Seeking to know Jesus and make Him known in Stevenage

DBS and Safe Recruitment

Part of our Safeguarding Policy

5.1: Safe recruitment process

The Leadership will ensure all paid workers and volunteers will be appointed, trained, supported and supervised in accordance with government guidance on safe recruitment. This includes ensuring that:

  • There is a written role description for the post (Children’s work co-ordinator, Pastoral team leader and helpers; SClub leaders and helpers, Youth workers).
  • Those applying have completed an application form and may be asked to also complete a self-declaration form. The application form includes two referee signatures and declarations.
  • Those applying will meet the relevant leader to discuss their role and agree to follow the safeguarding policy and use of Gospel focussed lesson plans.
  • Appointments shall be made by the relevant leader with the agreement of the incumbent, starting with a 3 month trial period.
  • After 3 months, the leader and the applicant will both sign the application form again to confirm the appointment.
  • A disclosure and barring service application has been completed (we will comply with Code of Practice requirements concerning the fair treatment of applicants and the handling of information (Appendices 4 and 5)). (This could be either the Basic or the enhances DBS as decided by national CofE policy) Applicants shall not work directly with children, young people or vulnerable adults until clearance is obtained.
  • The applicant is given access to the St. Nicholas Safeguarding Policy and shown how to report concerns.
  • Suitable training and support is provided for the successful applicant.
  • Young helpers (14 – 18 year olds) must complete the young helper form and be supervised at all times.
  • Once all are completed, the forms are to be given to the Recruitment Lead who will keep them in line with data protection guidelines.

5.2: Application forms for volunteers and consent forms

5.2.1: Application form for voluntary work with children and young people

5.2.2: Role description for S.Club leaders and helpers

5.2.4: S.Club weekly record sheet

5.2.5: Risk assessment form for S.Club

5.2.6: Application form and role description for Pastoral & Prayer Teams

5.2.7: Application form for safeguarding team

5.3: DBS application process

The Church of England sets national guidance on who must have a DBS clearance before they can take on a wide range of paid, voluntary or helping roles within the church. This includes people such as Church Wardens, everyone who does any form of children’s groups and many other people too. For detailed information, click here:

To find out all about the DBS process, click here

To file your DBS application on line, click here

5.4: Policy for equal opportunities in DBS applications

  • As an organisation assessing applicants’ suitability for positions which are included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order using criminal record checks processed through the Disclosure and Barring Service (DBS), St Nicholas Church complies fully with the code of practice and undertakes to treat all applicants for positions fairly.
  • St Nicholas Church undertakes not to discriminate unfairly against any subject of a criminal record check on the basis of a conviction or other information revealed.
  • St Nicholas Church can only ask an individual to provide details of convictions and cautions that St Nicholas Church are legally entitled to know about. Where a DBS certificate at either standard or enhanced level can legally be requested (where the position is one that is included in the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 as amended, and where appropriate Police Act Regulations as amended).
  • St Nicholas Church can only ask an individual about convictions and cautions that are not protected.
  • St Nicholas Church is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.
  • St Nicholas Church has a written policy on the recruitment of ex-offenders, which is made available to all DBS applicants at the start of the recruitment process.
  • St Nicholas Church actively promotes equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records.
  • St Nicholas Church select all candidates for interview based on their skills, qualifications and experience.
  • An application for a criminal record check is only submitted to DBS after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a criminal record check is identified as necessary, all application forms, job adverts and recruitment briefs will contain a statement that an application for a DBS certificate will be submitted in the event of the individual being offered the position.
  • St Nicholas Church ensures that all those in St Nicholas Church who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences.
  • St Nicholas Church also ensures that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974.
  • At interview, or in a separate discussion, St Nicholas Church ensures that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.
  • St Nicholas Church makes every subject of a criminal record check submitted to DBS aware of the existence of the code of practice and makes a copy available on request.
  • St Nicholas Church undertakes to discuss any matter revealed on a DBS certificate with the individual seeking the position before withdrawing a conditional offer of employment.

5.5: Recording, data protection and information sharing

All recording, use of and sharing of information will be done in line with the Church of England Safeguarding Handbook section 7.7 and the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

DBS application form data is held securely by the Safeguarding Recruitment Officer in hardcopy format in a locked place or on in the Church Safeguarding Google Folder, which is password protected and access is strictly on a ‘need to know’ basis with the Incumbent, Safeguarding Lead and Church Wardens as required.

Safeguarding concerns are recorded only in the Church Safeguarding Google Folder, which is password protected and access is strictly on a ‘need to know’ basis with the Incumbent, Safeguarding Lead and Church Wardens as required