Policies & Procedures

Safer Recruitment Policy v2.0

Safer Recruitment Policy

Policy Lead Mrs. Tavleen Sharma - Registered Manager

Version No. 2.0

Date of issue April 2026

Date to be reviewed April 2027

Purpose:

VCare Consultancy Services Limited (“VCare”) is committed to safer recruitment practices that protect service users, promote equality of opportunity and ensure that suitable, competent and trustworthy individuals are employed to deliver care and support services.

This policy has been developed in accordance with:

• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014;
• Care Quality Commission (CQC) Fundamental Standards;
• Regulation 19 – Fit and Proper Persons Employed;
• Care Act 2014;
• Equality Act 2010;
• Safeguarding Vulnerable Groups Act 2006;
• Rehabilitation of Offenders Act 1974;
• Immigration, Asylum and Nationality Act 2006;
• Data Protection Act 2018 and UK GDPR;
• South Gloucestershire Council commissioning and safeguarding expectations;
• Skills for Care guidance and safer recruitment best practice.

The purpose of this policy is to:

• ensure robust and safe recruitment procedures;
• protect vulnerable adults from abuse and harm;
• ensure fair and transparent recruitment processes;
• recruit staff with appropriate values, skills and experience;
• promote equality, diversity and inclusion;
• ensure legal and regulatory compliance.

Scope

This policy applies to:

• permanent staff;
• temporary staff;
• agency workers;
• bank staff;
• volunteers;
• apprentices;
• contractors engaged in regulated activity.

This policy applies to all recruitment activities undertaken by VCare.

VCare is dutybound ethically and morally to ensure each job application it processes, it ensures and carries out:

• Enhanced DBS check.
• Barred list checks.
• Right to work check.
• Employment history review.
• Gap analysis between jobs.
• References (current employer, last employer, and 1 personal reference).

Principles

VCare is committed to:

• safer recruitment;
• equality of opportunity;
• safeguarding vulnerable adults;
• person-centred workforce values;
• transparent and consistent recruitment processes;
• recruiting staff who demonstrate compassion, dignity and professionalism;
• compliance with CQC and local authority requirements.

VCare operates a zero-tolerance approach to:

• abuse;
• discrimination;
• unsafe recruitment practices;
• falsification of employment records;
• exploitation;
• modern slavery.

Roles & Responsibilities

Registered Manager / Directors

The Registered Manager and Directors are responsible for:

• ensuring safer recruitment compliance;
• ensuring appropriate checks are completed;
• ensuring recruitment decisions are evidence-based;
• ensuring staff are suitable for regulated activity;
• ensuring records are maintained;
• ensuring recruitment processes remain compliant with legislation and CQC standards.

Recruitment Personnel / Coordinators

Responsible for:

• advertising vacancies;
• arranging interviews;
• obtaining references;
• completing recruitment checks;
• maintaining recruitment records;
• escalating concerns.

Interview Panels

Responsible for:

• fair and objective selection;
• assessing values, skills and competence;
• documenting recruitment decisions;
• identifying safeguarding concerns or suitability issues.

Equality & Diversity

VCare is committed to equal opportunities and fair recruitment practices.

Recruitment decisions will not discriminate on the basis of:

• age;
• disability;
• race;
• religion or belief;
• sex;
• gender reassignment;
• sexual orientation;
• pregnancy or maternity;
• marriage or civil partnership.

Reasonable adjustments will be made where appropriate to support applicants with disabilities.

All applicants will be treated fairly and consistently.

Workforce Planning and Vacancy Approval

Prior to recruitment, VCare will:

• assess workforce needs;
• identify required competencies;
• review staffing levels;
• ensure appropriate funding and authorisation;
• consider service user needs and continuity of care.

Job descriptions and person specifications will be prepared for all roles.

Advertising Vacancies

Vacancies may be advertised through:

• online recruitment platforms;
• VCare website;
• local community networks;
• social media;
• recruitment agencies where appropriate;
• job centres and training organisations.

Adverts will:

• promote safeguarding commitments;
• state DBS requirements;
• promote equality and diversity;
• clearly outline role requirements.

All recruitment adverts will include a statement confirming VCare’s commitment to safeguarding vulnerable adults.

Application Process:

Applicants will be required to provide:

• completed application form;
• full employment history;
• explanation of employment gaps;
• proof of identity;
• proof of right to work;
• qualifications where applicable;
• professional registration details where applicable.

CV-only applications will not normally be accepted without completion of additional recruitment checks.

Interview Process:

All shortlisted candidates will participate in a formal interview process.

Interviews may assess:

• values and behaviours;
• safeguarding awareness;
• communication skills;
• care experience;
• understanding of dignity and person-centred care;
• problem-solving;
• professional conduct.

Interview questions will include safeguarding and scenario-based questions.

Interview outcomes will be documented.

Safer Recruitment Checks

VCare will complete the following checks before employment commences:

Identity Verification

Verification of:

• passport;
• driving licence;
• official identification documents.

Right to Work Checks

VCare will comply with immigration legislation and Home Office guidance.

No individual will commence employment without satisfactory right to work evidence.

Enhanced DBS Checks

Enhanced DBS checks with adult workforce barred list checks will be completed for all staff engaged in regulated activity.

DBS checks will:

• be reviewed prior to employment;
• be risk assessed where disclosures exist;
• be renewed in line with organisational procedures.

Employment References

A minimum of two references will be obtained, including:

• most recent employer;
• explanation of any concerns raised.

References will be verified where possible.

Employment History

VCare will investigate:

• unexplained gaps;
• inconsistent information;
• safeguarding concerns;
• disciplinary history where disclosed.

Qualifications and Registration

Where applicable, qualifications and professional registrations will be verified.

Risk assessments following DBS Disclosure

Where a DBS disclosure identifies offences or concerns, VCare will undertake a documented risk assessment considering:

• nature of offence;
• relevance to role;
• time elapsed;
• safeguarding implications;
• rehabilitation evidence.

VCare reserves the right to withdraw offers where risks are identified.

Conditional offers of Employment

Offers of employment will remain conditional until all recruitment checks are satisfactorily completed.

No employee may undertake regulated activity unsupervised until:

• DBS clearance;
• references;
• right to work;
• identity checks;
• induction requirements

have been completed.

Induction and Probation

All new staff will complete:

• induction programme;
• mandatory training;
• shadow shifts where appropriate;
• competency assessments;
• probation period.

Induction may include:

• safeguarding;
• moving and handling;
• infection prevention and control;
• medication awareness;
• GDPR;
• equality and diversity;
• Mental Capacity Act;
• whistleblowing;
• health and safety.

Probation reviews will monitor:

• conduct;
• attendance;
• competence;
• values;
• performance.

Agency Staff and Temporary Workers:

Where agency staff are used, VCare will ensure:

• appropriate DBS checks;
• right to work verification;
• competency evidence;
• training compliance;
• induction arrangements.

VCare remains responsible for ensuring agency staff are suitable for the role undertaken.

Overseas Recruitment:

Where overseas recruitment is undertaken, VCare will:

• comply with UK immigration law;
• complete right to work checks;
• verify qualifications;
• assess communication skills;
• comply with ethical recruitment principles.

VCare does not support exploitative recruitment practices.

Safeguarding

Safeguarding remains central to all recruitment decisions.

VCare will:

• identify unsuitable applicants;
• share safeguarding concerns appropriately;
• escalate concerns where necessary;
• maintain safeguarding records;
• cooperate with investigations.

Any concern relating to abuse, exploitation or unsafe practice may result in:

• withdrawal of employment offer;
• disciplinary action;
• referral to safeguarding authorities;
• referral to DBS or professional regulators.

Confidentiality and Data Protection

Recruitment information will be:

• processed lawfully;
• stored securely;
• retained appropriately;
• handled confidentially;
• managed in accordance with GDPR.

Access to recruitment records will be restricted to authorised personnel.

Record Keeping

VCare will maintain recruitment records including:

• application forms;
• interview notes;
• DBS information;
• references;
• identity documents;
• right to work evidence;
• training records;
• induction records.

Records will be retained in accordance with legal and regulatory requirements.

Training and Supervision

VCare will maintain recruitment records including:

• application forms;
• interview notes;
• DBS information;
• references;
• identity documents;
• right to work evidence;
• training records;
• induction records.

Records will be retained in accordance with legal and regulatory requirements.

Whistleblowing

Managers involved in recruitment will receive:

• safer recruitment awareness;
• safeguarding training;
• equality and diversity training;
• interview and selection guidance.

Staff competency and conduct will continue to be monitored through:

• supervision;
• spot checks;
• appraisals;
• training reviews.

Related Policies

This policy should be read alongside:

• Safeguarding Policy
• Equality and Diversity Policy
• Whistleblowing Policy
• GDPR and Confidentiality Policy
• Medication Policy
• Health and Safety Policy
• Supervision and Appraisal Policy
• Disciplinary Policy
• Business Continuity Policy

Monitoring and Review

VCare will monitor recruitment compliance through:

• audits;
• supervision;
• governance reviews;
• recruitment file checks;
• CQC compliance monitoring.

This policy will be reviewed:

• annually;
• following legislative change;
• following safeguarding incidents;
• following CQC or local authority feedback.