Seven Steps to Safer Recruitment
Updated: Jan 21, 2021
Safer Recruitment is a set of practices to help make sure all employees, non-employees (contract workers) and volunteers are suitable to work with children and young people. The seven-step process can be implemented in all child centred settings.
Safer Recruitment Training
All training in Asia should be delivered by a Qualified Safeguarding Specialist. The purpose of training is to ensure that all recruiters fully understand the why as well as the process. There are two sections to the training:
1. Perpetrator behaviours – how to recognise concerning behaviour in various settings. This training is delivered using a face-to-face model due to the sensitivity of the subject matter.
2. The seven-step process of recruitment focusing on how the implementation of a robust process and procedure can act as a protective measure in keeping children safe. The purpose is to ensure that all adults working with children are suitable to do so and have no intent or desire to hurt or harm children.
Training is offered to all leaders, both operational and academic, Safeguarding Leaders and key pastoral staff. Any other staff who have responsibility for recruitment should undertake the training. Contract managers should be offered the opportunity to attend training, where possible.
Job Descriptions and Advertisements
• There must be a safeguarding commitment statement on all job descriptions, job adverts and on contracts for non-employees.
• In addition, a clear statement should be displayed on the company’s outward facing website.
Scrutinising, Shortlisting and Interviewing
• Application form (to be used by all applicants) are used as a scrutinising tool. CVs are acceptable but should be accompanied by a formal application form. Organisations who use recruitment firms can use the completed data whilst undertaking recruitment, however, the principles of scrutiny should be adhered too. All newly appointed staff must have a completed application form before a contract offer is made.
• Gaps in employment history should be noted and queried. Detailed notes and outcomes of the discussion should be made. This may take place before or during interview.
• Requesting reference (to verify employment history) - the timing of reference collection may vary, depending on role. However, all contract offers are conditional until at least two suitable references have been obtained. Again, the use of references from recruitment agencies is permitted, however, they must be substantiated by a telephone reference and the details of the discussion recorded on a telephone reference sheet. Where possible, one references should be taken from current employer.
• All concerns or queries should be noted, and further exploration undertaken. Written notes of the discussions and outcomes are essential.
• Invitation to interview – for face-to-face interviews organisations should ensure that they are clear about expectations for entering the business premise or site. Interviewees should be supervised at all time whilst on company premises.
• Preparing for the interview – Companies should take the time to consider the Selection Process and Interview Panel makeup. At least one member should have undergone the Safer Recruitment training.
• Interview – plan the interview questions carefully to ensure that they align with the job specification and personal qualities. Two safeguarding questions should be asked in each interview and the answers recorded for personal files.
Offer Letter and Contract of Employment
Offer letter and Contract of Employment(specific reference is made to professional expectations to safeguard children and the company). Please note that contracts should be conditional only until suitable references and clear background screening reports are obtained. All contract should clearly outline the duty of care and all safeguarding responsibilities and include the categories below:
• Terms and Conditions of employment
• Induction and Probation
• Disciplinary and Performance Improvement Procedures
• Standards, Expectations and Policies
Background Screening Checks
Background Screening Checks (in addition to pre-interview checks, the following ensure the person is who they state they are and complies with our safeguarding requirements). The background checks are role dependant.
• Identify checks
• Right to work (different countries have different rules and expectations)
• Background screening checks
• Medical declaration
• Qualifications check
• Financial checks
Recording and Monitoring New Starters
Recording and Monitoring New Starters (to evidence all background checks have been completed and filed on personnel file).
• Single Central Record – updated for all new starters.
• New Starter Checklist (to be completed and filed on personnel file).
• Risk Assessment completed, monitored and closed, if necessary. Risk Assessment details should be recorded, in line with SCR Tracker requirements).
• Basic Safeguarding Training completed online. Face-to-face specific training will be delivered by a trained safeguarding professional.
• Annual declaration form completed and filed on personnel file.
• Medical declaration form completed and filed on personnel file.
Probationary Period including Induction
• The company or organisation’s standards, attitude and expectations regarding safeguarding are clearly articulated, including personal behaviours and reporting lines.
• Staff clearly understanding and adhere to the company’s Code of Conduct and safeguarding policies.
• Assess performance, conduct and final suitability for working with children before signing off on probation and confirming permanent employment.
We will work to align all non-employee contract firms with our practice, including the attendance at training.
We will work to ensure that all adults fully understand our safeguarding standards, expectation and practices.