Safer Recruitment and DBS Policy

Walsall Community Active Projects CIC

Company number 17051741

Safer Recruitment and DBS Policy

---

1. Statement of Intent

Walsall Community Active Projects CIC is committed to safer recruitment. We will recruit, induct and manage staff, volunteers and trustees in a way that helps prevent unsuitable people from working with children, young people and adults at risk.

Safer recruitment supports our Safeguarding Policy, our Code of Conduct and our duty of care.

2. Legal Framework

Our practice reflects:

• The Safeguarding Vulnerable Groups Act 2006
• The Disclosure and Barring Service (DBS) requirements
• The Rehabilitation of Offenders Act 1974 and the Exceptions Order
• Working Together to Safeguard Children (current edition)
• Keeping Children Safe in Education (current edition)
• The Equality Act 2010
• Data Protection Act 2018 and UK GDPR

3. Roles and Responsibilities

Board of Directors

• Ensures safer recruitment policies are in place and followed
• Reviews recruitment practice at least annually

Founder / Recruiting Manager

• Plans and runs recruitment processes
• Ensures every appointment follows this policy
• Keeps recruitment records securely

All Recruiters

• Complete safer recruitment training before being involved in selection panels
• Apply this policy consistently and fairly

4. Planning a Recruitment Round

Before advertising a role, we will:

• Write a clear role description and person specification
• Decide whether the role is eligible for an enhanced DBS check, with or without barred list checks
• Decide whether the role is a 'regulated activity' under the Safeguarding Vulnerable Groups Act
• Agree the interview format, panel and key safeguarding questions
• Confirm the references and pre-employment checks required

5. Advertising

Our adverts will:

• Make clear that we are committed to safeguarding
• State that appointment is subject to DBS check (where applicable), references and other checks
• Welcome applications from underrepresented groups
• Use plain, inclusive language

6. Application

All candidates complete an application form (CVs alone are not enough). The form asks for:

• Full name, address and contact details
• Education, qualifications and training
• Full employment and volunteering history, with explanations for any gaps
• Two referees, including the most recent employer or relevant body
• A self-disclosure about any criminal convictions, cautions or pending cases relevant to the role
• Confirmation of right to work in the UK

Forms include a declaration that the information given is true. False statements may lead to withdrawal of an offer or dismissal.

7. Shortlisting

Shortlisting decisions are made by at least two people. We will:

• Compare each application to the person specification
• Look for any gaps, inconsistencies or anything that needs to be explored at interview
• Record reasons for shortlisting and rejecting candidates
• Not consider information from informal sources, such as personal opinions or social media, in shortlisting

8. Interview

All interviews will be conducted by a panel of at least two people. We will:

• Ask the same core questions of every candidate
• Include safeguarding questions as standard
• Explore any gaps in employment or unclear information
• Allow time for the candidate to ask questions
• Take written notes and keep them securely

Sample safeguarding interview questions include:

• What does safeguarding mean to you in this role?
• Tell us about a time you had a safeguarding concern and what you did
• How would you respond if a young person told you something that worried you?
• How do you maintain professional boundaries?

9. References

We will:

• Take up at least two references, one from the most recent employer or relevant body
• Take references in writing, using our reference request form
• Ask specifically about safeguarding, conduct and any reasons for ending previous employment
• Verify any reference that is unclear or concerning by phone
• Not appoint anyone without satisfactory references

10. DBS Checks

We carry out DBS checks at the appropriate level for each role:

• Basic DBS: for roles with limited contact with children or adults at risk.
• Enhanced DBS without barred list checks: for roles working with children or adults but not in regulated activity.
• Enhanced DBS with children's and/or adults' barred list checks: for regulated activity roles.

We will:

• Sign up to the DBS Update Service or repeat checks at least every three years
• Carry out a risk assessment for any role where a check shows previous offences, considering the offence, when it happened, relevance and any patterns
• Never knowingly employ anyone barred from working with the relevant group
• Make a referral to the DBS where required, for example if we dismiss someone for harming a child or adult at risk

11. Other Checks

For all appointments we also confirm:

• Identity (passport, driving licence, biometric residence permit)
• Right to work in the UK
• Relevant qualifications (originals or certified copies)
• Professional registration where applicable
• Overseas police checks where the person has lived abroad for significant periods

12. Induction and Probation

All new staff and volunteers receive:

• A structured induction, including safeguarding, health and safety, data protection and the Code of Conduct
• Clear expectations about behaviour and standards
• A named supervisor and regular supervision
• A probationary period for paid staff, typically three to six months

During probation, performance and conduct are reviewed regularly. Anyone whose suitability for the role is in doubt will not be confirmed in post.

13. Trustees

Trustees go through a similar process:

• Application form, including a self-declaration
• Interview by the Board or recruitment panel
• Two references
• Enhanced DBS check where eligible
• Companies House and CIC Regulator checks for disqualifications

14. Records

Recruitment records will be kept securely in line with our Data Protection Policy. Unsuccessful candidates' records will be retained for 6 months and then securely destroyed. Successful candidates' records will be kept on their personnel file.

15. Concerns During Employment

If concerns about an existing member of staff, volunteer or trustee come to light, we will follow our Safeguarding Policy and, where appropriate, suspend the person while concerns are investigated.

---

Policy Review

This policy was adopted on 14 February 2026 and will be reviewed annually, with the next scheduled review in February 2027. It will also be reviewed earlier if there are significant changes in legislation, guidance, or our activities.

All staff, volunteers and trustees will be made aware of any updates and asked to confirm they have read and understood the revised version.

Signed on behalf of the Board