The list below shows the workflow of a recruitment process.
Steps with SR are specific to safer recruitment and are optional for recruitment which falls outside this remit.
- Appoint a responsible person SR
- Agree a Job Description and Personal Specification
- Advertise the role
- Receive application forms
- Review Confidential Declarations SR
- Shortlisting
- Interview and Assessment
- Pre-Appointment Checks
- DBS Checks SR
- Criminal Records SR
- Appointment
- Induction
- Probation
- On-going Support and Supervision
- Safeguarding Learning and Development
- Record Keeping
For the full guidance on each step please visit the Church of England website.
1. The Responsible Person
The Responsible Person (RP) maintains oversight of the whole process. They must have completed the Safer Recruitment training while also ensuring that any other individuals involved in the process are appropriately trained. More information can be found on the Church of England website.
The RP can still delegate tasks but they have ultimate responsibility for ensuring that all the steps are appropriately followed.
Ways in which other people can be involved while also maintaining clear lines of responsibility include:
- Developing role descriptions
- Forming part of the interview panel
- Assisting in the formulation of interview tasks and questions
- Induction support
2. Job Description and Personal Specification
A well-designed job description will set clear boundaries and expectations for a role. It will help the RP consider what it is they want from a role and what sort of person will be suitable.
Job Description: Summarises the role; tasks; expectations, states whether there are any line management responsibilities.
Personal Specification: States the essential and desirable criteria (and how each will be assessed). It’s usually based around knowledge experience, qualifications, competencies.
Both: Highlight the importance of safeguarding, including any responsibilities or checks to be completed.
Please also see the information on the Equalities Act 2010 which is designed to protect people from discrimination in the workplace and in their wider society. Adherence to this is a legal obligation.
More information can be found on the Church of England website.
3. Advertising a role
How you advertise a role is important as it gives the first impression of you as an employer. You can advertise in various places with varying degrees of cost – each have their advantages and disadvantages. For instance: Indeed.com will give a wide coverage but often invites applicants with low engagement. Using an agency incurs a hefty cost but will provide a bespoke and comprehensive service.
High cost, bespoke: Executive search, recruitment agencies
Some associated costs: national newspapers, industry specific job site, The Church Times
Low cost / free: church newsletter/notice boards, church website/social media, diocesan website, job centre, free jobsites (eg. Indeed.com)
It is important to note that just because someone is known by the Church, that alone does not make them safe. Informality can make the Church vulnerable
More information can be found on the Church of England website.
4. Receive application forms
Every candidate should be expected to complete an application form and it is important that all candidates are treated fairly and in a transparent and equitable way, however well they are known.
Whether an individual is a paid employee or volunteer, access to an application pack and the completion of an application form is important in relation to safeguarding for the following reasons:
- It reinforces the value that the Church body places on work with children, young people and vulnerable adults and the seriousness with which it takes the appointment of those who work with such groups.
- It gives a clear signal to anyone intent on abusing the trust placed in them that the Church body is vigilant about the safety and protection of children, young people and vulnerable adults.
Read more guidance on the Church of England website
5. Confidential Declarations
To prevent unfair bias, wherever possible, the person reviewing the confidential declarations should not be on the shortlisting or interviewing panel. When a declaration is made, it should, along with the application and job description, be sent to the DSA for review and possible further action.
The Rehabilitation of Offenders Act (ROA) 1974 allows certain convictions and cautions to be considered “spent” after a specified length of time. More information is on the government website.
- Applicants have the right to legally withhold criminal record information – however, some roles are exempt from this.
- Exempt roles usually have substantial contact with children or vulnerable adults.
- If the role is exempt this also means that the applicant requires a criminal records check (see DBS eligibility)
In Safer Recruitment:
- Information is voluntary and requests should encourage openness, honesty and trust
- Information should be used as part of the overall assessment of suitability for the role – it does not automatically preclude an application from being taken forward
However, if the request for a Confidential Declaration is refused, the application should not be taken any further
Please see the Church of England Guidance for templates.
6. Shortlisting
The RP should assemble and lead the shortlisting panel of at least two people. Using the job description and personal specification, a shortlisting matrix can be formed from the essential and desirable criteria. Each application should be considered against each criteria and given a score. Your scoring system can take various forms as long as it is applied consistently across all applicants. A good system to follow is a score out of 5 where 1 – Not met, 3 – Met expectations, 5 – Exceeds expectations. The highest scoring applications should be taken forward to the interview process. Dependent upon the role, we recommend shortlisting no more than 5 candidates.
For some criteria it may be more appropriate to assess these at the interview stage, if this is made clear on the personal specification, this can speed up the both the application and shortlisting processes as these particular criteria will not have to be scored.
All decisions must be recorded and retained for 6 months after the closing date. Should you receive a request for feedback you should be able to respond with an objective reason(s) as to why the candidate was not shortlisted.
7. Interviews
Interviews are two way processes. They are as much about you assessing whether a candidate is appropriate for a role as the candidate deciding if they want to come and work for your organisation.
Ensure that at least one person on the interview panel has completed the online safer recruitment training in accordance with the 2022 Church of England Practice Guidelines
Read the interview requirements on the Church of England website.
8. Pre-Appointment Checks
When the interview and assessment process has been completed you should be in a position to offer the role subject to pre-employment checks. These checks should include the following:
- Receipt of references that are satisfactory to the parish
Various reference request templates are available and are especially important if the individual is working with children or vulnerable adults - Evidence of right to work in the UK (see the Home Office guidance for which documents are suitable).
If evidence cannot be provided then you may need to sponsor the individual under the Home Office immigration requirements- speak to the HR department at the Diocese for more information - Occupational Health assessment
There are many occupational health providers available who will tell you whether an individual is fit for the role or whether reasonable adjustments may be necessary
- Evidence of qualifications that may be required for the role
For example, an accountancy qualification may be needed for a Finance Manager role - Disclosure and Barring Service check and confidential declaration (if required)
This may be required for roles that involve regulated activity with children or vulnerable adults.
You can make the offer verbally but always follow up in writing. You will also need to provide a contract of employment before the start of a person’s employment.
Ensure that all checks are completed before the individual starts work with you and before the appointment is confirmed.
You must also communicate back to the other candidates to confirm that they unfortunately have not been successful this time.
9. DBS Checks
The diocesan safeguarding team process all Disclosure and Barring Service (DBS) applications online using the eBulk system.
Do bear in mind that it is an offence to over check a candidate so care should be taken when determining eligibility.
Read more on the DBS safeguarding webpages.
10. Criminal Records
If the DBS Certificate identifies information that the individual has not disclosed on his/her Confidential Declaration form or at any other time during the proceedings to date, then serious consideration must be given as to whether this candidate can be appointed after such a potential breach of trust. In all cases, the applicant should be given the opportunity to explain the discrepancy before a final decision on their suitability for the position is made.
Read more on the Church of England website
11. Appointment and Contracts
The RP should be satisfied that all the checks have been completed to a satisfactory level and give sign off on the staff employment file. An appointment letter is another opportunity to re-enforce the value of, and commitment to, safeguarding.
As of April 2020, all workers and employees are entitled to a written statement of terms from day one of employment and regardless of the contract duration. For more details on what to include and for templates please see the ACAS guidance.
Further guidance can be found on employment status and types of contracts in the HR webpages.
12. Induction
A planned, proportionate and consistent induction process ensures that everyone in the church body fully understands and knows how to follow safeguarding policies and procedures, and makes sure expectations are clear.
If individuals have completed safeguarding induction training elsewhere/previously, the Church of England safeguarding training must still be completed for their new role to ensure they have up-to-date knowledge and skills and understand how safeguarding works in the new body.
Read more on the Church of England website
13. Probation
For employees, the probation period is a key part of the recruitment and selection process, and is, in many senses, the only real test as to whether someone is suitable for the role.
For volunteers, some sort of ‘probation’ period is equally as important and might be better referred to as a ’settling in’ or ‘trial’ period.
Read more on the Church of England website
14. On-going Support and Supervision
Support for individuals is generally quite intensive during the probation/settling in period, and whilst it can usually be reduced once that stage has passed, a level of continued individual support is important and has many general benefits, whether someone is an employee or a volunteer.
The way in which this support is carried out is very much a local decision and will depend on the role. This may take the form of formal/professional ‘supervision’ meetings. For other roles, different terminology will be used, such as a ‘one to one meeting’, ‘review meeting’ or simply a ‘catch up’ – whatever is most appropriate to the role, the church body and the individual.
Read more on the Church of England website
15. Safeguarding Learning and Development
An individual’s safeguarding competency is an ongoing development.
The Church of England has introduced learning pathways that are different in important aspects from what has gone before. There is an emphasis on learning being a journey rather than a one-off event, the use of a blend of learning methodologies, and a focus on personal reflection and dialogue.
Training must be considered the start of the learning process, not the whole of it, and should be evaluated and followed up as appropriate through one-to-one meetings/supervision.
Read more on the Church of England website or visit the Safeguarding training section of this website.
16. Record Keeping
Records should be set up at the start of an appointment. This ensures that all appropriate checks and processes have been undertaken and are kept up to date for individuals who occupy roles involving contact with children, young people and vulnerable adults.
Read more on the Church of England website