Safer Recruitment and Staff Suitability Policy
Manor Farm Experiences and Learning Barn on Manor Farm
Purpose and scope
We take reasonable steps to ensure that people working or volunteering with children are suitable for their role. This policy applies to employees, volunteers, contractors and work experience participants. Checks are completed in accordance with current law and the eligibility rules for the role; a check is not requested where the role is not legally eligible.
Responsibilities
Caroline Thomas is responsible for recruitment and maintaining the staff suitability record. Antonia Stewart, as Designated Safeguarding Lead, advises on safeguarding concerns and suitability decisions. The person responsible will ensure that checks are completed, recorded securely and reviewed when relevant information changes.
Recruitment process
Before confirming an appointment, we will:
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define the role, responsibilities and level of contact with children;
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verify identity and obtain references appropriate to the role;
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assess relevant experience, qualifications and fitness to undertake the role;
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verify the right to work in the UK where applicable;
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obtain the appropriate DBS check, including barred list information only where the role is legally eligible;
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check any relevant prohibition or restriction on teaching or management where applicable to the role;
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consider gaps, discrepancies or concerns and seek clarification before a decision is made.
A DBS certificate or other check does not by itself establish suitability. Decisions take account of the role, information available, risk to children, and any relevant explanation or context. No person may begin regulated activity until the required checks and any permitted supervision arrangements have been considered and documented.
Volunteers, contractors and visitors
The checks required depend on the activity, level of supervision and legal eligibility. Volunteers and work experience participants receive an induction, clear limits on duties and appropriate supervision. Contractors and visitors are informed of site safeguarding rules and must not have unsupervised access to children unless the required checks and approval are in place.
Recording and data protection
We maintain a secure record of recruitment and suitability checks, including the check completed, date, outcome and any relevant follow-up. Access is restricted to authorised people. Information is retained only for as long as necessary and handled under the Privacy Notice and data-protection arrangements. Copies of DBS certificates are not retained longer than permitted.
Ongoing suitability
Workers and volunteers must tell the owner promptly about any change that could affect their suitability to work with children. Concerns are assessed promptly, duties may be restricted while enquiries are made, and referrals to the Local Authority Designated Officer, police or Disclosure and Barring Service are made where required.
Review
This policy is reviewed annually and when legislation or guidance changes. Recruitment records and procedures are checked periodically for completeness.
