1. Purpose and principles
ExcelCare Agency recruits people who are compassionate, reliable and safe to work with vulnerable adults. This policy sets out a consistent, lawful and fully documented process that meets our obligations under Regulation 19 of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.
Recruitment is conducted on the basis of merit, against the requirements of the role. We actively welcome applicants from all backgrounds and apply the Equality Act 2010 throughout, including reasonable adjustments at every stage.
2. Safer recruitment
All roles with regulated activity are treated as within scope of safeguarding. The Registered Manager has completed safer recruitment training and is directly involved in every appointment.
No person starts work in a care role until all pre-employment checks are complete and recorded on the person's file.
3. The recruitment process
- Job description and person specification are agreed before advertising, and reviewed for language that discourages diverse applicants.
- Advertising appears on recognised channels, states the rate of pay, hours and requirement for an enhanced DBS check, and invites requests for reasonable adjustments.
- Shortlisting is carried out by two people against the person specification, with reasons recorded.
- Interview uses a standard question set based on values and safeguarding scenarios, with notes retained. Where a second interviewer is used, scores are collated.
- Conditional offer is made subject to satisfactory pre-employment checks.
- Pre-employment checks are completed and recorded before a start date is confirmed.
- Induction follows our Staff Training & Development Policy, including a period of shadowing.
- Probation review takes place at three months and six months with a written record.
4. Pre-employment checks
| Check | Requirement |
|---|---|
| Proof of identity | Photo evidence verified in person, with a copy retained and dated |
| Right to work | Original documents or a Home Office share code verified before the start date |
| Enhanced DBS | Registered with the update service where possible; countersigned and reviewed by the Registered Manager |
| Barred list | Confirmed through the enhanced DBS application |
| References | Two written references, including the most recent employer, obtained in writing |
| Qualifications | Original certificates sighted and copied |
| Health and capability | Occupational health or self-declaration where the role requires it |
| Overseas checks | Certificate of good conduct where the applicant has lived abroad for more than three months in the last five years |
A DBS disclosure is considered in context: a criminal record does not automatically exclude an applicant, but any decision must be recorded with reasons. Under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, we are entitled to ask about spent convictions for these roles.
References are verified as genuine where there is any doubt. Verbal references are taken and then confirmed in writing. References that are vague, evasive or raise concerns are explored with the referee before any decision.
5. Interview and assessment practice
- Values-based questions ask about real situations: dignity, raising concerns, and responding to a safeguarding concern.
- A short written exercise tests comprehension of a care plan and the ability to write factual notes.
- Applicants are asked directly about any safeguarding concerns in their career.
- All discussions relate to the requirements of the role; no question touches age, disability, gender reassignment, marriage status, pregnancy, race, religion, sex or sexual orientation.
6. Shadowing and competency sign-off
Before caring for a person unsupervised, every new carer completes:
- Induction training covering safeguarding, medicines, moving and assisting, infection control and record keeping.
- A minimum of three shadowed visits, delivered by a senior carer using the shadowing record.
- A practical assessment of moving and assisting and, where the role requires it, medicines competence.
- A signed competency statement by the shadowing senior carer and the Registered Manager.
7. Records
The personnel file for every worker contains the application, job description, interview notes, all pre-employment checks, the contract, induction and training records, supervision and appraisals. Records are retained for the statutory period after the person leaves and stored in line with our Data Protection & Confidentiality Policy.
8. Bank, agency and contracted staff
Bank workers and contracted agency staff are subject to the same checks before their first shift. Agency staff are only engaged from providers on our approved list, and we verify evidence of their DBS, references and training before the first visit.
9. Volunteers and students
Volunteers and students who support regulated activity are checked and supervised to the same standard as paid staff, and always work alongside an experienced carer.
10. Monitoring
We record and review recruitment data, including application outcomes by protected characteristic where the data is voluntarily supplied, to ensure our process is fair. Turnover, reasons for leaving and probation outcomes are reported to the Board quarterly.