1

Safer Recruitment

First published in November 2016. This guidance replaces the Scottish Government’s national guidance Safer Recruitment Through Better Recruitment (2007).

Through Better Recruitment

2 http://hub.careinspectorate.com/knowledge/safer-recruitment

3

Contents 1. Ministerial foreword 4

2. Introduction 6

3. Developing your recruitment policy 9 • Yourrecruitmentpolicy 9 • Equalopportunities 11 • Involvingpeoplewhouseservicesinrecruitmentandselection 12 • Applicationform 13 • Innovativerecruitment 15 • Retainingrecruitmentinformation 15 4. Defining the post 16 • Competencyframework 16 • Jobdescription 17 • PersonSpecification 18

5. Advertising and shortlisting 19 • Advertisement 19 • Shortlisting 20 • Invitationtointerview 20

6. Assessing your applicants and offering the post 21 • Interviews 21 • Assessmentandselectioncentreprocess 24 • Intervieworassessmentrecords 25 • Makinganofferofemployment 26

7. Essential checks 27 • Identityandrighttoworkchecks 27 • PVG/Disclosurechecks 28 • Qualificationchecks 29 • Registration 29 • Personnelrecordschecks 30 • References 31 • Healthcheck 34 • Contractofemployment 35 • Riskassessments 36 8. Other consideration for safer recruitment 37 • Agencystaff 37 • Reasonableadjustmentsfordisabledapplicants 38 • Workingwithchecks/PVG 39

9. Post selection considerations 40 • Referralstothirdparties 40 • Monitoringregistrationstatus 41

Glossary and key responsibilities 42Contact information 43Annex A: membership of group 44

4 http://hub.careinspectorate.com/knowledge/safer-recruitment

Ministerial foreword

Onlypeoplewiththerightsskillsandvaluesshouldworkinsocialcareandsocialwork.Withmorepeopleusingcare,andmorepeopleworkingincare,itisvitalthatstaffarerecruitedinwaysthataresafeandcontributetoexcellence.

Thefirstnationalsaferrecruitmentguidancewasdevelopedalmosttenyearsago,andsoIamverygratefultothewidesetofpartnersandemployers,facilitatedbytheCareInspectorateandtheScottishSocialServicesCouncil,whoreviewedtheguidanceandbroughtituptodate.Beingonlinemeansthisalive,collaborativeand–Ihope–supportivetoolforemployersofdifferentsizeswhosupportawiderangeofpeople.

Saferrecruitmentisaboutproperlyexaminingtheskills,experience,qualificationsandvaluesofpotentialstaffinrelationtoworkwithvulnerablepeople.Employersmustthereforehavearangeofsaferrecruitmentandselectionpracticesinplace.Workingwithindividualsandfamilieswhomaybeattheirmostvulnerableandneedsupportcanbebothrewardingandchallenging.Thereisthereforeagreatresponsibilityonemployerstoensurethatthepeopleprovidingthesemostvitalservicesareappropriateandsuitedtothetask.

EverydaypeopleworkinScotland’ssocialservicestodeliverqualitycareandsupporttoindividuals,familiesandcommunities.Thelife-changingworkundertakenbysocialserviceworkers,onbehalfofusall,tosupportchildren,adultsandfamiliestolivelivesinwhichtheycanachievetheirpotentialisextremelydemanding,challengingandvaluableworkandcontributestoamoreequalandsociallyjustScotland.

Regulationofthesocialservicesworkforceandtheservicestheyworkin,nationalstandardsofconductandpracticewhichemployersandsocialserviceworkersmustfollowandlegislationthatprotectsvulnerablegroupsallsupportdeliveryofhighqualitysocialservicesinScotland.Whilstthishelpscreatesprofessionalaccountabilityforcareservicesandworkers,employersremainresponsibleformakingsurethatonlypeoplewhoaresuitableentertheworkforce.

Eventhebestrecruitmentapproachescannotbeguaranteedtodetersomeonedeterminedtoharmothers,butarigorousandconsistentuseoftheapproachessetoutinthisguidancewillhelpensurethebestsupportisinplaceforpeoplewhousecare.TheguidancehasbeendevelopedforthesocialservicessectorandwillhelpemployersinthatsectortomeettheirresponsibilitiesundertheSSSCCodeofPracticeforEmployersandtheexpectationsoftheCareInspectorate.Iamalsosurethatitwillbeofuseforpeopleinothersectorstoo.

Itisalsoimportantthatemployersadoptavalues-basedapproachtorecruitmentandretention,asScotlandmovesincreasinglytowardsahuman-rightsbasedapproachtoitspublicservices.Compassionisacorecomponentofhigh-qualitycare.IamconfidentthatsocialworkandsocialcareprovidersinScotlandsharemyviewthatstrongsocialcarevaluesshouldbeattheheartofbuildingthesocialcareworkforce.

5

IexpectthatallsocialserviceemployerswillwishtofollowthegoodpracticesetouthereandIcommendittoyou.Throughsaferrecruitmentandvalues-basedrecruitmentwecanmakeapositiveandlastingimpactoncreatingexcellentsocialservicesinScotlandandimprovingoutcomesforpeople.

MarkMcDonald,MSPMinisterforChildcareandEarlyYearsNovember2016

6 http://hub.careinspectorate.com/knowledge/safer-recruitment

Introduction

1. Thisresourceisgoodpracticeguidanceintendedtohelpemployers,especiallythoseinsocialcare,earlyeducationandchildcareandsocialworktomeetexistinglegislativeandregulatoryrequirementsinrelationtothesaferrecruitmentandselectionofpeoplewhoworkwithindividualswhoreceivesupportandcarefromsocialservicesinScotland.Thisguidance

replacestheScottishGovernment’snationalguidanceSaferRecruitmentThroughBetterRecruitment(2007).

Theguidancedetailsrobustrecruitmentprocessesthatcanhelpemployersensurethatunsuitablestaffdonotgainaccesstochildrenorprotectedadults.Bestpracticerecruitmentapproachesarecrucialtoensurethattherightpeople,withtherightskillsandvaluesarerecruitedintoroles.Theemphasisonvalues-basedrecruitmentmovestheguidancefrombeingfocusedsolelyoncomplianceandprotectiontoonewhichdemonstrates,andwillactivelysupport,broaderimprovementsinthedeliveryofcare.Weknowfromscrutinyevidencethatthereisacloserelationshipbetweenthequalityofstaffingincareandtheoutcomesforpeopleusingit.Ensuringthattheskills,valuesandattitudesofpotentialemployeesmatchthepostbeingrecruitedtoisanimportantelementofbuildingastrong,stablestaffteamwhichsupportsbetteroutcomes

forpeople.

ItalsosupportsScottishMinisters’expectationthatemployerswillworktowardscontinuousimprovementoftheirsaferrecruitmentpracticeinrelationtothosewhowillworkwiththemostvulnerablepeople.

ApproachesbroughtinthroughtheProtectionofVulnerableGroups(Scotland)Act2007areakeyplankinstoppingpeoplewhoareunsuitablefromgainingaccessthroughworktochildrenorprotectedadults.However,thisisonlyoneelementofarigoroussaferrecruitmentandselectionprocess,whichgoesbeyondpreventingharmandinsteadhelpstoimprovethequalityofcare.

2. Thisguidancereplacesthe2007guidanceandwasdevelopedbytheSaferRecruitmentGroup(seemembershipatAnnexA)ledbytheScottishSocialServicesCouncilandtheCareInspectoratewithrepresentationfromawiderangeofkeystakeholdersincludingemployersfromboththestatutoryandindependentsectors,representativesfromthemembershipumbrellabodies.professionalsfromsocialworkservicesandhumanresources,representationfromtheregulatoryandinspectionbodies,DisclosureScotlandandtheHomeOffice.Thisworkisoneofthe‘supportingtheworkforce’actionsfromtheSocialServicesinScotland:asharedVisionandStrategy

2015-2020

3. Inareaswheretherearenostatutoryprovisions,forexampletheissuingofreferences,theexpectationofregulatoryandscrutinybodiesonemployersofsocialserviceworkershasbeenmademoreexplicit.

Eachstageoftherecruitmentprocesshasbeenpresentedsequentially,with‘keyelements’and

7

‘furtherconsiderations’.Thiswillallowemployerstomoreeasilyobtainthelevelofdetailtheyrequireaboutaparticularissue.Practiceexamples–suchastools,processmapsandmaterials-fromthesectorhavebeenincludedwherethereistheopportunitytoshareeffectivepractice,andcasescenarioshavebeenincludedtoencouragesharedlearningandcollaborativeproblem-solvinginthesector.

4. Thisguidanceisdesignedtohelpemployersto: • meetlegalandregulatoryrequirements • makesurepotentialapplicantsareawareoftheorganisation’scommitmenttothewelfareof

vulnerablepeople • besatisfiedthateachcandidatehasdemonstratedtheirsuitabilityforthespecificposition • besatisfied,asfaraspossible,ateachstageofrecruitmentandselectionthatthecandidateis

safetopractice • besatisfiedateachstageoftheprocessthatthebestcandidate(s)havebeenselectedto

progresstothenextstage • besatisfiedofthecandidate’sidentify,qualifications,registrationandrighttoworkstatus • involvepeoplewhousecareinrecruitmentandselection.

5. Itwillalsoallowemployerstoachievepositiveoutcomesforpeopleusingcarebyillustratingeffectiveapproaches,aswellasreinforcingstatutoryrequirements.Theoverarchingprinciplesareconsistentwithapproachesinhealth,theforthcomingnewNationalCareStandards,andtheSSSCCodesofPracticeissuedinaccordancewiththeRegulationofCare(Scotland)Act2001anditsassociatedStatutoryInstruments.

6. Thisguidanceishowevernotacomprehensiveguidetorecruitmentandselectionoremploymentissues.Itdoesnotcoverallissuesrelevanttothatsubject.Youwillneedtoseekyourownhumanresourcesorlegaladvicewhenappropriate.Neitherisitasubstitutefortraininginthoseareas,orininterviewingandassessmenttechniques.Thisguidancedoesnotobligeemployerstofolloweverydetaildescribedineachsectionbutispresentedtohelpsupporteffectivepractice.

7.Thisguidancehasbeendesignedtobemosthelpfulwhenrecruitingstafftoworkin: • asupportservice • careathome • acarehome • schoolcareaccommodation • anurseagency • achildcareagency • secureaccommodation • offenderaccommodation • adoptionandfostering • adultplacement

8 http://hub.careinspectorate.com/knowledge/safer-recruitment

• childminding • daycareofchildren • housingsupport • socialworkprovision • criminaljusticesocialworkandcommunityjustice.

8.Wewelcomeadditionalfeedback,suggestions,casestudiesandscenariodescriptionsforuseontheonlineversionofthisresourcepack.

9

1. Developing your recruitment policy

Your recruitment policy

Key elements

Beclearthatyourrecruitmentpolicyfollowssaferrecruitmentguidelines.Itshouldbefairandmustbecompliantwithallrelevantlegislation,andhelpleadtopositiveexperiencesandoutcomesforpeoplewhousecare.

Anexplicitwrittenrecruitmentpolicycanhelpshowyourorganisation’scommitmenttosafeguardingandpromotingthewelfareofpeople.

Keystatementsfromyourpolicymaybeincludedin:• publicitymaterials• recruitmentwebsites• advertisements• applicantinformationpacks• personspecifications• jobdescriptions• competencyframeworks• inductiontraining.

Further considerations

Yourpolicyshouldrefertothestagesoftherecruitmentprocessandhowyourorganisationintendstoapproachthese.Forexample:• useofassessmentcentres• compositionofinterviewpanels• retentionofapplicantinformation• howoffersofemploymentwillbemade• conditionsofemploymentsuchasprofessionalregistrationor

probationaryperiods.

Theprovisionofreferencestoothersocialserviceemployersonbehalfofanemployee(orformeremployee)providinginformationonsuitabilityisanessentialundertaking.Youshouldhaveclearguidanceonyourorganisation’sapproachtothis.Youshouldconsider:• Whoshouldcompletethereference?• Doesitneedtobecounter-signedatahigherlevel?• EmployerresponsibilitiesasoutlinedintheSSSCCodesofPracticefor

Employers,inparticularCode1.3.

Links to further guidance and practice examples:

SkillsforCare-Valuesbasedrecruitmentandretentionguide

SkillsforCare–Employingyourowncareandsupportinformationhub

PrinciplesoftheNationalCareStandards SSSCCodesofPractice

SSSCregistrationregulations6monthrule

Careservicerecordkeepingadnotificationrequirements

Personaldataandrecordkeeping

Practiceexample1Pre&postemploymentchecks

Practiceexample2Recruitmentandselectionpolicy

Practiceexample3Recruitmentchecklist

10 http://hub.careinspectorate.com/knowledge/safer-recruitment

Considerhighlightingthatanapplicanthavingconvictionsisnotnecessarilyabarriertotheiremployment.

Arobustprocedurewillincludeaprocessfordealingwithrecruitmentcomplaints.

Practiceexample4Recruitmentpolicy

Practiceexample5Recruitmenttraining

11

Equal opportunties

Key elements

Equalopportunityprinciplesshouldbeappliedthroughouttherecruitmentprocessbutshould not be seen as a barrier to rigour.

Ensuringthatyourpracticesandstrategiespromoteequalopportunitiesandpeople’shumanrightsshouldnotmakeemployersoverlycautious.Thekeyistotreatallapplicantsfairlyandensurepeople’sindividualneedsduringrecruitmentareconsidered.

Collectingsensitiveinformationondisabilities,raceorsexualitytohelpmonitorequalopportunitiesisacceptablebut,onlyiftheinformationisusedforthatpurpose.Wherepossibleuseanonymisedinformation.Ifthereisanydoubtastowhetheradoptedpracticesandstrategiesdocomplywithequalopportunitiesand/orhumanrightslegislation,considercontactingtheEqualityandHumanRightsCommissionforScotlandforadviceorseekindependentlegaladvice.

Further considerations

Atoolsuchasthepersonalinterviewisaneffectivewayoflookingatskill,suitabilityandfit.Applicantsshouldbemadeawarethat:• thiskindofinterviewisakeypartoftherecruitmentprocessandthat

bysubmittingtheirapplicationform,theyunderstandthis• iftheyfindthiskindofprobingdifficult,theymaytakethe

opportunitytowithdraw.

Allapplicantsshouldbeaskedtoaddressthesameissuesatinterview(thoughinformationrevealedbyindividualsmayofcoursetakethediscussioninvaryingdirectionsandrequirefurthersupplementaryquestionsthatwilldifferforeachcandidate).Theareasexploredmustbethosewhichrelatetothepostappliedfor.

Links to further guidance and practice examples:

EqualityandHumanRightsCommissionforScotland

PracticeexampleEncouragingmenintochildcare

12 http://hub.careinspectorate.com/knowledge/safer-recruitment

Involving people who use services in Recruitment and Selection

Key elements

Itisgoodpracticetoinvolvepeoplewhouseservicesand/ortheirrelativesinrecruitment.Thisshouldbecarriedoutinameaningfulandappropriatewaywhichisinlinewithyourrecruitmentpolicy

Variousmethodsinclude:• visitsbyapplicantstofacilities• groupsofpeoplewhouseservicesmeetingapplicantsindividually

whereasetofagreedquestionsisputtotheapplicants• agroupofpeoplewhouseservicesmeetingagroupofapplicantsin

ordertoundertakeagroupexercise• askingpeoplewhouseservicestohelpdeveloptheperson

specificationforthepostwithoutbeingdirectlyinvolvedintheinterviewprocessorincludingpeoplewhousecareasamemberofapanelinterview.

Further considerations

Youshouldthinkaboutthefollowingissues.

• AreyouexposingpeoplewhouseservicestoindividualswhomaynothavehadanyPVGchecks?

• Haveyouprovidedadequatetrainingandsupportforpeoplewhouseservicestoundertakethetaskyouhaveaskedthemtodo?

• Arepeopleclearabouttheirrolewithinthewholeprocessandhaveyouhelpedtomanagetheirexpectations?

• Haveyoumadeclearwhetherpeopleusingtheservicewillcontributedirectlytomakingtherecruitmentdecision?

• Haveyouthoughtabouthowyouwillmanageanypersonalbiasesinrelationtoage,sexdiscriminationandotherequalitiesissues?

Inplanninghowyouwillinvolvepeoplewhousecareinyourrecruitment,youshouldthinkabouttheseissuesandhowyouwillmitigateanyrisks.

Links to further guidance and practice examples:

Practiceexample1Interviewbyyoungperson

Practiceexample2Involvingserviceusers

Practiceexample3OSCchildren’sinvolvementinstaffrecruitment

Practiceexample4RATSprogramme

Practiceexample5Serviceuser’sinterviewreport

13

Links to further guidance and practice examples:

ACAS–recruitmentguidance

LinktoDisclosureScotland-guidanceonspent/unspentconvictions

Practiceexample1Applicantprofile–Availabilityandworkhistory(careassistant)

Practiceexample2Applicationform(careassistant)

Practiceexample3Applicationform

Practiceexample4Declaration

Application form

Key elements

Afocusedbutcomprehensiveapplicationformoronlineprocesscanmakeastrongstatementonrigourandcommitmenttosafetyandcandeterthosewhoknowtheirpracticeisunsafewhilstencouragingthosewhowishtoworkforaqualityemployer.

Applicationformsallowanemployertoobtainacommonsetofcoredatafromallapplicants.

Anapplicationformshouldseek:• fullidentifyingdetails• afullemploymenthistoryinchronologicalorderincludingpart

timeandvoluntaryemployment,includingstart/enddates,reasonforceasingandexplanationsforperiodsnotinemploymentoreducation/training

• astatementofacademicand/orvocationalqualificationsrelevanttotheposition

• anyinvolvementinofdisciplinaryorgrievanceproceduresandany‘live’formalwarnings

• detailsofcurrentorformerregistrationwiththeSSSCoranyotherrelevantregulatorybody,declarationofanyfindingbyaregulatorybodyandanyconditionsthatapplytocurrentregistration

• detailsofanyPVGschememembership• adeclarationofanyfamilyorcloserelationshiptoexistingemployees

andrelativesofpeopleusingtheservice• detailsofreferees:onerefereeshouldbetheapplicant’scurrent

ormostrecentemployerandminimumoftworeferencesshouldbesought,makingclearthatreferenceswillnotbeacceptedfromrelativesorfriends

• astatementofthepersonalqualitiesandexperiencethepersonbelievesarerelevanttohis/hersuitabilityforthepostandhowhe/shemeetsthepersonspecification.

Theform,ifpaperbased,requirestobesignedbytheapplicant.

Beclearthatasaprospectiveemployeryoumaycontactanyformeremployerinadditiontotherefereesnominatedbytheapplicant.

• Applicantsshouldbewarnedthatifemployed,failuretodiscloseimportantinformationmayleadtodismissalifdiscoveredatalaterdate.

14 http://hub.careinspectorate.com/knowledge/safer-recruitment

Further considerations

Seriousconsiderationshouldbegiventodevelopingpost-specificapplicationformswherecontactwithvulnerablepeopleisimportant.Attheveryleast,theadditionalinformationregardingconvictionsneededforcertainpostsshouldbesoughtinanaddendumtoanorganisation-wideform.

Convictions

Thelawrequiresthefollowingalwaystobedisclosed• anyunspentconvictions,and• anyspentconvictionscontainedinalistofoffencesthatmust

alwaysbedisclosed.

MakeclearontheapplicationformthatDisclosureScotland/PVGschememembershipchecksorregulatorybodyregistrationcheckswillbecarriedout.

Ensureapplicationformsarenotdiscriminatory.Forexample,torequireaformtobefilledout‘inyourownhandwriting’,wherewrittenEnglishisnotrelevanttothepost,maydiscriminateagainstapplicantswhosefirstlanguageisnotEnglishorapplicantswithdisabilitiesthataffectwritingability–anissuewhichmaybeavoidedbymakinganelectronicversionoftheformavailable.

15

Links to further guidance and practice examples:

Skillsforcare-valuebasedrecruitment

Developingtheyoungworkforce

Communityrenewal

Aquestionofcare?

PrinciplesoftheNationalCareStandards

SSSCCodesofPractice

Links to further guidance and practice examples:

ICO-Quickguidetoemploymentpractice

ACAS-Personaldataandrecordkeeping

RetentionofPVGandDisclosureInformation

DisclosureofemployeeinformationunderTUPE Personaldataandrecordkeeping

Quickguidetoemploymentpracticescode

Retentionofdisclosureinformation

Subjectaccessandemploymentreferences

Innovative recruitment

Key elements

EnsureyourinitiativescomplementtheSSSCvaluebasedrecruitmentstandards.

Thinkaboutdifferentroutestorecruitmenttoobtainabroaderdiversityofapplications,forexample:• localnewspapers• websites• shoppingmall• opendays• localwindowadvertising• socialmediasuchasLinkedIn,Twitter,andFacebook• organisationswhohelplongtermunemployedbackintowork• schoolsandhighereducationinstitutes• schoolleaverprogrammes• localrepresentativebodiesandnetworks• nationalrepresentativebodiesandnetworks.

Retaining recruitment information

Key elements

Onlyretaininformationobtainedthrougharecruitmentexerciseforaslongasthereisaclearbusinessneedforit.

Further considerations

Youmaychoosetoretainrecruitmentrecordsforalongerperiodoftime,sixmonthstooneyear,incaseofarecruitmentcomplaint,discriminationchallenge,ortoassistintheassessmentofwaystoimprovetherecruitmentprocessforfuturevacancies.

Youmaywishtokeepmoreinformationforlongeraboutsuccessfulcandidates.TheCareInspectorateexpectsemployerstoretainfullrecordsforpeoplewhoareappointed.

16 http://hub.careinspectorate.com/knowledge/safer-recruitment

Links to further guidance and practice examples:

Aquestionofcare

SSSCNOSnavigator

SSSCqualificationrequirements

PrinciplesoftheNationalCareStandards

SSSCCodesofPractice

2. Defining the PostCompetencies framework

Key elements

Thedevelopmentofaccuratejobdescriptionsandpersonspecificationsisimportanttoensurethattherightpeoplewiththerightskills,knowledgeandexperienceapplyfortherole.Itallowsyoutoclearlystatewhattheroleentailsandallowscandidatestoassesstheirownsuitabilityfortherolepriortoapplying.

Specificcompetenciesforthepostshouldbeidentifiedthroughaprocessofjobanalysis.

Thecompetencieswillhelpprovideanaccuratejobdescriptionandpersonspecification.Thisallowsemployerstospecifyrequirementsandapplicantstoassesstheirownsuitabilityforthepost.

Indevelopingcompetencies,employersmaywishtotakeaccountoftheNationalOccupationalStandardswhicharespecifictopracticeareas.

Further considerations

Inthesocialwork,earlyyearsandsocialcaresector,theNationalOccupationalStandardshavebeendevelopedbytheSSSCandareavailableontheirwebsite.

TheNationalCareStandardsprinciplesoutlinetheunderpinningvaluesexpectedofthoseworkinginthecaresector.

ConsideranySSSCqualificationrequirementsforthepost,orrequirementsfromanyotherregulators.

17

Links to further guidance and practice examples:

ACASJobdescriptiontemplate

Practiceexample1Jobdescription–Careassistant

Practiceexample2Jobdescription–Playworker

Practiceexample3Jobdescription–Carehome

Practiceexample4Jobdescription–Learningdisabilitiessocialworker

Practiceexample5Jobdescription–Communitymentalhealthteamsocialworker

Practiceexample6Jobdescription–Socialcareofficer

Practiceexample7Jobdescription–Supportpractitioner

Practiceexample8Jobdescription–Supportworker

Practiceexample9Jobprofile–Communitycaresocialworker

Practiceexample10Jobprofile–Careassistant

Practiceexample12Jobprofile–Traineesocialcareworker

Job description

Key elements

Jobdescriptionsshouldclearlystatethemaindutiesandresponsibilitiesofthepostincludingtheindividual’sresponsibilityforpromotingandsafeguardingthewelfareofpeoples/hewillbeprovidingsupportorcarefororcomesintocontactwith.

18 http://hub.careinspectorate.com/knowledge/safer-recruitment

Links to further guidance and practice examples

SkillsforCare-Valuesbasedrecruitmentandretentionguide-personspecificationdocument

ACASPersonSpecificationtemplate

PrinciplesoftheNationalCareStandards

SSSCCodesofPractice

Practiceexample1Personspecification–Socialcareworker

Practiceexample2Personalspecification–Seniorsocialcareworker

Practiceexample3Personalspecification–Socialcareofficer

Practiceexample4Personspecification–Socialworker

Practiceexample5Personspecification–Socialworker2

Practiceexample6Personspecification–Supportpractitioner

Practiceexample7Personspecification–Traineesocialcareworker

Practiceexample8SCWSocialcaregrade

Person specification

Key elements

Apersonspecificationsetsoutaprofileforthepostandoftheidealpersontofillit.

Itshouldclearlystatewhatareessentialandwhataredesirableskillsandqualifications.

Itshould:• includethequalifications,knowledgeandexperience,registration

requirementsandanyotherrequirementsneededtoperformtherole• includethecompetencesandqualitiesthatthesuccessfulapplicant

shouldbeabletodemonstrateorshowthepotentialtodevelop.

Itisgoodpracticetoexplainhowtheserequirementswillbetestedandassessedduringtheselectionprocess.

Further considerations

Beclearwhatisessentialandwhatisdesirable.Thinkaboutdevelopmentopportunitiesforapplicants,registrationandqualificationrequirements,andwhetheranyofthecriteriamaybedirectlyorindirectlydiscriminatory.

Inadditiontoapplicants’abilitytoperformthedutiesofthepost,theinterviewmayalsoexploreissuesrelatingtosafeguardingandpromotingthewelfareofpeopleincluding(seesectiononinterviews):• motivationtoworkwithvulnerablepeople• abilitytoformandmaintainappropriaterelationshipsincluding personalboundarieswithpeopleyousupport• emotionalresilienceinworkingwithchallengingbehaviours• attitudestouseofauthorityandmaintainingagoodcare environment.

19

Links to further guidance and practice examples:

SkillsforCare-Valuesbasedrecruitmentandretentionguide-postadvertdocument,valuesposter

Practiceexample1Advert-SW

Practiceexample2Advert–Assistantmanager

Practiceexample3Advert–Earlyyearseducator

Practiceexample4Advert–Nurseryworker

Practiceexample5Advert–Supportworkers

Practiceexample6Advert–Socialcaresupportworker

Practiceexample7Advert–Socialcareworker

Practiceexample8Advert–SWChildcareprotection

3. Advertising and ShortlistingAdvertisement

Key elements

Theadvertisementshouldbeconciseandeasilyunderstood.

Ifpossible,includethefollowinginformationoralinktowherethisdetailedinformationcanbefound,suchasfromwebsitesorinanapplicationpack:• theposttitleandmaindetailsofthepostincludingpay,locationand typeofcontract(forexample,isitpermanentorfixedterm)• anyrequiredqualification?• whetherPVGschememembershipisrequiredforthepost• whatthenextstepswillinclude,suchasaninterview,written assessment,groupexercise,assessmentcentre• datesofinterview,ifknown. Youshouldbeclearaboutthenatureoftheworkandhowapplicantsshouldrespondtotheadvertisement.

Considerincludingalternativeformats,forexampleaudiofiles,tapeorBraillewhereneeded.

Spacepermitting,theadvertisementmayincludeinformationaboutthequalities,skillsandknowledgeessentialforthepostandcareerdevelopmentopportunities.

Advertisingjobswellmayhelppromoteinterestinthesectoramongstpeoplewiththerightskillsandvaluesbutwhomightnothaveconsideredworkingincare.

Further considerations

Giveconsiderationtothebestwaytoattractthekindofapplicantsyouarelookingfor.Forexample,considerwhereyoubeadvertisingandwhethertheuseofsocialmediawouldbeuseful. Includeinyourrecruitmentpack:• anapplicationformandexplanatorynotesaboutcompletingtheform• jobdescriptionandpersonspecification• relevantinformationabouttheemployer,therecruitmentprocess;and policiessuchasequalopportunities,therecruitmentofex-offenders

20 http://hub.careinspectorate.com/knowledge/safer-recruitment

• yourchild/vulnerableadultprotectionpolicystatementincluding anexplicitstatementabouttheorganisation’scommitmentto safeguardingandpromotingthewelfareofvulnerablepeople• termsandconditionsofthepost.

Links to further guidance and practice examples:

Practiceexample1Candidatescreening

Practiceexample2Shortlistingform

Links to further guidance and practice examples:

Practiceexample1Invitationtointerview

Practiceexample2Invitationtointerview

Practiceexample3Invitationtointerview

Practiceexample4Invitationtointerview

Shortlisting

Key elements

Youshouldcarrythisoutusingthecompetenciesandpersonspecificationascriteria,takingintoaccountlengthofexperience,qualifications,andsoon.Youshouldapplythepersonspecificationtoallapplicantsequallyandwithoutexception.Youmaywishtogiveweightedscorestothecompetenciesbasedontheirimportancetothepost.Ifpossible,shortlistingshouldbeundertakenbymorethanonepersonandbymembersoftheinterviewpanel.

Further considerations

Lookforunexplainedgapsinemploymenthistory,significantchangesincareer,incompleteapplications,repeatedjobmoveswithoutobviouscareerprogressionandotherdiscrepancies.Theseshouldbeexploredatinterviewiftheapplicantisshort-listed.

Invitation to interview

Key elements

Explainclearlyinyourletteroremailwhattheintervieworassessmentprocesswillinvolve.Include:• time,placeandlocation(directionstothevenuearehelpful)• detailsoftheinterviewpanel• detailsofhowtheinterviewwillbeconducted• emphasisontheprotectionofpeopleandthatsaferrecruitment checkswillbecarriedoutiftheapplicantissuccessful.• whattheapplicantwillneedtobringwiththemtointerviewsuch asidentificationandevidenceofdeclaredqualifications.

21

Links to further guidance and practice examples:

Practiceexample1Interviewscreeningproforma

Practiceexample2Screeninginterview

Practiceexample3Screeninginterview

4. Assessing Your Applicants and Offering the PostInterviews

Key elements

Screening interviewSomeemployersuseaninitialindividualscreeninginterviewwithapplicantstoscrutinisetheapplicationform,identifyanyissueswhichrequireclarification,orgainadditionalinformationtoestablishreasonsforbreaksinemploymentorothermatterswhicharenotclear.Thiswillbeusefultoinformyourfinaldecision.

Itisanopportunitytoaskapplicantsdirectlyiftheyneedtodiscloseanyissuesbeforesaferrecruitmentchecksareundertaken.

Fromtheapplicant’sperspectiveitisanopportunitytoexplainandexpandonanyomissionsorerrorsintheirapplicationform.

Thoughlessdesirable,theelementsofascreeninginterviewmaybeaddressedwithinformal/panelinterview.

Further considerations

Appropriatetrainingfor‘screeners’isrecommended.

Essentialskillsforthosescreeninginclude:• attentiontodetail• activelistening• theabilitytochallenge• understandingofresponsestoquestionsforthoseapplicantswhere Englishisnottheirfirstlanguage.

22 http://hub.careinspectorate.com/knowledge/safer-recruitment

Links to further guidance and practice examples:

SkillsforCare-Valuesbasedrecruitmentandretentionguide NationalCareStandards

Practiceexample1Interviewobserverrecord1

Practiceexample2Interviewobserverrecord2

Practiceexample3Interviewquestions(careforadults) Practiceexample4Interviewquestions

Practiceexample5Interviewrecord1

Practiceexample6Interviewrecord2 Practiceexample7Panelinterview

Formal interview

Theprocessshouldbestructuredandaddressthecompetenciesinthejobdescriptionandpersonspecification.

Questionsshouldbebehaviouraland,wherepossible,focusonwhatapplicantshavedone,notjustonwhattheymightdo.Pastbehaviourisoftenthebestindicatoroffuturebehaviour. Whereappropriateforthepost,interviewersshouldfollowupapplicants’responsestoquestionsandprobecriticalareassuchasattitudestopunishment,conflict,sexuality,managementofsexualisedbehaviour,aswellastheinfluenceoftheirownexperience(egofbeingparentedorofparenting)onapproachtovulnerablepeople.

Althoughitispossibleforinterviewstobeconductedbyasinglepersonitisnotrecommended.Itisbettertohaveaminimumoftwointerviewers.

Thepanelmembersshould:• havethenecessaryauthoritytomakedecisionsaboutappointment• beappropriatelytrainedincludingforexample,interviewingskills, relevantlegislationincludingtherequirementsoftheDataProtection ActandtheEqualitiesAct.

Inadvanceoftheinterviewspanelmembersshould:• reachaconsensusabouttherequiredstandardforthepost• considertheissuestobeexploredwitheachapplicantsandwhowill askaboutthese• agreetheassessmentcriteriainaccordancewiththeperson specificationandagreehowarecordoftheassessmentwillbetaken.

Further considerations

• Providethecorrecttrainingtointerviewers• Bepreparedforallinterviewsbyfollowingthesamestructure• Questionsshouldbecompetency/valuesbased.• Haveasetofrolespecificquestionsavailableforeachrole• Exploretheapplicant’slearningfrompreviousexperiences,lessons learnedandareasfordevelopment Theinterviewprovidesapplicantswiththeopportunitytoexplain/discloseanyinformation.

23

IfanapplicantdisclosesthattheyaresubjecttoSSSCinvestigationoremployerdisciplinaryenquiriesorinvestigation,youshouldbepreparedtoexploretheissues;considerthisinyourrecruitmentpolicy.

Thinkabouthowtointroducediscussionstoexploreapplicants’values.Youmaywishtoaskcandidatestodiscusstheirexperienceofbeingparentedorgrowingup.Someemployersraiseissuesbyreferringtocurrenteventssuchas“Ireadaboutthismatterinthenewspaper-whatdoyouthinkaboutthat?”.

24 http://hub.careinspectorate.com/knowledge/safer-recruitment

Assessment/selection centre process

Key elements

Assessmentcentresoffertheopportunitytosimulateaspectsofthepostinorderthatapplicantscandemonstratetheirabilitytorespondeffectivelytothem.

Exercisesarebasedoncompetenciesforthepost,usingpostsimulationexercisesandtrainedassessors.

Exercisesmightincludewrittenexercises,groupandindividualexercises,apresentation,anin-trayorplanningexercise,andsoon.Youshouldconsiderhowtoensureapplicantshavethecommunicationskillsinthelanguagetobespokenandwritten.

Someorganisationsusequestionnairestoexploreissuesofattachmentandtrauma.

Further considerations

Themostimportantfeatureofexercisesusedintheselectionofstaffisthattheymustbeappropriateforthepostbeingfilled.

Occupational testingbringsastandardisedandobjectiveperspectivetotheselectionprocess.Thiscangiveanindicationastoaperson’scapacityorpropensitytothinkoractinaparticularway.

Ability teststestaptitudeandaredesignedtopredictpotentialtomeetpostrequirements.Theaptitudestestedareusuallyverbal,numericalandabstractreasoning

Assessed group exercises: applicantsdiscussapresentedscenario,thesegroupscanbefacilitatedornot.

Written exercises:applicantsprovideawrittenassessmentofapresentedscenariooranaccountofagroupdiscussion.

Role play: asimulatedinteractionwithsomeoneplayingavulnerableperson,thiscanassessboththeapplicant’sinitialactionsandhowtheyreflectonthisafterwards

Organisation visits:applicantsvisitingtheplacewhere,ifsuccessful,theywillworkbeforetheassessmentcentreandusetheirobservationsandreflectionsinagrouporindividualexercise.

Links to further guidance and practice examples:

Securingsafercarestaffreport

Practiceexample1Intrayexercise

Practiceexample2Supportworkerwrittenexercise

Practiceexample3Supportworkerwrittenexercisemarking

Practiceexample4Writtenexercise

25

Interview or assessment records

Key elements

Scoringofapplicantsshouldberecordedandsharedbyinterviewpanelmembersandconsideredalongsideallavailablecandidateinformation.Thisusuallyinvolvesacombinationofnumericalscoringagainstindicatorsforeachexerciseorquestionininterviewanddiscussionofimplicationsofapplicants’scoresalongwithanyfeedbackfromthescreeninginterview,ifcarriedoutseparatelyfromtheformalinterview,andtheinformationavailablefromtheapplicationform.

Applyscoringcriteriatoallapplicantsequallyandwithoutexception.

Ifthepanelcannotagreeonthemostsuitableapplicantforthepost,orwanttoexplorefurtherwiththeapplicanttheirsuitabilityforthepost,youmaywanttoconsiderundertakingasecondinterviewwithoneormoreoftheapplicants.Itisrecommendedthatatleastoneinterviewpanelmemberfromtheoriginalinterviewshouldbeonthesecondinterviewpanel.Ifrelevantforthepostyoucouldconsideraskingtheapplicantstoprepareapresentationorwrittenpieceinadvance.

Links to further guidance and practice examples:

Interviewconcernsexample(StMary’sKenmure) Interviewfeedback(StMary’sKenmure)

Practiceexample1Interviewscreeningform

Practiceexample2Serviceuser’sinterviewreport

26 http://hub.careinspectorate.com/knowledge/safer-recruitment

Making an offer of employment

Key elements

Anofferofappointmenttothesuccessfulapplicantshouldbeconditionalupon:• thereceiptofsatisfactoryreferences• verificationoftheapplicant’sidentity,ifthatcouldnotbeverifiedat

interviewstage• verificationofqualifications,ifnotverifiedatinterview• aPVGschemerecordcheck• verificationofrighttoworkintheUK.

Youwillneedtoincludeinyourofferofemployment:• anoutlineofthekeyconditionsofemployment• anyrequirementtohavethecorrectvisaandrighttoworkinthe

country(orarequirementtocontinuetopossesstheseiftheyareforatimelimitedperiod)

• anyrequirementfortheapplicanttodeclareanynewcharges/convictions

• anyrequirementrelatingtogainingandmaintainingregistrationwithanyregulatorybody.

Further considerations

Beclearaboutyourandtheemployee’sresponsibilitiesaboutmaintainingregistration,meetingqualification/postregistrationtrainingandlearning(PRTL)requirementsorrevalidationrequirements.

IfappointingtoapostwhichrequiresregistrationwiththeSSSC,individualswillonlyhave6monthstobecomeregisterediftheyarenewtothepost.

Itisanoffencetoemployanunregisteredworkerbeyondthemandatoryregistrationdateunlesstheproviderhasareasonableexcuse.

Organisation visits:applicantsvisitingtheplacewhere,ifsuccessful,theywillworkbeforetheassessmentcentreandusetheirobservationsandreflectionsinagrouporindividualexercise.

Links to further guidance and practice examples:

ACASrecruitingstaffguidance-offerletterstyleguides

SSSC/CIjointstatement–registrationregulations

SSSCregistration

PracticeexampleDeclaration

27

5. Essential checksIdentity and right to work checks Key elements

BeforeemployinganapplicantanemployermustchecktheirrighttoworkintheUK.

Checkthoroughlythatallnecessarypaperworkiscorrectanduptodate.Employerscanbefinedupto£20,000peremployee,eveniftheemployeemisleadsthem,withouttherighttobeemployedintheUK. Employersshouldbeconsistentintheircheckingandnotonlycheckthosewhotheyassumemaynotbeeligiblebecauseoftheirname,race,accentorotherpersonalcharacteristics.

Further considerations

Ensureidentitychecksareclearandunambiguoustoconfirmthattheindividualpresentingontheirfirstdayofemploymentisthesamepersonthatwasinterviewed.

FormoreabouteligibilitytoworkintheUKandanemployer’sobligations,goto:https://www.gov.uk/government/publications/right-to-work-checks-employers-guide

Thatguidancewillhelpyoutofindout:• whatarighttoworkcheckis• whyyouneedtodorighttoworkchecks• whosedocumentsyoushouldcheck• howtocarryoutchecks• whentocarryoutinitialchecks,follow-upchecksandwhathappens underTUPE• whatdocumentsareacceptable.

Links to further guidance and practice examples:

Homeoffice-righttoworkchecksemployersguide

alsolinksto:

QuickanswertooltocheckifsomeonecanworkintheUK

CheckingDocumentation(HomeOffice)

Employmentchecks(ScottishGovernment)

IdentifyverificationandentitlementtoworkinUK(HomeOffice)

28 http://hub.careinspectorate.com/knowledge/safer-recruitment

PVG/disclosure checks

Key elements

TheProtectionofVulnerableGroups(Scotland)Act2007introducedamembershipschemetoimprovedisclosurearrangementsforpeoplewhoworkwithvulnerablegroups.Thisincludesmaintainingalistofpeopledisqualifiedfromworkingwithchildrenandaseparatelistofpeopledisqualifiedfromworkingwithprotectedadults.

Itisanoffenceforanemployertopermitsomeonewhoisbarredfromtherelevantworkforcetoundertakeregulatedworkwithchildrenand/orprotectedadults.Anemployerwouldonlybeabletoestablishifsomeoneisnotbarredbyensuringtherelevantpersonisaschememember.Thisshouldbecarriedoutusingtheagreedprocedureandinaccordancewithappropriatelegislation(currentlyProtectionofVulnerableGroups(Scotland)Act2007,PartVofthePoliceAct1997).

Further considerations

TheCareInspectorateexpectscareservicestoperiodicallyre-checkthesuitabilityofcareservicestaffasamatterofgoodpractice.

TheCareInspectoratecanmakerecommendationswhereweidentifythatapracticemayleadtopooroutcomesforpeople,butdoesnotprescribetimescalesforfrequencyofperiodicchecking.TheCareInspectorateitselfhasadoptedathreeyearlyperiodiccheckingcycleforitsownstaff.

VolunteersVolunteersworkingincareservicesshouldbetreatedinthesamewayaspaidstaffandanyvolunteerswithinacareservicewithoutaPVGschemerecordorarelevantDisclosureScotlandcertificateandshouldideallyhavenodirectserviceusercontactandshouldnotinany circumstances workunsupervised.

National care home contractProviderswhohavecontractswithlocalauthoritiesusingthenationalcarehomecontractforcarehomesforolderpeopleshouldalsorefertosectionA.9-StaffingandVolunteersoftheircontracttoensurethattheycomplywithitstermsandconditions

Links to further guidance and practice examples:

Protectingvulnerablegroups

PVGActGuidance

PVGSchemeinformationforemployers SaferRecruitmentguidance2016

Practiceexample1Applicationchecklist1

Practiceexample2Applicationchecklist2

Practiceexample3Backgroundcheckspolicy

Practiceexample4Criminalrecordsriskassessment

Practiceexample5PVGRiskassessmentrecord Case scenario:

Disclosurechecks–casescenario

29

Qualification checks

Key elements

Itisreasonableforanemployertoasktheapplicantforproofofqualificationsrequiredforthepost.Theapplicantshouldbeaskedtobringevidenceofqualificationstotheinterview.

Ifyouareuncertainaboutthevalidityofadocumentprovidedyoucancheckwiththeawardingbodyorregisteringbody.

Theapplicantshouldbeinformedthatthesecheckswilltakeplaceandcopiesofrelevantdocumentswillbeheldontheirfile.

Further considerations

Alwaysasktoseeoriginals.Checkthepersonaldetailsareanexactmatchtothedetailsontheapplicationformandproofofidentity.

Ifthequalificationwasundertakeninanothercountryandisinanotherlanguage,thisshouldbetranslatedtoensureitisequivalenttotheminimumessentialrequirementsforthepost.

ForgroupawardssuchanSVQawardyoumaywanttoaskforthemodulebreakdownsheetinsupportofthecertificate.

Registration

Key elements

Checkwiththeappropriateregulatorybody:e.g.ScottishSocialServicesCouncil,NursingandMidwiferyCouncilandanyotherappropriateregisterstoconfirmthattheapplicantisregisteredasdeclared.Thiscanbedoneontheregistrationbodywebsite.

Further considerations

Newlyqualifiedsocialworkersmustachieveregistrationwithinsixmonthsoftakingupemploymentinthisrole.Thissixmonthperiodisonlyapplicabletotheirfirstroleasasocialworker.Thereafter,socialworkersmustberegisteredwiththeSSSCpriortoundertakingthedutiesoftheroleofasocialworker.

SocialWorkersinScotlandcannotcarryoutstatutorydutiesorusethetitleofsocialworkerunlesstheyareregisteredwiththeSSSC.

Links to further guidance and practice examples:

MySSSCforemployers

Responsibilityofregisteredworkers

SSSCSettlementagreements SSSCRegistration

SSSC–searchtheregister

NursingandMidwiferyCouncilRegister

GeneralTeachingCouncilRegister

Alliedhealthprofessionalsregister

30 http://hub.careinspectorate.com/knowledge/safer-recruitment

Personnel records check

Key elements

Assureyourselfthatthepersonyourecruithasnotalreadybeensubjecttoanydisciplinaryactionasamemberofyourownstaffpreviously.Checkyourorganisationpersonnelrecords.

31

References

Key elements

Allrequestsforreferencesshouldseekobjectiveverifiableinformationasfaraspossibleandnotonlysubjectiveopinion.Theuseofreferenceproformascanhelpachievethat.

Acopyofthejobdescriptionand/orpersonspecificationforthepostforwhichthepersonisapplyingshouldbeincludedwithallrequests,andeveryrequestshouldaskaboutthereferee’srelationshipwiththeapplicant,e.g.didtheyhaveaworkingrelationshipandifso,whatwasit;howlonghastherefereeknowntheapplicant,andinwhatcapacity.

Satisfyyourselfthatthereferencefromthecurrentormostrecentemployerisfromanappropriatelyseniormanageranditisnotareferencefromaformerpeeroperatingatthesamegrade.

Employersshouldhaveclearpoliciesaboutwhatlevelofstaffcandraftandsignoffreferencesonbehalfoftheemployer.**Linktopolicysection**

Usethereferencetospecificallyaskabouttheissuesofsafety(previousdisciplinaryissues,dismissals,demotions)andanycompetencieswhichmaybedifficulttoaddressthoughaselectionprocess(e.g.teamworking;tenacity;adherencetoregulatorycodesofpractice).Yourreferencesshoulddefinitelyincludeacheckwithapreviousemployer(s).

Youshouldseekaminimumoftwoappropriateandrelevantreferences,oneofwhichshouldbefromthecurrentormostrecentemployer(iftheyhavebeenpreviouslyemployed).Ifthisisnotpossibleyoushouldbesatisfiedthereisagoodreasonforthisandrecordwhyinthepersonnelfile.

Links to further guidance and practice examples:

ACAS:Referencesforemploymentguidance

ICOSubjectAccess

ICOdisclosureofinformationunderTUPE

SSSCCodesofPractice

Subjectaccessandemploymentreferences

SSSCsettlementagreements

DisclosureofemployeeinformationunderTUPE

Practiceexample1Characterreference

Practiceexample2Employerreference

Practiceexample3Referenceform

Practiceexample4Referencerequestletter

Practiceexample5References

Practiceexample6Referencespolicy

Case scenarios:

Referencescasescenario1

Referencescasescenario2

32 http://hub.careinspectorate.com/knowledge/safer-recruitment

Further considerations

Thereisnolegalobligationtoprovidereferencesbutsocialserviceemployersareexpectedtocomplywiththeircodeofpractice.Inparticularcode 1.3: seeking and providing accurate and appropriate references to share information relevant to a person’s suitability to work in social service posts.

Itisgoodpracticetomakesuretherefereeisawarethat:• theyhavearesponsibilitytoensurethatthereferenceisaccurate,

dependableanddoesnotcontainanymaterialmisstatementoromission;

• relevantfactualcontentofthereferencemaybediscussedwiththeapplicant

Followuptelephonecallsarehelpfultodiscussandverifyinmoredetailreferenceinformationprovided.

Youshouldfindoutwhethertherefereeissatisfiedthatthepersonhastheabilityandissuitabletoundertakethepostinquestion. Youshouldfindoutwhethertherefereeissatisfiedthattheapplicantissuitabletoworkwithvulnerablepeople,and,ifnot,whatarethespecificdetailsoftheconcerns.Remindtherefereethat:• theyhavearesponsibilitytoensurethatthereferenceisaccurate, dependableanddoesnotcontainanymaterialmisstatementor omission;• relevantfactualcontentofthereferencemaybediscussedwiththe applicant.

TheCareInspectoraterecognisestheremaycircumstanceswherethismaybedifficultsuchasschoolleaversorstaffreturningtoworkfollowingalengthyabsencefromtheworkplace.InthesecircumstancestheCareInspectorateexpecttobeabletoseeevidenceofaproportionateandresponsibleriskbasedresponsefromtheproviderwhichmayinclude:• valuesbasedinterview• evidenceofhigherlevelofsupervision• “signoff”ofemployeecompetencyafteraperiodofinduction andtraining• characterreferencefromaprofessionalperson• otherverificationofwhattheindividualhasbeenrecentlydoing

33

Settlement agreementsWhenthereisadutytoreferaworkertotheSSSCoranotherregulatorybodyyoushoulddosoevenifacompromiseagreementhasbeenenteredintowithaformerworker.Theregulatorybodydoesnotneedtoknowthedetailsofanyfinancialsettlementmade,butwillneedtoknowthereasonsaboudwhythereferralhasbeenmade.Whendraftingacompromiseagreementwhichterminatesemployment,youshouldmakeitcleartotheworkerthatanyconfidentialityclausedoesnotapplytoinformationbeingpassedtotheindividual’sregulatorybody.

34 http://hub.careinspectorate.com/knowledge/safer-recruitment

Health check

Key elements

Formostposts,itisnotnecessaryforapplicants’healthtobecheckedpriortoofferofemploymentbutonceanemployerhasofferedanapplicantapost,whetherunconditionallyorconditionally,itispermittedtoaskappropriatehealth-relatedquestionstodeterminewhetheranyreasonableadjustmentstoenabletheemployeetocarryouttheirdutiesrequiretobemade.

Ifitisnecessarytoaskhealth-relatedquestionsbeforemakinganoffer,youcandosoonlyinthefollowingcircumstances:• todeterminewhetheranapplicantcancarryoutafunctionessential tothepost• totakepositiveactiontoassistdisabledpeople• tomonitor,withoutrevealingtheapplicant’sidentity,whetherthey aredisabled• tocheckwhetheranapplicanthasaspecificdisabilitywherenot havingthatdisabilityisagenuineoccupationalrequirementof thepost.

ThefourlimitedcircumstancesundertheEqualityAct2010applytoallstagesofrecruitmentbeforeanoffer.Thisincludesapplicationforms,healthquestionnaires,interviewsandanyotherassessmentandselectionmethods

Links to further guidance and practice examples:

ACASguide,Equalityanddiscrimination

PracticeexampleHealthdeclarationform

35

Contract of employment

Key elements

Conditionsandcontractofemployment.

Thisisthebasisofyourfuturerelationshipwithyournewemployeeandneedtosetouttheresponsibilitiesthateachpartyhas.

Thisshouldincludedetailssuchas:• posttitle• briefdescriptionofwhattheyareemployedtodo• placeofemployment• payandintervalsatwhichremunerationistobepaid• annualleaveentitlement• workinghours• anysickpayscheme• pensionscheme• noticerequiredforterminationofemploymentorenddateiffixed

termcontract• anyprobationaryperiod• anycontinuousservice• wherethedisciplinary/grievanceproceduresmaybelocated• maternityandpaternityleave• flexibleworkconditions

Further considerations

Inadditionyoumaywishtoconsiderinclusionofthefollowing:

• theemployee’sdutytodeclarechargesandconvictionstoyouand therelevantregisteringbody• requirementoftheemployeetoregisterwithSSSCwithin6months ormeettheregistrationrequirementsofanotherprofessionalbody• requirementtohavetherighttoworkintheUK• requirementtomaintainregistrationwithaprofessionalbody.

ForrolesthatrequireindividualstoregisterwiththeSSSC,youshouldincludeinyourcontractarequirementaboutwhentheindividualshouldsubmittheirapplicationforregistrationtoensureisitreceivedbytheSSSCtimeouslytobeprocessedintimetomeetthesixmonthdeadline.

Links to further guidance and practice examples:

ACAS:Employmentcontracts

SSSC/CIjointstatement–registrationregulations.

Practiceexample1Responsibilitiesofregisteredworkers

Practiceexample2Samplecontractwording

Practiceexample3Writtenstatementofemployment

Case scenario:

Registrationcasescenario

36 http://hub.careinspectorate.com/knowledge/safer-recruitment

Risk assessments

Key elements

Saferrecruitmentchecksmayhighlightinformationwhichrequiresfurtherscrutinyandconsideration,forexamplecriminalconvictionsorrestrictionsonanindividualregistrationstatus.

Youshouldhaveanestablishedriskassessmentprocessandprocedureinplacetodeterminewhethertheapplicantissuitableforthepost.

Further considerations

WherecriminalconvictioninformationisprovidedonthePVGschemerecordordisclosurecertificateitisimportanttoriskassessthisinformationfollowingaconversationwith,orbygatheringinformationfrom,theapplicant.Thisshouldbeassessedonanindividualbasiswithspecificreferencetothetasksandresponsibilitiesofthejob.Thiswillassistindeterminingwhethertheapplicantissuitableforthepost.

Furtherinformationregardinganyrestrictiononanindividual’sregistrationoranyon-goinginvestigationbyanindividual’sregulatorybodyshouldbeclarifiedandverifieddirectlywiththerelevantregulatorybody.

Yourriskassessmentprocessshouldconsiderthesepoints:• whatfurtherinformationisrequiredorshouldbeconsidered?• howwillthisinformationberecordedandassessed?• whoparticipatesintheprocessandwhomakesthefinaldecision?• howareriskmanagementactionscommunicatedconfidentiallyto thosewhoneedtoensuretheyareinplace?• howwillthedecisionberecorded?

Links to further guidance and practice examples:

NHSPolicyOnTheUseOfDisclosures,RehabilitationOfOffendersAndProtectionFromWorkingWithVulnerableGroups

Practiceexample1Riskassessmentrecordofmeeting

Practiceexample2Riskassessmenttool

37

6. Other Considerations for Safer RecruitmentAgency staff

Key elements

Anemploymentagencyshouldadopttheprinciplesofsaferrecruitmentasoutlinedinthisdocument.Itistheirresponsibilityasanemployertocarryoutrecruitmentcheckstoensurethatindividualsare,asfaraspossible,suitabletobeintherelevantworkforce.

Responsibilityforensuringthatpeoplewhouseacareservicearesafeandprotectedlieswiththecareservicewhoshouldseekformalassurancesfromanyemploymentagencythatindividualshavebeenrecruitedrobustly.

Further considerations

NurseagenciesareregisteredwiththeCareInspectorateandareexpectedtoadheretotheSSSCCodesofPracticeforsocialcareemployers.Socialcarerecruitmentagenciesarenotcurrentlyregisterable.

Buildyourexpectationsofsaferrecruitmentpracticesintoyourcontractwithanyagencyprovidingyouwithstaff.

Achecklistwhichtheagencyisrequiredtocompleteforeachmemberofstaffdeployedtoyourservicemayassisttoofferyousomeextraassurancethattheagencyisfulfillingitsdutiestoyou.

Anyobservedorallegedfitnesstopractiseissuesshouldbereportedbytheserviceprovidertotheemploymentagencyandtotheemployee’srelevantregisteringbody.

Links to further guidance and practice examples:

SSSCEmployerreferralformandguidance

HCPCemployerreferralguidance

NMCemployerreferralguidance

GTCSemployerreferralguidance

PracticeexampleExpectationsofemploymentchecks

Case scenario:

Agencystaffcasescenario

38 http://hub.careinspectorate.com/knowledge/safer-recruitment

Reasonable adjustments for disabled applicants

Key elements

Anemployershouldaskwhetheranapplicantneedsanyreasonableadjustments(sometimesreferredtoasaccessrequirements)foranypartoftherecruitmentprocess.

Further,ifanapplicanthasindicatedadisabilityontheirapplicationform,ortheemployerbecomesawareofit,ortheapplicantasksforreasonableadjustmentstobemade,theemployermustconsidermakingadjustmentstoassisttheapplicanttoapplyforthepostadvertisedandattendforintervieworassessmentcentreifselected.

Further considerations

Inmanycases,reasonableadjustmentsarerelativelysimpleforanemployertomake.Examplesofreasonableadjustmentsmayinvolve:• anapplicantwithahearingimpairmentneedingtoclearlyseethe interviewersotheycanlipread• anapplicantwithlimitedmobilityneedingtoknowtheaccessible routestotheinterviewroomsintheemployer’sbuilding• anapplicantwithdyslexianeedingsomeadditionalreadingtimeto familiarisethemselveswithmaterialsusedinanassessmentcentre.

Ifyouemployacandidatewithadisability,supportmaybeavailablethroughAccesstoWorktomakereasonableadjustmentsintheworkplace.

Links to further guidance and practice examples:

AccesstoWork

39

Working without checks or disclosure/PVG

Key elements

ItisarequirementtohavepeopleundertakingregulatedworkPVGcheckedandtheCareInspectorateexpectsfullvettingandcheckstobeinplacebeforeanindividualstartswork.However,inexceptionalcircumstances,ifinthedifficultpositionofneedingmorepeopletoworkinordertomaintainservicelevelsandensurethesafetyandwell-beingofpeoplewhoareusingtheservice,youwillneedtoconsiderthevariousrisksassociatedwithemployingsomeonewithoutknowledgeofappropriatechecks.

Further considerations

Considerhowbesttoemployanuncheckedpersoninthesafestcapacity.Theyshouldnotbealonewithpeoplewhouseservicesorprovideintimatecare.Youmayneedtoreconfigurearotaorenlistthesupportofyourexistingstaffinorderforthistowork.

Youshouldalwaysdiscusstheseexceptionalsituationswithyourcareinspector.

Links to further guidance and practice examples:

ProtectingVulnerableGroups–GuidanceforCareInspectoratestaffandserviceproviders

40 http://hub.careinspectorate.com/knowledge/safer-recruitment

7. Post Selection ConsiderationsReferrals to third parties

Key elements

Whereconcernsorallegationsaboutaworker’sfitnesstopractiseorharmtoauserofaserviceoccurs,theemployerhasadutytonotifytherelevantbodiesoftheconcernandalsotheserviceregulator.InthesocialservicesworkforcethiswillincludetheCareInspectorateandusuallytheSSSC.Dependingonanywhichrelevantregulatorybodytheindividualisregisteredwith,thismayalsoincludeNMC,HCPC,GTCS.

Whereindividualsareemployedinregulatedwork,employershaveadutytomakeareferraltoDisclosureScotlandwhentheybelievethatanindividual’sconductmeetsthefollowingreferralgrounds:• harmedachildorprotectedadult• placedachildorprotectedadultatriskofharm• engagedininappropriateconductinvolvingpornography• engagedininappropriateconductofasexualnatureinvolvingachild orprotectedadult• giveninappropriatemedicaltreatmenttoachildorprotectedadult.

Employersmay only makeareferraltoDisclosureScotlandwhentheyhavedismissedanindividualorremovedthempermanentlyfromregulatedworkwiththegroupconcernedorwheretheywouldormighthavedismissedtheindividualhadtheindividualnotlefttheiremploymentbeforethedecisionwasmade,orhadtheyknowntheinformationatthetimetheindividualworkedforthem.

Youshouldletworkersknowiftheyhavebeenorwillbereferredtoanybody.SSSChavespecificguidanceavailablearoundemployerresponsibilitiestoreferwhenthereisasettlementagreementinplace.

Links to further guidance and practice examples:

SSSCEmployerreferralformandguidance

HCPCemployerreferralguidance

NMCemployerreferralguidance

GTCSemployerreferralguidance

NotifyingtheCareInspectorate

PVGSchemeinformationforemployers

Settlementagreements(SSSC)

41

Monitoring registration status

Key elements

WorkerswhoareregisteredwiththeSSSC(registrants)arepersonallyresponsibleforensuringthattheymaintainandmeetanyrequirementsontheirregistration.

However,employershavealegalresponsibilitytomakesurethatalloftheirstaffareappropriatelyregistered.MySSSCwillhelpyoumanageandtrackyourworkersregistration.

Further considerations

ThinkaboutwhohasaccesstoMySSSCandhowfrequentlyyouchecktheregistrationstatusofyouremployees.

Severalindividualswithinyourorganisationcanbenominatedtoreceiveemailalertsaboutchangesinaworkersregistrationforexampleiftheyaretobelapsedfornon-paymentoffees.Thinkaboutwhoisbestplacedwithinyourorganisationtoreceivethesealerts.

Links to further guidance and practice examples:

MySSSCguidanceforemployers

42 http://hub.careinspectorate.com/knowledge/safer-recruitment

Glossary and key responsibilities

SSSC ScottishSocialServicesCouncil-theregulatorybodyforsocialserviceworkers inScotland

CI CareInspectorate–thescrutinyandimprovementbodyforsocialcare,early learningandchildcare,socialwork,andcommunityjustice.

PVG scheme TheProtectionofVulnerableGroups(Scotland)Act2007(theAct)providesfor aschemewherebyindividualswithaknownhistoryofharmcanbeprevented fromdoingworkwithchildrenand/orprotectedadults.Theschemeisprovided byDisclosureScotlandprotectionservice.DisclosureScotlanddoallofthe administrationforthePVGSchemeandmakedecisionsaboutunsuitabilityon behalfofScottishMinisters

HCPC Health&CareProfessionsCouncil–HCPCregulatethefollowingprofessions: artstherapists,biomedicalscientists,chiropodists/podiatrists,clinicalscientists, dieticians,hearingaiddispensers,occupationaltherapists,operatingdepartment practitioners,orthoptists,paramedics,physiotherapists,practitionerpsychologists, prosthetists/orthotists,radiographers,socialworkersinEnglandandspeechand languagetherapists

GTCS GeneralTeachingCouncilforScotland-regulatorybodyforteachersinScotland

NMC Nursing&MidwiferyCouncil-regulatorybodyfornursesandmidwivesin England,Wales,ScotlandandNorthernIreland

ICO InformationCommissioner’sOffice-TheUK’sindependentauthoritysetupto upholdinformationrightsinthepublicinterest,promotingopennessbypublic bodiesanddataprivacyforindividuals.

ACAS Advisory,ConciliationandArbitrationServicethatprovidesfreeandimpartial informationandadvicetoemployersandemployeesonallaspectsofworkplace relationsandemploymentlaw.

TUPE TUPEstandsfortheTransferofUndertakings(ProtectionofEmployment) Regulations1981.ThepurposeoftheRegulationsistoprotectemploymentrights whenemployeestransferfromonebusiness(“thetransferor”)toanother(“the transferee”).Thetermsandconditionsofemploymentofthetransferring employeesaremaintainedwhenabusinessoranundertaking,orpartofone, istransferredtoanewowner.Theemployees’continuityofserviceispreserved aswellastheoriginalterms,butthepreviousemployer’sbenefitsrelatingtoold age,invalidityorsurvivorsunderoccupationalpensionschemesare nottransferred.

43

Contact information

Scottish Social Services CouncilTelephone:03456030891Email:enquiries@sssc.uk.com

Care InspectorateTelephone:0345600952Email:enquiries@careinspectorate.com HCPCTelephone:44(0)3005004472Email:registration@hcpc-uk.org

Disclosure ScotlandTelephone:03000200040Email:info@disclosurescotland.co.uk

NMCTelephone:02074628850Email:employerlinkservice@nmc-uk.org

UK Visas & ImmigrationSponsorship,EmployerandEducationHelplineon03001234699. GTCSTelephone:+44(0)1313146080Email:gtcs@gtcs.org.uk

Information Commissioner’s OfficeTelephone:01312449001Email:Scotland@ico.org.uk

ACASTelephone:03001231100

44 http://hub.careinspectorate.com/knowledge/safer-recruitment

Annex A: membership of group

CareInspectorate

ScottishSocialServicesCouncil

ScottishGovernment-OfficeoftheChiefSocialWorkAdvisor

NationalDayNurseriesAssociation

ScottishOutofSchoolCareNetwork

SocietyofPersonnel&DevelopmentScotland

DisclosureScotland

EducationScotland

UKVisasandImmigration

BlackwoodGroup

TurningPointScotland

BluebirdCare

Enable

Hansel

SAMH

BUPA

EducationThroughCareScotland

SocialWorkScotland

ScottishGovernmentHealthandSocialCareDirectorate