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Safe Recruitment Process & Flow

Safe Recruitment Process for Positions Requiring a Disclosure

Introduction

Ministry team leaders are responsible for following the Safe Recruitment guidelines when recruiting workers to join their team. Positions requiring a disclosure include all roles which involve working children and/or vulnerable adults and those with support or care needs. If you are unsure then please contact the Safeguarding Coordinator for advice.

IMPORTANT – Before starting the safe recruitment process for positions requiring a disclosure, the Team Leader must first gain permission from the Senior Leaders of the church to recruit the individual concerned. This is to check there is no known history that would prevent them from working with children and/or vulnerable adults with care and support needs.

Documents & Forms

We have a paperless process for forms to make the process as simple as possible for people.  The process is predominantly handled by our Safeguarding Team and updates and information stored on our ChurchSuite platform.

We keep the following information as part of the process:

  1. Role Application Form – Completed Digitally
  2. Self-Declaration Form – Completed Digitally
  3. References – Completed Digitally.
  4. Notes, Key Dates & DBS expiry – Stored against an individual’s ChurchSuite record

 

Recruitment Process Flow

We use ChurchSuite Flows to manage the application, DBS checks and ongoing training.  The stages below correspond to the stages within the ChurchSuite Flows. These Flows are locked down to our Safeguarding & Safe Recruitment Team only. 

Expression of Interest – Team Leader emails safeguarding@revivechurch.uk and rose.wood@revivechurch.uk advising of an expression of interest for someone to be safely recruited through Revive Church.

Part 1 – Application Stage

  1. Expression of Interest – If approved by Senior Leaders, this person is added to the ChurchSuite Flow ‘ Safe Recruitment 1: Application’ – Express of Interest Discussion stage.
  2. Application & Self Declaration Form – Recruiter then sends the applicant the ‘Role Application Form’ & ‘Self Declaration Form’ via email in ChurchSuite for the applicant to complete online.
  3. Application Returned, Reference Form Sent – On return of the Application form, the recruiter sends the Safe Recruitment Reference Form to the referees provided.
  4. References Received & Checked – Once references have been received & checked the applicant can be moved to the ‘Safe Recruitment 2:DBS Check’ Flow. If the applicant is not suitable at this stage please mark the flow as completed and note down the reasons.

Part 2 – DBS Check Stage – At any stage of this process the application may stop, and the flow ended due to unsuitability of the applicant.

  1. Check DBS Update Service (if relevant) – The Recruiter will check if the applicant is on the DBS Update Service. This allows us to check a relevant DBS.  If the applicant indicates they are on the update service we will send the form ‘Permission to check update service’. This provides us consent to check and gives us the certificate number. If the certificate is suitable; we add the key date to ChurchSuite and move them to the stage ’12. Renewal Required’ with the relevant date.

If the applicant does not have a DBS certificate or it is not on the update service the applicant can be moved to Stage 6 – Check Self Declaration Form.

  1. Check Self Declaration Form – Recruiter checks the Self Declaration Form that the applicant has sent and confirms everything is in order. If there are questions or queries they will liaise with the applicant and thirtyone:eight if required.  Once confirmed move to next stage
  2. Ebulk Application Email – The recruiter sends an email for the applicant to apply for their DBS certificate online. Once this is sent the applicant is moved to stage 8 to wait for them to process the application.
  3. Online Application Started – Once an applicant has applied via the link sent in stage 7, the applicant will then be asked to have their ID checked by a Revie Church Safe Recruiter. The Recruiters are notified that the applicant is ready for ID checks and moves them to stage 9.
  1. ID Checks – The applicant is asked to show their approved ID with details noted to say ID has been checked. This must be done by an approved Safe Recruitment team member.  Once complete the flow is continued to stage 10.
  2. Section Y Complete & Approve – The Recruiter logs into EBulk to finalise the application by completing the relevant sections. Upon approval, Ebulk will carry out its process and checks on the applicant and notify the Safe Recruitment team on completion. The applicant is moved to stage 11 ready for checking the certificate.
  3. Check Certificate Is Suitable – Following Ebulk alert email, The Safe Recruiter will check the applicant’s DBS certificate to make sure everything matches with what we are expecting. Assuming the applicant is still suitable at this stage we will add Key dates to confirm they have been safely recruited, DBS Expiry Date, Tags to confirm if the DBS is for children or for adults. We also add newly recruited people into the relevant ‘Safe Management of Workers Flows’ (Children/Adults/Trustees) to ensure that on-going training is carried out.
  4. Renewal Required – All Safely Recruited Team members are then placed into the Renewal Required stage with the correct follow up date based on the expiry. We will then start a renewal process starting at Stage 5

 

Part 3 – Safe Management of Workers

To ensure our workers are trained and supported in their roles we ensure that new workers are inducted and then continue to receive annual safeguarding training.  This is done via specific details for safeguarding Children, vulnerable adults and specialised training for Trustees.

  1. Induction – All new safely recruited team members will be inducted and provided the Revive Church Safeguarding policy. As part of the role onboarding, they sign the Volunteer Welcome Pack which gives them a Safeguarding Code of Conduct.  Team Leaders will ensure that the person is trained in their specific areas of ministry and given any relevant Safeguarding Guidelines (outlined in the policy).  We encourage the new Team member to complete the E-Learning training found on our H&S provider. Links are in the Volunteer Welcome Pack.
  2. Invite to Annual E-Learning Refresher Training – On an annual basis we invite all Safely recruited team members to complete E-Learning which gives up to date information on Children & Vulnerable Adults safeguarding. Once we have invited them they are moved to stage 3.
  3. Completion of Annual Safeguarding E-Learning – The team members completed the online e-learning course and send their certificate in. We store these certificates and log the Key Dates on their ChurchSuite record. They are then placed back to stage 2 or 4
  4. Attend 3 yearly thirtyone:eight training – Every third year we replace the E-Learning with a webinar training session by our Safeguarding Partner thirtyone:eight. This provides team members with church specific training and provides a full team training session.

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