The Home will be managed by a permanent, suitably experienced and qualified registered manager. Urgent action will be taken to address any vacancy of the registered manager post. Those with a leadership and/or management role should be visible and accessible to staff and able to deliver their leadership and/or management responsibilities. Any registered manager employed in the Home should have sufficient capacity to ensure that the Quality Standards are met for each child in the Home.

Any registered manager placed in charge of the Home, or staff member in a deputy or supervisory role such as 'shift leader' should have substantial relevant experience of working in a children’s home and have successfully completed their induction for the Home in which they are employed.

The registered person should have a Workforce Development Plan which includes details of the experience and qualifications of staff, including any staff commissioned to provide education or health care; and details of the management and staffing structure of the Home, including arrangements for the professional supervision of staff, including staff that provide education or health care.

The Workforce Development Plan should:

Detail the necessary management and staffing structure, (including any staff commissioned to provide health and education), the experience and qualifications of staff currently working within the staffing structure and any further training required for those staff, to enable the delivery of the Home's Statement of Purpose;
Detail the processes and agreed timescales for staff to achieve induction, probation and any core training (such as safeguarding and health and safety and mandatory qualifications);
Detail the process for managing and improving poor performance;
Detail the process and timescales for supervision of practice keep appropriate records for staff in the Home.

The plan should be updated to include any new training and qualifications completed by staff while working at the Home and used to record the ongoing training and continuing professional development needs of staff – including the Home's manager.

The following elements of the workforce development plan should be included in the Statement of Purpose: (in accordance with Schedule 1 (paragraphs 19 and 20)) the staffing structure; experience and qualifications of staff and arrangements for supervision of staff practice.

The Home must be properly staffed and resourced to meet the needs of the children. The registered person should plan staffing levels to ensure that they meet the needs of children and can respond flexibly to unexpected events or opportunities. Staffing structures should promote continuity of care from the child's perspective. If children complain or give a view on how the staffing structure could be improved to promote the best care for them, appropriate action should be taken.

Contingency plans should be prepared in the event of a shortfall in staffing levels. If it is likely that there might only be one member of staff on duty at any time the manager should make a formal assessment of the implications for children’s care, including any likely risks. This assessment should be recorded and available for inspection by Ofsted and placing authorities.

The registered person should monitor and review the patterns and trends of turnover of staff, whether agency or directly employed, and be able understand and, where possible, address any negative trends.

Whenever possible, staff in day-to-day contact with children should include staff from different gender groups. Where the Home's Statement of Purpose makes it explicit that the Home uses staff of one gender identity only, clear guidance will need to be in place and followed as to how children are enabled to maintain relationships with people of a different gender identity.

Staff will be suitably vetted and skilled and able to deliver high-quality services to children and their families. The registered person should ensure that staff can access appropriate facilities and resources to support their training needs and should understand the key role they play in the training and development of staff in the Home. See also Staff Qualifications Procedure.

Staff will work collaboratively to provide consistency and stability, with clear responsibilities and accountabilities to ensure that staff have a sense of shared ownership about their practice. Arrangements for recruitment and appraisals are robust and include children as appropriate.

Any volunteers who work with children living in the Home are trained, supervised and supported to carry out their roles appropriately and to provide a high-quality service that enhances the experiences of children.

Staff should be made familiar with the Home's internal whistleblowing procedures through the induction process.

The employment of any person on a temporary basis at the Home does not prevent children from receiving such continuity of care as is reasonable to meet their needs. The use of external agency staff can be a positive choice to complement the skills and experiences of the permanent workforce. Any external agency staff should meet the requirements in regulation 32(4) regarding mandatory qualifications (Level 3 qualification) and the registered person should consider their skills, qualifications and any induction necessary before they commence work in the Home. The use of agency staff should be carefully monitored and reviewed to ensure children receive continuity of care. No more than half the staff on duty at any one time, by day or night at the Home should be from an external agency.

At all times, at least one person on duty at the Home will have a suitable first aid qualification.

The design of the Home should be such that staff who sleep in the Home overnight have appropriate accommodation and facilities to do so.

2. Safer Recruitment and Employment Checks

2.1 Employment Checks

Careful recruitment and regular monitoring of staff and volunteers is used to prevent unsuitable staff from being recruited and having the opportunity to harm children or to place them at risk. The relevant authorities and professional bodies will be informed of any concerns about inappropriate adults.

Schedule 2 of the Children’s Homes (England) Regulations 2015 requires the following checks for people who wish to manage or work in a Children’s Home:

Proof of identity including a recent photograph;
An enhanced Disclosure and Barring Service check (depending on the nature of the role);
Two written references, including a reference from the person’s most recent employer, if any;
If a person has previously worked in a position involving work with children or vulnerable adults, verification so far as reasonably practicable of the reason why the employment or position ended;
Documentary evidence of any qualifications which the person considers relevant for the position;
A full employment history, together with a satisfactory explanation of any gaps in employment, in writing.

Note that statutory guidance Keeping Children Safe in Education provides that schools and colleges should only accept copies of a curriculum vitae alongside an application form. A curriculum vitae on its own will not provide adequate information.

The guidance also states:

‘In addition, as part of the shortlisting process schools and colleges should consider carrying out an online search as part of their due diligence on the shortlisted candidates. This may help identify any incidents or issues that have happened, and are publicly available online, which the school or college might want to explore with the applicant at interview’.

Whilst this guidance applies to schools and colleges, it may be regarded as good practice in safe recruitment. HR/legal advice should be sought as appropriate in relation to use of online searches as part of recruitment processes.

2.2 Written References

Guidance: Children’s Homes – Recruiting Staff (Ofsted) provides further information in relation to the regulatory requirement to obtain 2 written references, including one from the applicant’s last employer. The Guidance provides that you do not have to contact the person who wrote the reference to check that they did so, although this is good practice. You should always check out a reference if you have any doubt about its quality or reliability.

You may not be able to obtain a reference from a previous employer, for example because they are no longer operating, or have died. If this happens, you should ask for another reference from another previous employer.

You must try, as far as possible, to find out why a prospective staff member’s previous employment ended, if their previous jobs involved working with children or vulnerable adults. You should try to obtain this information from their most recent employer, and other employers where relevant. For example, this could be a conversation with the previous employer, and you record the detail of this on the staff member’s file. You do not have to contact all of their previous employers unless you have a particular cause for concern. If you do have a concern, then Ofsted expect you to obtain as much information as you can to make sure that the person is suitable. It is, however, considered good practice to attempt to contact all previous employers where the candidate has worked with children or vulnerable adults in order to obtain a reference.

Keeping Children Safe in Education is clear that schools and colleges should only provide substantiated safeguarding concerns/allegations that meet the harm threshold in references. Low-level concerns should not be included in references unless they relate to issues that would normally be included in a reference, for example, misconduct or poor performance. It follows that a low-level concern that relates exclusively to safeguarding (and not to misconduct or poor performance) should not be referred to in a reference. However, where a low-level concern (or group of concerns) meets the harm threshold for referral to the LADO and is found to be substantiated, it should be referred to in a reference.

Whilst this guidance applies to schools and colleges, it may be regarded as good practice in safe recruitment. HR/legal advice should be sought as appropriate.

2.3 Disclosure and Barring Service (DBS) Checks

The appropriate level DBS checks must be carried out before a person is appointed to engage in Regulated Activity within the Home. To determine which level of DBS check a role is eligible for, refer to the DBS Eligibility Guidance (GOV.UK).

The information contained in an up-to-date DBS certificate must be reviewed to decide whether this reveals any concerns about the person’s suitability to work with children. If there are concerns, the information must be used to come to a conclusion whether or not to appoint the person. Providers and managers must keep up to date with what constitutes Regulated Activity and fully investigate any information that indicates that a person may be barred from working with children or vulnerable adults.

Anyone who is barred from work with children is committing an offence if they apply for, offer to do, accept or do any work constituting Regulated Activity. It is also an offence for an employer knowingly to offer work in a regulated position, or to procure work in a regulated position for an individual who is disqualified from working with children or fail to remove such an individual from such work.

Once appointed, a person must continue to meet the remit-specific regulatory requirements after the initial recruitment process.

In relation to the Disclosure and Barring Service checks, the following must be recorded:

The date the DBS check was carried out;
The DBS certificate number;
The name of the person who checked the original certificate;
Whether there was any information or concerns arising from the check that required further attention before you decided to appoint the individual;
The name of the person who carried out the update check, if the individual is registered with the DBS update service;
If concerns were identified once a person was appointed, steps you have taken to review a person’s suitability to continue to work with children;
What actions you take if a person changes their role after they have been appointed;
The actions you have taken in order to protect children from contact with unsuitable persons; this may include referral to the DBS or other relevant authorities.

Disclosure and Barring Service checks should be:

Treated as confidential;
Kept secure;
Destroyed as soon as no longer required.

Information on checks for candidates who have spent time abroad or have come from abroad can be found at: GOV.UK, Criminal records checks for overseas applicants.

Please note: A DBS check has no official expiry date. Any information included will be accurate at the time the check was carried out. It’s up to the employer to decide when a new check is needed. The frequency at which DBS checks will be repeated should be detailed in the Safer Recruitment Policy. See Section 6, Safer Recruitment Policy.

2.4 Disclosure and Barring Service Update Service

The Disclosure and Barring Service (DBS), operate an optional Update Service which is designed to reduce the number of DBS checks requested.

Instead of a new check being necessary whenever an individual applies for a new role working with children, individuals can subscribe to the online Update Service. This will allow them to keep their DBS certificate up to date, so that they can take it with them from role to role, within the children’s workforce.

Employers do not need to register, but can carry out free, instant, online status checks of a registered individual's status. A new DBS check will only be necessary if the status check indicates a change in the individual's status (because new information has been added). See GOV.UK for more information.

For the latest guidance on DBS referrals, see the GOV.UK website.

If you use the DBS update service to check the status of an individual’s DBS certificate, you should be able to demonstrate how you manage and record details of any check you carry out.

2.5 Checking an Applicant’s Right to Work in the UK

As part of the recruitment process, the employer/prospective employer must also check that the applicant has the right to work in the UK.

See: GOV.UK: Checking a Job Applicants Right to Work.

Employers can be penalised / fined if they employ someone who does not have the right to work, and they did not carry out the correct checks or did not do them properly.

2.6 Exceptional Circumstances

Guidance: Children’s Homes – Recruiting Staff (Ofsted) provides that, if you are recruiting a permanent member of staff, you can, exceptionally, allow a person to start working at the Home if you only have the proof of identity and the DBS certificate, while you continue to make enquiries. For example, you may need to employ additional staff quickly. If you do this, the person must be supervised when working with children. You must be able to provide evidence that you have taken reasonable steps to obtain the information. There may be occasions when, despite your best efforts, you are not able to obtain some of the required information. Whilst this might happen occasionally, it should not happen regularly. It is not good recruitment practice to employ staff without all the required information. If you are unable to obtain all the relevant information, inspectors will want to know what additional action you took to satisfy yourself that the person was suitable and, if any relevant information was missing, what action you took to mitigate any risks you identified.

2.7 Using Agency Staff

Guidance: Children’s Homes – Recruiting Staff (Ofsted) provides that you will need to check the identity of any agency staff before you allow them to work at the Home, to ensure that you have the correct person. However, you do not have to obtain all the other information yourself. For example, it is acceptable for you to see evidence of a clear DBS certificate and references, rather than apply for these yourself. You should be able to demonstrate the steps you took to satisfy yourself that the person was suitable.

If you need to use an agency member of staff at short notice, and you have not previously used this person, Ofsted expect you, as a minimum, to check their identity and obtain written confirmation from the agency that it has carried out the relevant suitability checks. You should review the evidence that the person is suitable as soon as possible, for example the next working day. In these circumstances, the agency staff member must not be in sole charge of the Home.

Inspectors may discuss with you the arrangements you have made with the agency or agencies you use to satisfy yourself that you can safely allow the staff they send to you to work at the Home. Inspectors may ask to see the evidence you have used to make your decision.

2.8 Prospective Staff Spending Time in the Home

As part of your recruitment process, you may invite prospective employees to do a short ‘shadow shift’. This is so that they can experience what working in the home may be like and meet your children. Ofsted would expect you to manage this carefully and sensitively so that it is not overwhelming or unsettling for children and fits into the routine of the home. The prospective employee cannot be counted in staffing numbers during the ‘shadow shift.’

The prospective employee must be supervised at all times during the shift because they are not yet employed by you, so the relevant regulations do not apply to them. You may introduce them to the children, but they should not have access to children’s detailed personal information.

2.9 Carrying Out Interviews

If you carry out interviews for prospective employees at the setting, candidates must be supervised.

3. Post Appointment

The registered person must:

Ensure that each employee completes an appropriate induction;
Ensure that each permanent appointment of an employee is subject to the satisfactory completion of a period of probation; and
Provide each employee with a job description outlining the employee’s responsibilities.

The registered person must ensure that all employees:

Undertake appropriate continuing professional development;
Receive practice-related supervision by a person with appropriate experience; and
Have their performance and fitness to perform their roles appraised at least once every year.

4. Disciplinary Procedure

The registered person must operate a disciplinary procedure which:

Provides for the suspension from work of an employee, if necessary, in the interests of the safety or welfare of children; and
Provides that the failure on the part of an employee to report an incident of abuse, or suspected abuse, whether past or present, in relation to a child to the appropriate person (the registered person, an officer of Ofsted, an officer of the local authority in whose area the home is located or a police officer) is a ground on which disciplinary proceedings may be instituted.

See Bayleaf Care Staff Disciplinary Procedure.

5. Recruitment Records

Guidance: Children’s Homes – Recruiting Staff (Ofsted) provides that if you do not keep full recruitment records at the Home, inspectors will look at your list of staff or electronic records that summarise the vetting and recruitment checks. They will discuss with you how you have satisfied yourself that all staff working at the Home are fit to do so and that your recruitment arrangements comply with the regulations. These records could be maintained in checklist or spreadsheet formats.

An inspector may ask you to provide a small sample of full recruitment records, even if they are not held at the Home.

6. Safer Recruitment Policy

The safe recruitment of staff is the first step to safeguarding and promoting the welfare of children in residential homes.

The recruitment and selection of staff will be conducted in a professional, timely and responsive manner and in compliance with current employment legislation.

If a member of staff involved in the recruitment process has a close personal or familial relationship with an applicant, they must declare it as soon as they are aware of the individual’s application and avoid any involvement in the recruitment and selection decision-making process.

6.1 Advertising

To ensure equality of opportunity, vacancies will be advertised to encourage as wide a field of applicant as possible. Normally this involves an external advertisement. Existing employees are to be encouraged to apply for vacant posts.

Any advertisement will make clear the company’s commitment to safeguarding and promoting the welfare of children.

All documentation relating to applicants will be treated confidentially.

6.2 Application Forms

Candidates will be invited to complete an application form which will contain questions about their full academic and employment history and their suitability for the role. In addition, all applicants will be required to give a satisfactory explanation for any gaps or discrepancies during the interview.

The application form will include the applicant’s declaration regarding convictions and working with young people and will make it clear that the post is exempt from the provisions of the Rehabilitation of Offenders Act 1974. CVs will not be accepted.

All applicants will be made aware that providing false information is an offence and could result in the application being rejected or summary dismissal if the applicant has been selected, and possible referral to the police and other professional regulatory bodies.

6.3 Job Descriptions

Bayleaf Care has a principle of open competition in its approach to recruitment and will seek to recruit the best applicant for the job. The recruitment and selection process should ensure the identification of the person best suited to the job based on the applicant’s abilities, qualifications, experience and merits as measured against the job description.

A job description is a key document in the recruitment process and must be finalised prior to taking any other steps in the recruitment process. It will clearly and accurately set out the duties and responsibilities of the job role; this will include specific reference to safeguarding duties and responsibilities. The Home’s manager must ensure that there is an up-to-date job description before embarking on the recruitment process.

6.4 Shortlisting

Candidates will be shortlisted according to their application form and an informal chat, carried out either in person or over the phone. The purpose of the informal conversation is to inform the candidate about the company, the Home and our ethos. Additionally, an informal chat provides a good opportunity to explore the candidates’ skills and experience, gauging their interest and suitability.

6.5 Interviews

Shortlisted candidates will be invited to an interview. The interview process will explore the applicant’s ability to carry out the job description. It will enable the panel to explore any anomalies or gaps have been identified in order to satisfy themselves that the chosen applicant can meet the safeguarding criteria.

Candidates applying for managerial roles, including deputy and Registered Manager roles may be required to complete a ten-minute presentation.

The panel interview will consist of a pre-set list of questions specific to each job role. The candidate’s responses will be recorded.

Any information regarding past disciplinary action or allegations, cautions or convictions will be discussed and considered in the circumstance of the individual case during the panel interview.

There will be at least two panel members and at least one member of any interviewing panel will have undertaken safer recruitment training or refresher training as applicable.

All applicants who are invited to an interview will be required to bring evidence of their identity, address and qualifications. Original documents will only be accepted, and photocopies will be taken and submitted to HR. Unsuccessful applicant’s documents will be destroyed at the end of the recruitment program.

Candidates who successfully pass the value-based interview and panel interview may be invited to meet with our children for a group interview, where this is appropriate and feasible.

This group interview provides the children with the opportunity to be involved in the recruitment process. This is a supervised group interview and will be chaired by a staff member who will record notes. Candidates will not be left alone with any children. Candidates will always be escorted at the premises.

6.6 Staffing Register

Each home will keep an up-to-date staffing register which will contain the following for each staff member working there:

Initials / Job Role;
Qualifications;
FT/ PT/ Bank (hours worked);
Company start date;
Home start date;
Leave date (transfer/ leaver);
DBS checked (date and by whom);
ID check.

The register will clarify that no staff reside at the home; and that full personal details (full name; gender; DOB; home address; DBS number) are held securely.

6.7 Offer of Employment and New Employee Procedures

Offer letters of employment will be sent to successful candidates. The appointment of all new employees is subject to the receipt of a satisfactory enhanced DBS certificate, references, medical checks, copies of qualifications, and proof of identity.

6.8 The Rehabilitation of Offenders Act 1974

The Rehabilitation of Offenders Act 1974 does not apply to positions which involve working with or having access to children. Therefore, any convictions and cautions that would normally be considered ‘SPENT’ must be declared when applying for any position at Bayleaf Care.

6.9 DBS (Disclosure and Barring Service) Certificate

All staff require an enhanced DBS Certificate and therefore a DBS Certificate must be obtained before the commencement of employment of any new employee.

Bayleaf Care asks for all its staff members to be on the update service. This fee is payable by individual staff members and requires the update to be completed within a period of 30 days from the date the Certificate was issued. It will then be the responsibility of the Registered Manager, to re-check employee’s DBS certificates every six months to ensure there have been no changes.

All employees will be required to sign up to the DBS Update Service. In addition to this, any employee that takes leave for more than three months (maternity/paternity leave, career break etc.) must be re-checked via the update service, before they return to work.

Members of staff are aware of their obligation to inform the Home manager of any cautions or convictions that arise between these checks taking place.

Bayleaf Care will accept DBS Certificates dated within the last six months whilst an up-to-date certificate is applied for.

6.10 Dealing with Convictions

The company operates a formal procedure if a DBS certificate is returned with details of convictions. Consideration will be given to the Rehabilitation of Offenders Act 1974 and also:

The nature, seriousness and relevance of the offence;
How long ago the offence occurred;
One-off or history of offences;
Changes in circumstances;
De-criminalisation and remorse.

A formal meeting will take place face-to-face to establish the facts with the registered manager/responsible individual/a member of the HR team. A decision will be made following this meeting and a risk assessment may be put in place if required.

6.11 Proof of Identity, Right to Work in the UK & Verification of Qualifications and/or professional status

All applicants will be required to bring their identification documentation such as passport, birth certificate, driving license etc. with them as proof of identity/eligibility to work in UK in accordance with those set out in the Immigration, Asylum and Nationality Act 2006 and DBS Code of Practice Regulations.

In addition, applicants must be able to demonstrate that they have obtained any academic or vocational qualification legally required for the position and claimed in their application form.

6.12 References

References for applicants will be sent for immediately after a conditional offer of employment is made, subject to the consent from the applicant. Bayleaf Care applies for a minim of three references, two of which must be of a recent professional nature. Where an applicant has worked with children or vulnerable adults in any setting, including volunteering, references will always be sought. These will always be sought and obtained directly from the referee and their purpose is to provide objective and information to support appointment decisions. Any discrepancies or anomalies will be followed up. Direct contact by phone or face-to-face will be undertaken with each referee to verify the reference.

In addition to this If a person has previously worked in a position involving work with children or vulnerable adults, Bayleaf Care will seek to get verification so far as reasonably practicable of the reason why the employment or position ended.

6.13 Overseas Checks

Applicants who have worked or been resident overseas for longer than three months within the previous five years, including UK citizens who have worked or lived overseas, require the Statement of Good Conduct (sometimes referred to as a Certificate of Good Conduct) to be provided.

There are a small number of countries from which it is not possible to obtain an overseas police check. in these instances where it is not possible and where all other safer recruitment checks are completed to a satisfactory standard, individuals may start employment with a risk assessment in place. This would only be the case in exceptional circumstances and decisions will be made on a case by case basis as a last resort.

6.14 Record Retention

Bayleaf Care will retain all interview notes, application forms and correspondence on all unsuccessful applicants for a period of 6 months, after which time all the notes and documentation will be destroyed. The 6-month retention period will allow the company to deal with any data access requests, recruitment complaints or to respond to any complaints made to an Employment Tribunal.

Bayleaf Care will retain application forms, interview notes and correspondence on all successful applicants for a period of 7 years after the termination of their employment. After this time all documentation relating to this staff member will be destroyed.

All information retained on employees is kept centrally on Sue Solutions. Only the management team have access and in event of an emergency, the Directors.

7. Ongoing Employment

Bayleaf Care recognises that safer recruitment and selection is not just about the start of employment but should be part of a larger policy framework for all staff. The company will therefore provide ongoing training and support for all staff, as identified through the Annual Review/appraisal procedure.

7.1 Leaving Employment with Bayleaf Care

Despite the best efforts to recruit safely, there will be occasions when allegations of abuse against children and young people are raised. In cases relating to the behaviour of an employee (these behaviours are within the context of four categories of abuse (ie: physical, sexual and emotional and neglect) the company’s Safeguarding & Child Protection and Disciplinary Policies and procedures will apply.

In cases of dismissal (or resignation) due to investigation or disciplinary proceedings into the above behaviour, Bayleaf Care will inform the Local Area Designated Officer and the Disclosure and Barring Service of the circumstances why the employee is leaving Bayleaf Care’s employment.

Last Updated: January 20, 2026

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