1. Policy Statement
 

Rae James Recruitment Limited is committed to safeguarding and promoting the welfare of children and young people. We recognise that safer recruitment practices are essential to preventing unsuitable individuals from working with children.
 

This policy sets out the procedures the Agency follows when recruiting and placing candidates into children’s nurseries, early years settings, schools and other childcare environments.
 

All employees involved in recruitment are responsible for implementing this policy.
 

2. Purpose
 

The purpose of this policy is to:
 

• Promote the safety and welfare of children.

• Ensure robust recruitment practices are followed.

• Minimise the risk of appointing unsuitable individuals.

• Meet client expectations and contractual obligations.

• Support compliance with UK safeguarding legislation and guidance.
   

3. Scope
 

This policy applies to:

• Directors

• Recruitment Consultants

• Compliance Officers

• Administrative Staff

• Temporary Workers employed directly by the Agency (where applicable)
   

It applies to the recruitment of all candidates seeking work within regulated childcare and early years settings.
 

4. Legal and Regulatory Framework

This policy has been developed with reference to:

• Children Act 1989

• Children Act 2004

• Childcare Act 2006

• Safeguarding Vulnerable Groups Act 2006

• Police Act 1997

• Rehabilitation of Offenders Act 1974 (Exceptions)

• Data Protection Act 2018

• UK GDPR

• Working Together to Safeguard Children (latest version)

• Early Years Foundation Stage (EYFS) Statutory Framework

• Keeping Children Safe in Education (KCSIE), where relevant to recruitment into educational settings
   

5. Recruitment Principles
 

The Agency will:
 

• place safeguarding at the centre of recruitment decisions;

• recruit fairly and consistently;

• verify candidate identity;

• verify the right to work in the UK;

• obtain suitable references;

• verify qualifications where relevant;

• obtain appropriate Disclosure and Barring Service (DBS) information where required;

• identify unexplained gaps in employment;

• ensure candidates are suitable for working with children;

• maintain accurate compliance records.
   

6. Recruitment Process
 

Before any candidate is supplied to a childcare setting, the Agency will normally complete the following checks.
 

Identity Verification
 

Candidates must provide valid photographic identification and proof of address.

Examples include:
 

• Passport

• UK Driving Licence

• Residence Permit

• Utility Bill

• Bank Statement
   

Right to Work
 

The Agency will verify every candidate’s legal right to work in the UK before placement.
 

Copies of documents will be retained in accordance with legal requirements.
 

Employment History
 

Candidates must provide a full employment history.
 

Recruitment consultants will seek clarification where there are:
 

• unexplained gaps;

• inconsistencies;

• frequent changes of employment.

Where necessary, additional evidence may be requested.

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References
 

The Agency will normally obtain a minimum of two satisfactory references.
 

References should, where possible:
 

• be from recent employers;

• confirm dates of employment;

• confirm the role performed;

• identify any safeguarding concerns known to the referee.
   

References may be verified where appropriate.
 

Qualifications
 

Where qualifications are required by the client or role, the Agency will verify relevant certificates or obtain suitable evidence before placement.
 

DBS Checks
 

Where required by legislation, regulation or client requirements, the Agency will obtain or verify an appropriate DBS check before placement.

Where a candidate subscribes to the DBS Update Service, status checks may be carried out with the candidate’s consent.

Possession of a criminal record will not automatically prevent placement. Decisions will consider:
 

• relevance of offences;

• seriousness;

• time elapsed;

• rehabilitation;

• legal restrictions;

• client requirements.
   

Overseas Candidates
 

Where candidates have lived or worked overseas, the Agency may request appropriate overseas criminal record checks or certificates of good conduct where available.
 

Additional references may also be obtained.
 

7. Candidate Interviews
 

Where interviews are undertaken by the Agency, recruitment consultants should:
 

• verify identity;

• discuss employment history;

• explore gaps in employment;

• assess suitability for working with children;

• identify any safeguarding concerns.
   

8. Suitability Assessment
 

Before placement, recruitment consultants should consider:
 

• professional conduct;

• communication skills;

• relevant experience;

• references;

• compliance documentation;

• safeguarding risks;

• DBS information where applicable.
   

Candidates who present safeguarding concerns may not be placed.
 

9. Client Information
 

Where appropriate, the Agency will provide clients with confirmation that required recruitment checks have been completed.
 

Where checks remain outstanding, this will be disclosed only where lawful and agreed with the client.
 

10. Allegations and Safeguarding Concerns
 

Where safeguarding concerns arise regarding a candidate, the Agency will:
 

• record the concern;

• notify the appropriate senior manager;

• suspend recruitment activity if appropriate;

• cooperate with client investigations;

• cooperate with statutory agencies where required.
   

11. Confidentiality and Data Protection
 

All recruitment information will be:

• securely stored;

• processed lawfully;

• shared only where appropriate;

• retained in accordance with the Agency’s Data Retention Policy and UK GDPR.
   

DBS information will be handled confidentially and only by authorised personnel.
 

12. Staff Responsibilities
 

All staff involved in recruitment must:
 

• understand safeguarding responsibilities;

• follow this policy;

• report safeguarding concerns immediately;

• maintain accurate recruitment records;

• complete safeguarding training where required.
   

13. Training
 

Recruitment staff involved in placing childcare workers should receive training covering:
 

• safeguarding awareness;

• safer recruitment principles;

• recognising safeguarding concerns;

• confidentiality;

• equality and diversity;

• data protection.

Training records will be maintained.
 

14. Monitoring and Compliance
 

The Agency will regularly review recruitment records to ensure:

• compliance procedures are followed;

• required checks have been completed;

• records remain accurate and up to date.

• Internal audits may be undertaken periodically.
   

15. Breaches of this Policy
 

Failure by employees to follow this policy may result in disciplinary action.
 

Serious safeguarding failures may be reported to relevant authorities where appropriate.
 

16. Policy Review
 

This policy will be reviewed annually or sooner where:

• legislation changes;

• safeguarding guidance changes;

• operational practices change;

lessons are identified from safeguarding incidents.