany (SOBF(G) 3352 (Regulations for Suitable Person checks for Personnel Working with Children and Vulnerable Persons).
18. This properly enables candidates to make informed decisions about whether or not they wish to apply.
19. Safer practice in recruitment means giving consideration to safeguarding arrangements at every step of the process.
PLANNING AND ADVERTISING
20. It is important to be clear about the mix of qualities, qualifications and experience a successful candidate will need to demonstrate, and whether there are any particular matters that need to be stated in the advertisement for the post, in order to prevent unwanted applications.
21. Planning is vital to successful recruitment and it is important to organise the selection process to allow sufficient time between the short-listing and interview to enable references to be obtained before interview.
22. The recruitment process needs to be planned, including who will be involved, responsibilities and timescales. Line managers should consult with either the Recruitment Officer at the Defence Business Services (DBS) for United Kingdom Based Civilians (UKBCs), Garrison Labour Support Unit (GLSU) for Locally Employed Civilian (LEC) staff or HR Department for other agencies including voluntary agencies.
23. The advertisement is to include a statement about the employer’s commitment to safeguarding and promoting the welfare of children and vulnerable persons, and reference made to the need for the successful applicant to undertake a DBS disclosure check where appropriate.
24. It is good practice to create a checklist in relation to all recruitment to which this practice guidance applies. See Appendix 2 – Checklist: Appointment of New Employees (paid and unpaid).
JOB DESCRIPTION
25. Once a post becomes vacant or a new post is created, the job description and person specification need to be reviewed to ensure compliance with safe recruitment guidance.
26. This should clearly state:
a. The main duties and responsibilities of the post.
b. The post holder’s individual responsibility for promoting and safeguarding the welfare of children and/or vulnerable persons within the context of their role.
c. The extent of contact/responsibility for children and/or vulnerable persons.
PERSON SPECIFICATION
27. The Person Specification should include:
a. The essential and deLordable qualifications and experience.
b. Other requirements needed to perform the role in relation to working with children and or vulnerable persons.
c. The competencies and qualities that the successful candidate should be able to demonstrate.
INFORMATION PACK TO CANDIDATES
28. All information given to interested applicants should highlight the importance of the rigorous selection process and the duty to safeguard children and vulnerable persons.
29. The pack should include:
a. The application form and explanatory notes about completing the form.
b. The job description and person specification.
c. Relevant information about the organisation and the recruitment process.
d. The organisation/agency’s Child Protection Policy Statement.
e. A statement of the terms and conditions relating to the post.
APPLICATION FORM
30. Ministry of Defence (MoD) organisations and agencies must use an application form to obtain a common set of core data from all applicants. All other organisations are recommended to follow this guidance. It is not good practice to accept a curriculum vitae (CV) drawn up by applicants in place of an application form because this will only contain the information the applicant wishes to present and may leave out relevant details.
31. It is important the application form is designed to enable the gathering of full information in relation to the applicant. This information should then be used as part of the full vetting and verification process of the successful applicant.
32. The application form should refer to the organisation/agency’s commitment to safeguarding children and vulnerable persons. It should contain:
a. Identifying details of the applicant including current and former names, current address and National Insurance Number.
NB: to comply with the Employment Equality (Age) Regulation (Oct 2006), the Date of Birth should not be included on the main application form.
b. A statement of any academic and/or vocational qualifications the applicant has obtained, including awarding body and name of institution.
c. A full history in chronological order since leaving secondary education, including periods of any post secondary education/training and part-time and voluntary work as well as full time employment, with start dates, explanations from periods not in employment or education/training and reasons for leaving employment.
d. Details of referees. One referee should be the applicant’s current or most recent employer/line manager, not a colleague. Normally, two referees should be sufficient.
(1) Where an applicant is not currently working with children and/or vulnerable persons, but has done so in the past, it is important that a referee is also obtained from the employer by whom the person was most recently employed in work with children in addition to the current or most recent employer.
(2) Referees should not be accepted from relatives or friends.
e. A statement of the personal qualities and experience that the applicant believes are relevant to his/her suitability for the post and how he/she meets the person specification.
f. An explanation that the post is exempt from the Rehabilitation of Offenders Act 1974 and therefore that all convictions, cautions and bind-overs, including those regarded as ‘spent’ or ‘pending’ must be declared. It should require a signed statement that the person is not on the Disclosure and Barring Service Barred Lists for being disqualified from work with children or vulnerable persons or subject to any sanctions imposed by a regulatory body, such as the General Teaching Council (GTC), and either has no convictions, cautions, bind-overs, or has attached details of their record in a sealed envelope marked ‘Confidential’.
33. The Application Form should make clear to all prospective applicants that:
a. Where appropriate the successful applicant will be required to undertake Suitability checks to the appropriate level in accordance with SOBF(G) 3352.
b. The prospective organisation/agency will seek references on short-listed applicants, and may approach previous employers for information to verify particular experience or qualifications before interview.