Safer Recruitment Handbook | Osa Specialist Recruitment

Osa Healthcare Recruitment- Safer Recruitment Handbook.

Here at Osa Healthcare Recruitment we are committed to recruiting suitable candidates for the roles our clients entrust us with filling. We understand that as we are a part of the recruitment process, it is our responsibility to follow legislation and guidance on recruiting suitable people to work with or around children and vulnerable adults. This responsibility is in place for recruiting for any roles irrespective of whether it is on a short term and/or voluntary basis. Therefore, all our staff have safer recruitment training and follow our companies’ policies and procedures to ensure we have done everything in our remit to source suitable candidates for the next step of the recruitment process, which is undertaken by the client directly.

The companies we recruit for all have their own safer recruitment procedures.

This policy is in line with our other policies including our equal opportunities and GDPR/privacy policy.

Advertising-

When advertising for jobs, irrelevant of whether clients send us a job description or we write one for them, we ensure it is clear what qualities, qualifications and experience a successful candidate will need to demonstrate, and whether there are any particular matters that need to be stated. We detail any additional safeguarding information and requirements relevant to the role.

On all our job descriptions we issue the following statement.

“This job role will involve working around vulnerable people therefore your employer may be required to check whether you have a criminal record via the Disclosure and Barring Service (known as a DBS check). You will also be asked questions as part of our self-disclosure section on the application form. We operate a fair recruitment process and do not discriminate. Any information you provide will be considered fairly and lawfully.

We are committed to being an equal opportunities company as are all the companies we work with. All applicants will be considered fairly and free from prejudice or discrimination.

We are very proud to say that we have signed the mental health at work commitment. We are passionate about mental health and we are dedicated to doing everything we can to promote mental well-being, support people who are struggling and break down the stigmas of mental health problems. We only work with companies who share our beliefs and care for their employees’ metal health and well-being.”

Application Process

We understand that safer recruitment advice states an application form is best practice however this is not a suitable option for our line of work, since all our clients have different application processes in line with their own policies and that are tailored to the type of services they provide.

In order to work in line with safer recruitment guidance we use a form for each job role that we can fill in ourselves to ensure we have all the required information for each candidate. This information is gathered from their CV and/or from our telephone and email correspondence with them.

Forms differ dependent on the jobs, but we always include

A statement of any academic and/ or vocational qualifications with details of awarding body and date of award.
A full history in chronological order since leaving secondary education, including periods of any post-secondary education/training and part-time and voluntary work as well as full time employment, with start dates, explanations for periods not in employment or education/training and reasons for leaving employment.
A statement of the skills and abilities, and competencies/experience that the applicant believes are relevant to their suitability for the post and how they meet the person specification.

If a candidate is suitable for the next stage of the recruiting process, then the information we have gathered is formatted into a document to send to the client. We also send candidates whose details we are storing and sending to clients a form that includes a self-disclosure form. This is kept securely and disposed of in line with our GDPR/privacy policy, we only share information from this form on a need-to-know basis. Any disclosed information that is relevant is shared as required and we do risk assessments where appropriate taking all reasonable steps to seek further details about the issue, including statements in writing from referees or any other relevant persons. If information is needed from the candidate, we ensure it is gathered in a sensitive way.

Our decisions on suitability are impartial and based on facts of the situation and are in line with relevant legislation and guidance.

Sensitive information about candidates is kept confidential and is only shared on a need-to-know basis. We understand our responsibility to pass on concerning information that we learn to the relevant authorities such as the police as well as the confidentiality and data sharing rules around this.

Next Steps of the application are done by the companies we work with. We have high expectation of all them and will only work with those whom have robust safeguarding, safer recruitment and equal opportunities procedures in place. We support companies with our knowledge and expertise with the whole process, as much as is needed, wherever required.

We have made up some policies as guidance to companies that are included below.

Our policy is reviewed regularly and updates are made in line with company or legislation changes.

Please find below Guidance/ Example Policies for Clients we support.

Safer Recruitment- Working with Vulnerable Adults Policy. Safe recruitment is a key part of safeguarding vulnerable adults. In England the legal framework “The Care Act 2014” highlights the responsibility of all organisations working with vulnerable adults to have a robust safe recruitment procedure in place. All organisations have a duty of care and therefore must ensure that they have consistent recruitment and selection procedures in place to prevent unsuitable persons from gaining access to vulnerable individuals. These procedures must be followed irrespective of whether the person will be working on a short- or long-term basis and for all workers including those working on a voluntary basis.

This policy is based on up-to-date legislation, guidance and best practice. It aims to promote consistent practice that all staff involved in recruitment can follow. The policy shall be regularly reviewed and updated in line with changes to legislation and any relevant changes to the company.

We are committed to safeguarding and protecting all individuals in our care.

This policy is in line with our other policies including our equal opportunities and GDPR/privacy policy.

The following outlines our recruitment and selection procedures that are in place to identify and deter people who might abuse service users or who are otherwise unsuitable for employment, and to minimise the possibility of vulnerable adults suffering harm from those in a position of trust.

Advertising

Our job advertisements make clear the qualities, qualifications and experience a successful candidate will need to demonstrate, and whether there are any particular matters that need to be stated. We make our Safeguarding Policy clear and detail the requirements for candidates to understand how to keep individuals safe, as well as job offers being on condition of candidates undertaking an enhanced DBS check. We also make it clear that their application will be processed in line with our safer recruitment and equal opportunities policies.

All job descriptions and person specifications include

The main duties of the post
The extent of contact/responsibility
The individual’s responsibility for promoting and safeguarding the welfare of the children/ young people/Adults at Risk s/he is responsible for, or will come into contact with
The essential and desirable qualifications and experience
Other requirements needed to perform the role
The competencies and qualities that the successful candidate should be able to demonstrate

Application Process

We use a standard application form to ensure that we get all the information we need from candidates including:

A statement of any academic and/ or vocational qualifications with details of awarding body and date of award.
A full history in chronological order since leaving secondary education, including periods of any post-secondary education/training and part-time and voluntary work as well as full time employment, with start dates, explanations for periods not in employment or education/training and reasons for leaving employment.
A statement of the skills and abilities, and competencies/experience that the applicant believes are relevant to their suitability for the post and how they meet the person specification.

Our applications include a self-disclosure form that is kept securely and disposed of in line with our GDPR/privacy policy.

Shortlisting

Shortlisting is done by at least two people who are clear on what the job requirements and person specification is and who remain objective and unbiased.

Application forms are scrutinised to ensure:

They are fully and properly completed;
The information is consistent and does not contain any discrepancies;
Gaps in employment/training or a history of repeated changes of employment are identified.

Incomplete applications are not accepted. Any anomalies, discrepancies or gaps in employment and the reasons for this are noted, and all candidates are assessed equally against the criteria contained in the person specification.

References

We ensure that we get two references for each candidate, including internal candidates, one of which is from the current or most recent employer/ line manager. We obtain these directly from the referee and make it clear to them that they have a legal duty to ensure the information they provide is accurate, fair and not misleading

We use a standard reference form to ensure we get a consistent approach; within this we ask about the candidates’ suitability and their understanding of safeguarding. Our referees get sent a copy of the job description so they can give detail on the candidates’ suitability and we use their responses to identify any discrepancies with the application form. We also ask about details of any relevant disciplinary procedures the applicant has been subject to and the outcome. As well as details of any allegations or concerns about the applicant, and the outcome of these concerns.

Any vague responses or statements are followed up on. We do not accept References or testimonials provided by the candidate, or open references

If an applicant is not currently employed in working with vulnerable adults, but has previously done so, then where possible we will seek to gain a reference from this employer.

Interview

Prior to the interview candidates are informed how the interview will be conducted and are asked if they need any special arrangements to be made to accommodate them.

Our interviews are done face to face by at least two people, who are well trained and briefed to carry out interviews. The open and reflective questions asked are planned in advance, for each vacancy we use the same questions for all the candidates. Our interview questions are available to each interviewee, on a standard style form that gives room to write notes about candidates answers to each question so that they can be reviewed and discussed by the interview panel after the interview. Our interview questions are designed to show candidates have good knowledge and understanding of safeguarding, understand how to establish and maintain professional boundaries and professional integrity with service users and other staff, and know how to and are willing to take action to protect individuals. We also note any additional questions asked as a result of candidates answers and prior to interview note any questions we need to ask based on the application submitted. In all cases it is agreed beforehand who is responsible for ensuring interviews are conducted fairly and that candidates are treated equally.

Offering Job

We make decisions to offer a job based on the evidence we collect in the above procedures and not any gut feelings or personal bias. Decision makers at all stages of the application process are safer recruitment trained. Our process ensures candidates are suitable and are treated fairly and free from prejudice or discrimination.

At interview we check ID and offers are always made upon condition of an enhanced DBS check and receiving all the required documentation, that we then keep copies of in line with our GDPR/privacy policy. Documentation we take includes but is not limited to overseas checks, right to work checks, checks on disqualifications, in line with government guidance and qualification certificates.

We keep records of the whole process including application forms, references and interview notes for future reference.

All new staff participate in induction includes safeguarding and child protection training. Our new staff all read and sign to say they understand our policies and procedures. We continue to supervise and train all our staff on a regular basis, placing great importance on the need for Continuing Professional Development. Any changes to our policies and procedures are relayed to our staff. Please see our induction policy for a more in-depth explanation of our procedures for new staff.

We are committed to taking on the right candidates and reject all unsuitable candidates. If at any point in the application process we have concerns about a candidate’s suitability we put any formal offers on hold and investigate concerns. We take all reasonable steps to seek further details about the issue, including statements in writing from referees or any other relevant persons. If information is needed from the candidate, we ensure it is gathered in a sensitive way. We then complete risk assessments to determine suitability. Our decisions on suitability are impartial and based on facts of the situation and are in line with relevant legislation and guidance.

If any concerns are raised about a member of staff once they are working for us, we follow procedures, legislation and guidance to appropriately deal with these situations and ensure individuals are safeguarded.

No applicant will be accepted, and employment will be terminated if our risk assessments find them to be unsuitable, in cases where DBS checks show them to be on the barred list and in any other situation where evidence shows they are unsuitable.

Sensitive information about candidates is kept confidential and is only shared on a need-to-know basis. Where necessary we pass on information that we have learnt to the relevant authorities such as the police.

We only work with outside agencies who also follow a robust safer recruitment procedure and have proof of all the required checks.

Safer Recruitment- Working with Children and Young People Policy –

Safe recruitment is a key part of safeguarding children. In England the statutory guidance “Working Together to Safeguard Children” highlights the responsibility of all organisations working with children and young people to have a robust safe recruitment procedure in place. All organisations have a duty of care and therefore must ensure that they have consistent recruitment and selection procedures in place to prevent unsuitable persons from gaining access to children. These procedures must be followed irrespective of whether the person will be working on a short- or long-term basis and for all workers including those working on a voluntary basis.

This policy is based on up-to-date legislation, guidance and best practice. It aims to promote consistent practice that all staff involved in recruitment can follow. The policy shall be regularly reviewed and up dated in line with changes to legislation and any relevant changes to the company.

We are committed to safeguarding and protecting all children and young people in our care.

Throughout this procedure, ‘children’ refers to any child under the age of 18 years.

This policy is in line with our other policies including our equal opportunities and GDPR/privacy policy.

The following outlines our recruitment and selection procedures that are in place to identify and deter people who might abuse children or who are otherwise unsuitable for employment, and to minimise the possibility of children and young people suffering harm from those in a position of trust.

Advertising

Our job advertisements make clear the qualities, qualifications and experience a successful candidate will need to demonstrate, and whether there are any particular matters that need to be stated. We make our Child Protection Policy clear and detail the requirements for candidates to understand how to keep children safe, as well as job offers being on condition of candidates undertaking an enhanced DBS check. We also make it clear that their application will be processed in line with our safer recruitment and equal opportunities policies.

All job descriptions and person specifications include

The main duties of the post
The extent of contact/responsibility for children and young people
The individual’s responsibility for promoting and safeguarding the welfare of the children/ young people/Adults at Risk s/he is responsible for, or will come into contact with
The essential and desirable qualifications and experience
Other requirements needed to perform the role in relation to working with children and young people
The competencies and qualities that the successful candidate should be able to demonstrate

Application Process

We use a standard application form to ensure that we get all the information we need from candidates including:

A statement of any academic and/ or vocational qualifications with details of awarding body and date of award.
A full history in chronological order since leaving secondary education, including periods of any post-secondary education/training and part-time and voluntary work as well as full time employment, with start dates, explanations for periods not in employment or education/training and reasons for leaving employment.
A statement of the skills and abilities, and competencies/experience that the applicant believes are relevant to their suitability for the post and how they meet the person specification.

Our applications include a self-disclosure form that is kept securely, and disposed of in line with our GDPR/privacy policy.

Shortlisting

Shortlisting is done by at least two people who are clear on what the job requirements and person specification is and who remain objective and unbiased.

Application forms are scrutinised to ensure:

They are fully and properly completed;
The information is consistent and does not contain any discrepancies;
Gaps in employment/training or a history of repeated changes of employment are identified.

References

We use a standard reference form to ensure we get a consistent approach; within this we ask about the candidates’ suitability to work with children and their understanding of safeguarding. Our referees get sent a copy of the job description so they can give detail on the candidates’ suitability and we use their responses to identify any discrepancies with the application form. We also ask about details of any disciplinary procedures the applicant has been subject to which relate to the safety and welfare of children or to the applicant’s behaviour towards children, young people or Adults at Risk and the outcome. As well as details of any allegations or concerns about the applicant that relate to the safety and welfare of children or behaviour towards children, young people or Adults at Risk and the outcome of these concerns.

Any vague responses or statements are followed up on. We do not accept References or testimonials provided by the candidate, or open references

If an applicant is not currently employed in working with children, but has previously done so, then where possible we will seek to gain a reference from this employer.

Interview

Prior to the interview candidates are informed how the interview will be conducted and are asked if they need any special arrangements to be made to accommodate them.

Our interviews are done face to face by at least two people, who are well trained and briefed to carry out interviews. The open and reflective questions asked are planned in advance, for each vacancy we use the same questions for all the candidates. Our interview questions are available to each interviewee, on a standard style form that gives room to write notes about candidates answers to each question so that they can be reviewed and discussed by the interview panel after the interview. Our interview questions are designed to show candidates have good knowledge and understanding of safeguarding children, understand how to establish and maintain professional boundaries and professional integrity with children and other staff, and know how to and are willing to take action to protect children. We also note any additional questions asked as a result of candidates answers and prior to interview note any questions we need to ask based on the application submitted. In all cases it is agreed beforehand who is responsible for ensuring interviews are conducted fairly and that candidates are treated equally.

Offering Job

At interview we check ID and offers are always made upon condition of an enhanced DBS check and receiving all the required documentation, that we then keep copies of in line with our GDPR/privacy policy. Documentation we take includes but is not limited to overseas checks, right to work checks, checks on disqualifications from working with children, in line with government guidance and qualification certificates.

We keep records of the whole process including application forms, references and interview notes for future reference.

We only work with outside agencies who also follow a robust safer recruitment procedure and have proof of all the required checks.

Induction and supervision Policy-

We believe in empowering staff to be the best they can be and to keep striving to improve themselves. We know our approach ensures staff are well equipped to keep children safe, feel well prepared for the work they undertake and are appropriately supported throughout their time working with us, meaning they can provide the highest quality service and level of care to those involved in our services. The following outlines our procedures for new staff that ensure we have appropriately prepared and supported them to work with us.

This policy should be read in conjunction with the Training and Development Policy. It is also makes up a key part of our safer recruitment policy.

We have a robust programme that is completed by all new team members. This programme includes Health and Safety, Fire Safety, Moving and Handling, Level 1 First Aid, Food Hygiene, Medication Management, COSHH, Infection Control, Information Governance, Missing Person’s Protocols, Complaints and Allegations. Confidentiality and Data Protection and an introduction into Therapeutic Approaches.

In their first-year staff also complete topics on xxxx

Staff are also trained on using and accessing systems for recording client electronic care plans.

Recovery Support Workers are qualified or are expected to undertake training towards the care certificate/ level 3 Diploma in Health and Social Care. Registered Managers complete the Level 5 Diploma in Leadership and Management.

We provide and support (both internally or externally sourced or provided) Continued Professional Development opportunities for H&S care practitioners, nursing staff and therapist. This is reviewed during regular supervision meetings and annual appraisals. Funding is provided for bespoke training and courses where necessary and applicable which staff can apply for to support their development and increase their knowledge base and skills.

Supervision

Staff are individually supervised by experienced health and/or social care practitioners. Staff receive monthly group supervision facilitated by X and one to one supervision by their line manager at all levels.