Woodthorpe Children Centres Policies

Safer Recruitment

Updated 13 Oct 2020

Manor and Castle Development Trust are committed to providing the best possible care to its clients which includes children and adults. The trust is committed to safeguarding and promoting the welfare of young children. We are also committed to providing a supportive working environment for all members of fundamental importance to attract, recruit and retain staff who share the ethos and commitment of the organisation.

The aims of the Trust’s Safer recruitment policy are as follows:

  • To ensure that the best possible staff are recruited
  • To ensure that all job applicants are considered equitably and consistently
  • To ensure that no job applicant is treated unfairly on any grounds including race, colour, nationality, ethic or national origin, religion or religious belief, sex or sexual orientation, marital status, disability and age.
  • To ensure compliance with all relevant recommendations and guidance including the recommendations of the Department of Education in “safeguarding children: safe recruitment and selection in education settings” and the code of practice published by the Disclosing and Barring Service (DBS).
  • To ensure that the company meets its commitment to safeguarding and promoting the welfare of children and adults by carrying out all necessary pre-employment checks.

Recruitment and selection procedure

All applicants for employment will be required to complete an application form containing questions about their academic and employment history and their suitability for the role. A curriculum vitae will not be accepted in place of the completed application form. Any candidate who submits a curriculum vitae will be asked to complete an application form in addition. All applicants will receive a job description and person specification for the available role the applicant is welcome to spend some time on informal basis prior to attending a formal interview at which his/her relevant skills and experience will be discussed in more detail.

If it is decided to make and offer of employment following the formal interview, any such offer will be conditional on the following:

  • The agreement of a mutually acceptable start date and signing of a contract incorporating the company’s standard terms and conditions of employment.
  • The receipt of two references (on of which should be from the applicant’s most recent employer) which the trust considers to be satisfactory
  • The receipt of a satisfactory enhanced disclosure from the Disclosure Barring Service

If the above conditions are satisfied and the offer is accepted then the applicant will be issues with a contract of employment as confirmation of employment. All appointments are subject to a three months probationary period during which the notice period to terminate the employment for whatever reason, by either the employee or the Trust is 4 weeks. The Trust reserves the right to extend this probationary period should it deem this necessary.

Pre-Employment checks

In accordance with the recommendations of the Department of Education in “safeguarding children; safe recruitment and selection in education settings” the Trust carries out a number of pre-employment checks in respect of all prospective employees.

Verification of identity and address.

All applicants who are invited to an interview will be required to bring the following:

  • Evidence of identity, address and qualifications
  • Current driving license or passport or full birth certificate; and two utility bills or statements (from different sources) showing their name and home address
  • Documentation confirming their national insurance number (P45, P60 or national insurance card); and
  • Documents confirming any educational and professional qualifications referred to in their application form.

Where an applicant claims to have change his/her name by deed poll or any other mechanism (e.g. marriage, adoption) he/she will be required to provider documentary evidence of the change.


All offers of employment will be subject to the receipt of a minimum of two satisfactory reference, one of which should be from the applicant’s current or most recent employer. The second referee could be either a personal or employer. Neither referee should be a relative. 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/ vulnerable adults. All referees will be sent a copy of the job description and a person specification for the role which the applicant has applied for.

If the referee is a current or previous employer, they will also be asked to confirm the following:

  • The applicant’s dates of employment, salary, job title/duties, reason for leaving,
  • Performance, sickness and disciplinary record
  • Whether the applicant has ever been the subject of disciplinary procedures
  • Involving issues related to the safety and welfare of children
  • Whether any allegations or concerns have been raised about the applicant that relates to the safety and welfare of children, young people or behaviour towards children or young people

The trust will only accept references obtained directly from the referee. It will not rely on references or testimonials provided by the applicant, an open refence or testimonials. The trust will compare all references with any information given on the application form. Any discrepancies or inconsistencies in the information will be take up with the applicant before any appointment is confirmed.

Criminal Record Check

If the nature of the work is connected to regulated activity, the Trust will ensure and enhanced DBS is in place before the new employee commences work. This is in respect of all prospective staff members, directors and volunteers.

Contractor and partners will also need to provide evidence of enhanced DBS if they are involved in regulated activity.

Retention and security of disclosure information

The Trust policy is to observe the guidance issued or supported by the DBS on the use of disclosure information. The trust will:

  • Store disclosure information and other confidential documents locked in cabinets, access to which will be restricted to specific members of staff
  • Not retain disclosure information or any associated correspondence for longer than is necessary. In most cases the trust will not retain such information for longer than 6 months although the trust will keep a record of the date of the disclosure, the name of the subject, the disclosure number and the position of the in person in questions, the unique number issued by DBS
  • Ensure that any disclosure information is destroyed by suitably secure means such as shredding
  • Prohibit the photocopying or scanning of any disclosure information

Retention of records

If the applicant is appointed the Trust will retain any relevant information provided on their application form (together with any attachments) on their personnel file. If the applicant is unsuccessful, all documentation relating to the application will normally be confidentially destroyed after six months unless the applicant special requests the Trust to keep their details on file.


If an applicant has any queries on how to complete the application form or any other matter they should contact the HR on 0114 278 9999.