Safer Recruitment Policy

Safer recruitment is not just about carrying out the right DBS / PVG checks. Similarly safeguarding should not be limited to recruitment procedures. Good safeguarding requires a continuing commitment from governing bodies, proprietors, and all staff to ensure the safety and welfare of children is embedded in all of the organisation’s processes and procedures, and consequentially enshrined in its ethos

WHG will predominantly recruit from within our professional network. Job descriptions clearly and accurately set out the duties and responsibilities of the job role.

The person specification is of equal importance and informs the selection decision. It details the skills, experience, abilities and expertise that are required to fulfill the role.

All applicants for staff and Local Guardian positions, and all prospective host families, are required to complete the appropriate WHG application form as part of the recruitment and approval process.

Application forms are reviewed by WHG to establish applicants' suitability, relevant experience and background before progressing to the next stage of recruitment.

Two written references are required for every applicant as part of WHG's safer recruitment process.

All references are reviewed internally by WHG to assess the applicant's suitability for their role, including any relevant safeguarding concerns.

Any significant discrepancies or concerns identified during the review are considered and followed up before an appointment or host family approval is confirmed.

As part of our background checks, we undertake the UK Government ‘Right to Work’ check to see if an applicant is eligible to work legally in the UK. More information is available here:https://www.gov.uk/prove-right-to-work

There will always be a face-to-face interview for short-listed applicants. The interview process will explore the applicant’s ability to carry out the job description and meet the person specification. It will enable the recruiter to explore any anomalies or gaps that have been identified in order to satisfy themselves that the chosen applicant is a bona fide applicant and can meet the demands and expectations of our services and safeguarding criteria.

Any information in regard to past disciplinary action or allegations, cautions or convictions, will be discussed and considered in the circumstance of the individual case during the interview process.

All staff involved in staff recruitment will have received Level 2 Safeguarding training and the Designated Safeguarding Lead (DSL) will have received level 3 safeguarding training. All applicants who are subsequently appointed are required to show evidence of their identity, right to work & address. Original documents will only be accepted and photocopies will be taken.

In addition, Peggotty Moore as head of Human Resources along with Gail Millat our Development Manager have undertaken Safer Recruitment Training as part of their level 3 Safeguarding Training.

The appointment of all new employees is subject to the receipt of a satisfactory Enhanced DBS Certificate, references, and copies of qualifications and proof of identity. All new employees will receive training at Head Office in Bournemouth before commencing.

WHG undertakes criminal record and safeguarding checks as part of its safer recruitment procedures for staff, Local Guardians and host families.

WHG arranges DBS checks directly for individuals undertaking roles requiring criminal record checks. The appropriate level of check is determined by the individual's role and eligibility.

For host family placements, WHG undertakes DBS checks for all household members aged 16 and over, subject to the applicable eligibility requirements.

DBS checks are renewed every three years in accordance with WHG's established procedures.

For individuals undertaking regulated roles with children in Scotland, WHG requires membership of the Protecting Vulnerable Groups (PVG) Scheme, administered by Disclosure Scotland.

WHG ensures that the appropriate PVG disclosure and membership requirements are satisfied before an individual begins a regulated role.

PVG membership is maintained and renewed in accordance with Disclosure Scotland's requirements.

All relevant DBS and PVG information is reviewed by WHG as part of the individual's suitability assessment. Records of completed checks, their dates and relevant outcomes are maintained securely within WHG's recruitment records and Single Central Record.

WHG must and will undertake background checks for all employees, even if they have been resident overseas.

As part of the recruitment and approval process, all staff, Local Guardians and prospective host family carers are required to complete and sign a safeguarding and suitability self-declaration form.

These declarations are reviewed by WHG alongside the application forms, references and relevant background checks. Completed declarations are retained as part of the individual's recruitment records.

WHG maintains a Single Central Record (SCR) of recruitment and safeguarding checks undertaken for staff, Local Guardians and host family carers.

The SCR provides a central record of the relevant checks completed as part of the recruitment and approval process, including identity verification, references, DBS checks and other applicable suitability checks.

The SCR is maintained and updated as necessary to ensure recruitment and safeguarding information remains accurate and current.

WHG maintains individual electronic personnel files for all staff, Local Guardians and host family carers.

These files contain relevant recruitment and safeguarding documentation, including application forms, references, signed self-declarations, evidence of identity checks, DBS information and other applicable suitability checks.

Personnel files are maintained securely, with access restricted to authorised WHG personnel, and updated as necessary to ensure records remain accurate and current.

The Rehabilitation of Offenders Act 1974 does not apply to positions which involve working with, or having access to children. Therefore, any convictions and cautions that would normally be considered ‘SPENT’ must be declared when applying for any position at WHG.

All applicants will be required to show identification such as a passport, national insurance number, driving licence, utility bills etc. as proof of identity/eligibility to work in UK in accordance with those set out in the Immigration, Asylum and Nationality Act 2006 and DBS Code of Practice Regulations.

No host families will be used if any of the members of the household have:

Any other convictions not fitting the above criteria, will be reviewed by a WHG partner on a case by case basis.

Policy Updated
22^ndOctober 2026

Policy Review Date
1^stOctober 2027