Recruitment, Selection and Suitability of Staff Policy

At Winston’s Place Day Nursery, we are vigilant in our recruitment procedures, aiming to ensure that all individuals looking after children are suitable to fulfil the requirements of their role. We are committed to safeguarding and promoting the welfare of children by ensuring that all staff, students, volunteers and any agency or supply staff are recruited through a fair, transparent and rigorous process that prioritises child safety. This approach complies with the EYFS statutory requirements, Ofsted guidance on safeguarding, and the principles of safer recruitment.

We implement effective systems to monitor both initial and continued suitability of all individuals who may have regular contact with children.

We comply with all statutory responsibilities for safer recruitment set out in the EYFS framework and accompanying legislation, including the Equality Act 2010. We also follow current DBS guidance, KCSIE (Keeping Children Safe in Education), and maintain awareness of any changes in safeguarding legislation. This includes our duty to inform the DBS of any changes in staff suitability.

Vacancies are advertised through platforms such as Indeed and Facebook. All advertisements clearly outline our equal opportunities approach and safer recruitment process, including requirement for an enhanced DBS check, at least two professional references, and any overseas criminal records check (if applicable).

Applicants receive the job description prior to interview. Interviews are conducted by at least two staff members, one of whom has completed formal safer recruitment training. Candidates must bring original ID and evidence of qualifications. Gaps in employment history are explored, and safeguarding related, value-based questions are asked.

Candidates are scored based on their responses, experiences and qualifications. Where appropriate, a social media or online search may be carried out to identify any public concerns, ensuring it is compliant with GDPR and non-discriminatory practices. Unsuccessful candidates are notified and offered feedback.

A conditional offer is made subject to satisfactory references, proof of qualifications, enhanced DBS clearance and suitability declaration.

Two employment references are obtained, including one from the most recent employer. Where this is not possible, a professional character reference may be considered, provided it is from someone not related to the applicant. No appointment will be confirmed until references and DBS checks have been completed, and the individual is deemed suitable to work with children.

The nursery records all vetting information, including DBS reference number, issue date, and verifying personnel. DBS certificates are not retained. Suitability concerns revealed by a DBS checks are assessed individually, considering the nature and relevance of the information.

Where a candidate subscribes to the DBS Update Service, consent is obtained to carry out a status check instead of requesting a new certificate.

New staff are not allowed unsupervised contact with children until all checks are complete. They may not take photographs, change nappies, administer first aid or access children’s personal records until enhanced clearance is confirmed.

If a DBS check is delayed, and all other checks are complete, the new staff member may start in a supervised capacity only. They must not:
• Be left unsupervised with children
• Take children to the toilet or change nappies
• Administer first aid or medication
• Take photographs or access personal records

Staff awaiting clearance are encouraged to participate in non-contact activities such as planning, training, and team meetings to support their induction and integration.

All new staff undertake an induction programme which includes:
• Reviewing nursery policies
• Safeguarding and child protection training
• Familiarisation with the EYFS framework and setting procedures.

A probation period of three months applies, during which staff receive regular supervision, mentoring and progress reviews. This period may be extended if necessary.

Staff must immediately notify management of any changes to their circumstances affecting suitability. This is reinforced through signing in to the setting in the morning. Any concerns will be investigated in line with our Disciplinary Procedure, and staff may be suspended from unsupervised duties during this time.

Annual appraisals, supervision, peer observations, and regular feedback ensure all staff are continuously supported and remain suitable for their roles. Continuous professional development is provided to maintain and enhance staff knowledge, skills, and awareness of safeguarding and EYFS requirements.

Students are always supervised and supported throughout their placement. For agency staff, DBS clearance is required before work begins, and a short induction is completed. Agency and supply staff are never left alone with children and must comply with all nursery policies and safeguarding procedures.

A Single Central Record is maintained and includes all relevant recruitment and vetting checks. This record is regularly audited by HR and senior management and is available for inspection by Ofsted or the Local Authority.