1. Scope

This policy relates to the safe recruitment of all temporary staff and volunteers.

Referred to as ‘registrants’ from now on. 

2. Introduction

2.1 The purpose of this policy is to set out the requirements of MAIC Agency’s recruitment process that aims to safeguard children, young people and vulnerable adults. 

The policy has been designed to:

• obtain the best possible applicants to fill vacancies
• deter prospective applicants who are unsuitable for work with children/young people/ vulnerable adults
• identify and reject applicants who are unsuitable for work with children/young people/ vulnerable adults
• ensure MAIC Agency meets its commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults by carrying out all necessary pre-employment checks.

2.2 Recruitment Managers involved in the recruitment and selection of workers will be provided with training in Safer Recruitment and will be responsible for familiarising themselves with and complying with the provisions of this policy.

3. Registration

3.1 MAIC Agency is committed to safeguarding and promoting the welfare of children. Applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service clearance at enhanced level. 

3.2 Prospective registrants will be supplied with the following:

The Agency’s statement on Safer Recruitment and Safeguarding

• The selection procedure for the post
• An overview of key information relating to terms and conditions/policies and
• procedures
• A registration form
• An Equal Opportunities form.

4. Recruitment and Selection Procedure

4.1 Registration

• All candidates will be required to complete a registration form 
• A curriculum vitae will also be accepted.

4.2 References

4.2.1 All offers of employment will be subject to the receipt of a minimum of two satisfactory

references, one of which must be from the applicant's current or most recent employer 

4.2.2 If the current/most recent employment does/did not involve work with children but the applicant has worked with children, young people and/or vulnerable adults in the past, then further references should be sought from the employer(s) with whom the applicant most recently worked with children, young people and/or vulnerable adults.

4.2.3 References purely containing information regarding job title and employment dates will not be accepted.

4.2.4 Referees should not be relatives, someone known to the applicant solely as a friend or someone with whom the candidate is in a relationship.

4.2.5 All referees will be asked whether they believe the applicant is suitable for the job for which they have applied and whether they have any reason to believe that the applicant is unsuitable to work with children, young people and vulnerable adults.

4.2.6 MAIC Agency will only accept references obtained directly from the referee on the official form with all sections completed. It will not rely on references or testimonials provided by the applicant or on open references or testimonials.

4.2.7 MAIC Agency will compare all references with any information given on the application form. Any discrepancies or inconsistencies in the information will be taken up with the applicant before any appointment is confirmed.

4.2.8 MAIC Agency will contact each referee by email, seeking confirmation of their identity by receiving an authentic organisational response from a company email address confirming the role, employment and telephone number of the referee. The Agency will then make contact by telephone to the referee to verify that the reference was prepared by them and the information is correct. A record of this verification check will be recorded and kept on the pre-recruitment checks file.

5. Verification of identity and address

All registrants will be required to bring 3 of the following evidence of identity, address for the purpose of completing a DBS and qualifications to ensure suitable skilled for the role:

• Passport (wherever available) or full birth certificate
• Two utility bills or statements (from different sources and less than three months old) showing
• their name and home address
• documentation confirming their National Insurance Number (P45, P60 or National Insurance Card)
• documents confirming any educational and professional qualifications referred to in their
• application form.
• driving licence (where applicants are applying for a post that requires the ability to drive)
• Where an applicant advises that they have changed their name by deed poll or any other mechanism (eg marriage, adoption, statutory declaration) they will be required to provide documentary evidence of the change.

With the exception of Transgender and transsexual people who are protected by two key pieces of legislation. The Equality Act 2010 outlaws discrimination in employment on the grounds of gender reassignment, and the Gender Recognition Act 2004 allows transsexuals to obtain a Gender Recognition Certificate to legally change their gender.

The Disclosure and Barring Service (DBS) offers a confidential checking service for transgender applicants in accordance with the Gender Recognition Act 2004. This is known as the sensitive applications route, and is available for all levels of DBS check - basic, standard and enhanced.

The sensitive applications route gives transgender applicants the choice not to have any gender or name information disclosed on their DBS certificate, that could reveal their previous identity.

MAIC Agency has a duty to ensure it maintains records of the recruitment and suitability checks which have been carried out for registrants:

a. identity checks;

b. DBS Disclosures, including the level of the Disclosure, and the unique reference number (in line with eligibility to obtain such checks);

c. at least two references, preferably one from a current employer and where possible a statement from each referee as to their opinion of the person’s suitability to work with children;

d. checks to confirm the right to work in the UK;

As a result, staff and carers should be made aware at registration that these records including a record of their identification will be kept by MAIC Agency

6. Offer of temporary shifts

If it is decided to make an offer of temporary shifts, any such offer will be conditional on the following:

• receipt of a minimum of two professional references which the Agency considers satisfactory.
• receipt of a satisfactory DBS check (as relevant for the post) where a DBS disclosure has been carried out, the applicant must show the original copy to the Agency within seven days of
• receiving it.
• proof of identity/evidence of ID (a Passport must be provided as ID unless one is not held, in
• which case a birth certificate, along with another form of photo ID must be provided).
• provision of actual certificates of qualifications for training/achievements required for the post
• offered (copies will not be accepted without seeing the originals).
• proof of eligibility to live and work in the UK.
• agreement of a mutually acceptable start date.

7. Induction

7.1 All registrants who are new to the Agency will receive an induction/training programme that will include the Agency’s Safeguarding policies and guidance on safe working practices.

8. Retention of records and security of disclosure information

8.1 Information received via DBS

9. MAIC Agency’s policy is to observe the guidance issued or supported by the DBS on the use of disclosure information. The Agency will:

• ask all applicants to show the original copy of a DBS to the Recruitment Manager 

9.1 The first six months of registration is deemed to be a probationary period for all registrants. During this period, the Recruitment Manager will have regular sessions with registrants to discuss how things are progressing.

10. MAIC Agency complies with the provisions of the DBS code of practice

Retention of registration forms

MAIC Agency will retain any relevant information provided on registration forms (together with any attachments) and other personal document/information.

11. Equality, Diversity and Inclusion

Our ambition is to work together to promote a more inclusive environment, which attracts all candidates and signals our commitment to celebrate and promote diversity, whilst ensuring we safeguard children, young people and vulnerable adults.

MAIC Agency will not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex and sexual orientation

12.This policy will be reviewed on a regular basis and updated as needed to reflect any relevant changes in legislation and guidance.