Safe Recruitment Checklist | Caring Alliance

Use this checklist for every new hire: permanent, temporary, or agency. Every item should be documented and filed before the employee starts work. Tick each box on screen, then print your completed copy.

1. Pre-Interview Stage

Role description and person specification written and reviewed
Job advert includes requirement for DBS check and references
Application form captures full employment history with dates
Shortlisting completed against agreed criteria (not gut feeling)
Interview panel identified and briefed on safe recruitment practice

2. Identity and Right to Work

Original photo ID seen and verified in person (passport, driving licence, or approved alternative)
Copy of ID taken and filed
Right to work check completed using current Home Office guidance
Right to work evidence copied and filed with date of check recorded
If applicable: visa or Biometric Residence Permit checked and copied

3. Employment History

Full employment history obtained with start and end dates for every role
All gaps in employment identified and explanation recorded
Reasons for leaving each role documented
Any inconsistencies or unexplained gaps followed up directly with candidate

4. References

Minimum two references requested (one must be from most recent employer)
For candidates with previous health or social care experience: at least one reference from a care sector employer
References obtained directly from the referee (not via the candidate)
References cover conduct, capability, and suitability for the role
Any vague, brief, or concerning references followed up with a phone call
Reference responses filed with dates received

5. DBS Checks

DBS application submitted before start date
Correct level of check selected (Enhanced for regulated activity)
Adults' Barred List check included where role involves working with adults at risk
Children's Barred List check included where applicable
DBS certificate received, reviewed, and risk assessed before employment confirmed
Copy of DBS certificate filed (or reference number recorded if enrolled on Update Service)
If enrolled on Update Service: status check completed and date recorded
Re-check schedule set (recommended annually or per organisation policy)

6. Health Declaration

Health declaration form completed by candidate
Occupational health assessment arranged where required
Fitness for role confirmed in writing
Any reasonable adjustments identified and documented
Health records stored separately from general personnel file (confidential)

7. Regulation 5: Directors and Board Members (If Applicable)

Fit and proper person declaration completed
Professional registrations verified (where applicable)
Personal declaration of any bankruptcies, cautions, or convictions obtained
References specifically addressing integrity and capability obtained
Board-level approval of appointment documented

8. Mandatory Training and Induction (Before Lone Working)

Safeguarding training booked or completed
Moving and handling training booked or completed (where relevant)
Infection prevention and control training booked or completed
First aid training booked or completed (where relevant)
Local induction completed covering policies, procedures, and reporting routes
Shadowing period arranged before unsupervised work

9. Record Keeping and Filing

All Schedule 3 documents filed in a single recruitment file per employee
- Proof of ID
- Right to work evidence
- Employment history record
- References on file
- DBS certificate or Update Service reference
- Health declaration or occupational health report
- Training certificates
- Signed contract
Recruitment file labelled and stored securely (GDPR compliant)
File retained for duration of employment and per organisation retention policy after departure
File available for CQC inspection on request

• • •

Quick Audit Question: Pick a random employee file right now. Can you find all seven items above, dated and complete?

If not, that is your first task today.

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Check	Completed By	Date
Identity and Right to Work
Employment History
References
DBS Check
Health Declaration
Training Booked
File Complete