Safer Recruitment Policy

Purpose of the policy

This policy sets out Bee Inspired Eco Education CIC (BIEE)’s commitment to safeguarding and protecting all children and young people by implementing robust safer recruitment practices.

The recruitment process

Anyone working for BIEE, as staff, director or volunteer must be carefully assessed to ensure that they are suitable for the role and safe to work alongside children and young people.

Initial application

Volunteers must fill in an initial online application form. This explains that BIEE is committed to standards of excellence in Child Protection practices. Furthermore, it states that where the volunteer role may have direct contact with children on a regular basis, applicants will be required to complete a Disclosure and Barring Service (DBS) application form. This initial application form:

• requires the applicant to state whether they ever been cautioned or convicted of a criminal offence or have any hearings pending and provide details.
• Give two independent referees who would be willing to supply a character reference (these must not be family members).

The nominated safeguarding lead will be given a copy of the application form to check for any immediate red flags from a safeguarding perspective. This will focus on disclosures of cautions, convictions and hearings. A risk assessment will be made to decide if there are any relevant safeguarding concerns arise. This may result in the application being rejected.

Informal interview

The next stage in the application process involves an informal chat. This will involve

• the applicants’ employment/educational experience
• what their motivation is for volunteering with BIEE
• provide more information about what BIEE does
• discuss the volunteering roles available and the applicants’ suitability, both from a skills perspective and a safeguarding perspective

Successful interviewees will be notified within 24 hours, after which they will be offered a trial.

Trial period

The trial period will normally be three weeks, or 12 hours so that BIEE can robustly assess the applicants’ suitability to the role. During the trial period, the applicant will:

• will work alongside other volunteers
• have support mechanisms in place to make the volunteering experience enjoyable and answer any questions
• have plenty of opportunities to understand the work of BIEE so they can make an informed decision if the role is right for them
• be accompanied at all times by a DBS checked BIEE employee

BIEE reserves the right to end the voluntary work immediately if the applicant is felt to be a risk to the organisational values or others.

Review meeting

At the end of the trial period, there will be a review meeting.  This will involve:

• a discussion with the applicant regarding their volunteering experience during the trial period
• a discussion of their suitability for the volunteering opportunities available
• an opportunity for the applicant to decide whether they would like to continue volunteering with BIEE
• gathering opinions and comments of other members of BIEE that interacted with the applicant during the trial period to check for any concerns

If any issues with the candidate are raised at this stage, these will be discussed with the nominated safeguarding lead. BIEE reserves the right to withdraw the volunteering opportunity at this stage if any concerns remain.

Volunteer agreement and references

The formal application process includes:

• understanding the expectations of volunteers as outlined in the Code of Conduct for Adults
• signing the volunteer agreement
• contacting the referees
• completing necessary DBS checks

Formal offer

Before a formal offer is sent to the candidate, BIEE must obtain two references and a successful DBS check.

References obtained will be discussed with the nominated safeguarding lead and the board of directors. If the references are not acceptable, the candidate will not be offered a role within the organisation.

If the DBS check comes back showing that although the applicant has not been barred from working with children, the checks have raised concerns (for example the candidate has a criminal record), a risk assessment will be carried out to ascertain whether the applicant is suitable to work with children and young people.

Induction

On acceptance of the formal offer, the new volunteer will be inducted into the organisation. Training will be given on:

• safeguarding
• child abuse – definitions, signs, recording concerns and information sharing
• the code of conduct for staff and volunteers
• the code of conduct for children and young people
• photography and sharing images guidance
• health and safety
• how to deal with complaints
• equality, diversity and inclusion policy
• disciplinary and grievance procedures
• anti-bullying
• whistleblowing

Expectations for staff and volunteers

The code of conduct for adults outlines the conduct BIEE expects from all staff and volunteers. This includes directors and anyone who is undertaking duties for the organisation, whether paid or unpaid. The behaviour code is there to help protect children and young people from abuse.

BIEE has formal disciplinary and grievance procedures to help and encourage all employees to achieve and maintain standards of conduct, attendance and job performance. These form part of the induction process and can be found online in the policy documents section.

Training

All staff and volunteers will be required to attend ongoing supervision and training in order to reflect on and improve child protection practice. This will keep safeguarding at the front of their minds.

The nominated safeguarding lead will ensure that everyone is kept up-to-date with any changes that are made to safeguarding and child protection policies and procedures. Policies will be reviewed at least once every 12 months.

Related policies and procedures

This policy statement should be read alongside our organisational policies and procedures, including:

• Safeguarding Policy
• Child Abuse Guidance
• Code of Conduct for Adults
• Code of Conduct for Children and Young People
• Online Safety Policy Statement
• Health and Safety Policy
• Photography and Filming policy
• Nominated Child Protection Lead
• Equality, Diversity and Inclusion Policy
• Disciplinary and Grievance Procedures
• Anti-bullying Policy Statement
• Compliments/Complaints Policy and Procedure
• Whistleblowing Policy and Procedures
• Privacy Policy

We are committed to reviewing our policy and good practice annually. 

This policy was last reviewed on: 1 November 2024, next review 1 November 2025