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Safer Recruitment Step by Step

by Adrian Smale last modified 11 Aug, 2020 03:34 PM

A DBS check is the end of the process when the appointer / appointing body is minded to appoint. A DBS check is not the start of the process and should not be the only check of suitability


The danger is that too much reliance will be placed on CRB [now DBS] checks. There is a concern that many abusers do not have convictions and no intelligence is held about them. Therefore the selection and recruitment process if properly conducted is an important indeed essential safeguard”(The Bichard Inquiry Report 2004)


The Steps to Safer recruiting (Appendix 1/Volunteer Checklist)


1    Responsibility for appointment of volunteers is delegated by the PCC

Categories to whom this checklist applies, and the person responsible for the appointment (the “appointer”) are:  

    • Any work with children or young people: Children’s and Families’ Worker
    • LPAs and LWLs: Rector
    • Weekday lunches: Rector (for the present)
    • Choirmaster: Rector
    • Bell Tower Captain: Rector
    • Church Orchestra Leader: Rector
    • Prayer Ministry Team Leader: Rector
    • Homegroup Leaders: Rector

2  Policy for recruitment of ex-offenders:

DBS model policy endorsed by the   CofE will be followed.  1].DBS policy statement on the recruitment of ex-offenders


3 Ensure that there are safeguarding policies in place.

The parish must have adopted the House of Bishops’ safeguarding policies       House of Bishop’s Safeguarding Policies


4 Role description. 

The appointer must prepare a written role description.  Clear and simple is better than long and detailed.  The description must make it clear whether or not a criminal records check (DBS) will be required, and if so at what level (the Safeguarding officer can advise). Examples of role descriptions can be found here. 


5  Application form and references. 

The proposed appointee must submit a completed application form to the appointer who must take up the references offered on the application form. (Appendix 3)


6   Confidential declaration. 

The proposed appointee must submit a completed declaration to the appointer.  (Q1 and Q2 only in the case of roles where no DBS check is required (the Safeguarding Officer  can advise) -see Confidential Declaration Appendix 5


7  Interview. 

The appointer must arrange a face to face interview or discussion (in most cases, an informal chat) with the proposed appointee.


8. Approval

The appointer must ensure that any checks (including DBS check where appropriate – the Safeguarding officer will advise) are completed satisfactorily before the appointment is confirmed.  A letter of appointment can be given, which will include an outline of the role, a copy of the Church’s Statement of Safeguarding principles, and a note on “What to do if…” (…you have concerns about possible abuse or allegations).


9. Supervision and review

The appointer is responsible for ensuring that the appointee is inducted, trained as necessary, and supervised and supported in post.


For LPA,  LWL & CLP recruitment

the process will start with an informal discussion around the role description which would provide the discernment for ministry and opportunity for the candidate to withdraw at that point.  If there is mutual agreement to proceed, then the formal process continues with an application form, references and confidential declaration.  The Stage 7 interview is a formal one to discuss what the application form and references have revealed.  Assuming the appointment is to be made, the next step in the process is obtaining DBS clearance (LWL-Enhanced Child/adult - CLP/LPA-Enhanced child/adult with Adult/Child barring), and then a letter of appointment (along with the guidance notes).

A recruitment pack will be available containing:
a. Application Form (to be simplified version of Appendix 3 of the Practice Guidance)

b. Reference form (to be simplified version of Appendix 4 of the Practice Guidance)

c. Confidential Declaration (as in Appendix 5 of the Practice Guidance)

d. Model interview structure (to be simplified version of Appendix 6 of the Practice Guidance)

e. Letter of appointment (to be based on Appendix 9 of the Practice Guidance)

f. ”What to do if…”  (as in Appendix 11 of the Practice Guidance)


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