Safe Staff Recruitment and Selection 2025

Policy Title	SAFER RECRUITMENT & SELECTION	Date of Last Review	September 2024
Policy Reference	FTEC 2	Date of Next Review	August 2025
Authorised by:	Board of Directors		September 2024

MISSION STATEMENT
The Friendlytutors & Educational Consultancy (FTEC) Limited is committed to providing a
personalised educational experience that identifies and responds to the circumstances and
needs of each individual child or young person. In doing so it enables them to progress
academically and become successful learners through the reengagement of the young
person with education.

EQUALITIES STATEMENT
All who work at the Friendlytutors & Educational Consultancy (FTEC) Limited are committed
to the celebration of diversity, and the challenge of disadvantage and discrimination, in all
its forms.
These values are explicit to the ethos of the Friendlytutors & Educational Consultancy
(FTEC) Limited and embedded into all our policies and practices.

Approved by the Board of Directors.
To be reviewed: August 2025

Important Contacts:
Designated Safeguarding Officer:
Joe Adat DSL/MD (BSc, MPhil, PGCE, MA, MIRP)
Contact details
07985138926
jadat@friendlytutors.co.uk

Attendance/Recruitments
Gabrielle Adat:
07944844558
Gabrielle@friendlytutors.co.uk
Recruitment oversight: Aaliyah
(Director/PSC) B

1.0 Introduction
1.1 Friendlytutors & Educational Consultancy (FTEC) Ltd is committed to safeguarding and
promoting the welfare of children and young people and expects all employees, volunteers
and contractors to share this commitment.
1.2 FTEC is dedicated to appointing the best person for the job. Employing the right person
for the job is critical to the success of delivering the best education to pupils. However, it is
essential that the right person be recruited following safer recruitment practices and
procedures.
1.3 The success of a safer recruitment process is dependent on FTEC’s recognition and
consequent rejection of potentially unsuitable applicants before or at the interview. Any
approach that undermines this process (either by failing to focus on behaviour and attitudes
or by failing to reject applicants who are unsuitable) places FTEC at risk of jeopardising the
safety and welfare of its children and young people.
1.4 The Safeguarding Vulnerable Groups Act (2006) (as amended) sets out the activities
and work which are categorised as ‘Regulated Activity’. ‘A person who has been barred by
the Disclosure and Barring Service (DBS) must not carry out work which meets the definition
of ‘Regulated Activity’. The Act makes it a statutory obligation to make appropriate checks
before any employee or volunteer works with children or vulnerable adults.
1.5 Regulated activity focuses on work which involves close and unsupervised contact with
vulnerable groups, including children. A more detailed definition of regulated activity can be
found in Keeping Children Safe in Education.
1.6 This policy should be used in conjunction with the statutory guidance, Keeping Children
Safe in Education and Working Together to Safeguard Children.
2.0 Purpose
2.1 The purpose of this document is to describe the recruitment and selection process and to
provide a set of operating guidelines for hiring employee’s in FTEC. This policy sets out the
minimum requirements of the recruitment process that aims to:
attract the best possible applicants to vacancies.
deter prospective applicants who are unsuitable for work with children and young people.
identify and reject applicants who are unsuitable for work with children and young people
3.0 Scope
The measures described in this policy should be applied in relation to everyone who works,
or applies to work, in FTEC when there are pupils under 18 years of age and who is likely to
be perceived by the pupils as a safe and trustworthy adult. This will not only apply to people
who regularly encounter pupils, or who will be responsible for pupils, because of their work.
It will also include people who regularly work in a FTEC when the pupils are present, who
may not have direct contact with pupils because of their job but nevertheless will be seen as
safe and trustworthy because of their regular presence in the setting. This includes
volunteers.
Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.

14595380. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          4.0 Equal opportunities
          4.1 No person seeking employment within FTEC will be treated less favourably than any
          other person or group because of any of the following protected characteristics as defined in
          the Equality Act 2010:
          Age
          Disability
          Gender Reassignment
          Marriage and Civil Partnership
          Pregnancy and Maternity
          Race
          Religion or Belief
          Sex
          Sexual Orientation
          4.2 Further information can be found in the Equal Opportunities Policy at Appendix 1
          4.3 All applicants for employment, or voluntary work, will be assessed on their relevant skills,
          qualifications, and experience. Applicants will only be prevented from being appointed if
          previous offences are directly relevant to the position being applied for and it is considered
          that if appointed, they would pose a risk to children, young people, the public, property, or
          public funds. This procedure incorporates a policy for the recruitment of ex-offenders or
          where there is a positive DBS, or previous convictions disclosed
          5.0 Start of the recruitment process and preparation
          5.1 The recruitment process is usually initiated each time we seek for a tutor or teacher
          following a new contract – but not always. A vacancy can be created by additional sources of
          funding attached to a specified role, or due to increased workload requiring additional
          resources.
          5.2 In the case of a vacancy created by a resignation, it is often tempting to fill the post on a
          like for like basis. However, opportunity should be taken to review:
          the necessity for the post.
          relevance and appropriateness of the job role.
          whether certain aspects can be used to enrich the role of existing post holders.
          whether the role could be performed in another way e.g., through enhancing IT, or by job
          sharing, part-time working etc.
          5.3 This review will consider the developments within the company’s development plan, the
          known and anticipated challenges for the company and financial projections.
          5.4 One valuable source of information can be the post holder who is resigning, through
          conducting an exit interview. An exit interview template can be found in Appendix 2 along
          with guidance for carrying out a constructive exit interview. The recruitment team would
          normally be responsible for conducting the exit interview.
          Where the employee does not feel that the person assigned to conduct the exit interview is
          the appropriate person, then they must raise this in the first instance with the board of
          directors.
          5.5 The person conducting the exit interview will also be responsible for analysing the exit
          interview information and communicating any patterns/issues or feedback to the board of
          directors.
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595381. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          6 Planning and preparation
          6.1 A well planned and structured recruitment process ensures the best chance of recruiting
          the best person for the role and ensures that any information that could be important in
          determining whether someone is safe to work with children is not missed.
          6.2 It is important to be clear about what mix of qualities, qualifications and experience a
          successful candidate will need to demonstrate, and whether there are any particular matters
          that need to be mentioned in the advert for the post.
          6.3 It is important to note that the recruitment process from advertising a post to a new
          recruit starting work, can take at least 12 weeks. Every post must have an up-to-date job
          description, which clearly defines the responsibilities of the job. Job descriptions and person
          specifications should be evaluated prior to the role being advertised, where amendments
          have been made.
          6.4 A safer recruitment checklist is available in Appendix 3 as a tool to guide the recruitment
          team through the process to ensure that all necessary steps detailed in this document have
          been followed.
          7 Forming a selection panel
          7.1 The recruitment team, led by a director will determine the delegation of roles and
          responsibilities for recruitment
          Both the director and the Recruitment lead have received training in safer recruitment
          processes. Both are members of the Institute of Recruitment Personal, UK.
          8 Safeguarding children statement
          8.1 The safeguarding statement that is relevant to all posts within FTEC is:
          “FTEC is committed to safeguarding and promoting the welfare of children and young people
          and expects all staff and volunteers to share this commitment”.
          8.2 This statement clearly sets out the extent of the relationships/contact with children and
          the degree of responsibility for children that the person will have in the position to be filled.
          (N.B. all our work either online or face-to-face involves some degree of responsibility for
          safeguarding children, although this will vary according to the nature of the post.) Research
          confirms that unsuitable applicants will be deterred if they believe an organisation is alert to
          safeguarding issues and has appropriate policies in place.
          8.3 All recruitment and selection literature from FTEC would include the above safeguarding
          statement in addition to the DBS statement below:
          “Applicants must be willing to undergo child protection screening appropriate to the post,
          including checks with past employers and the Disclosure and Barring Service.”
          8.4 Candidates should also be made aware that CVs will not be accepted for the post. The
          necessary safeguarding and DBS statement can be found at Appendix 4.
          9 Job descriptions and person specifications
          9.1 The job description will give a clear and precise definition of the post, its main
          responsibilities (which have a clear result or outcome and which the job holder is responsible
          for achieving) and the context in which it operates.
          9.2 It is therefore essential that the person specification is accurate and reflects what is
          needed to perform the role effectively as described in the job description. It is also critical
          that the person specification is not discriminatory. Specifically, care must be taken to avoid
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595382. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          unintentional contravention of the Equality Act 2010 in relation to the protected
          characteristics set out above.
          9.3 The job description forms the basis of the person specification. A template person
          specification and guidance on how to complete each section can be found in Appendix 5.
          10 Equality issues
          10.1 Equality issues are essential criteria for all roles within FTEC, therefore it is a
          requirement to have at least one equality related criterion included in the person
          specification.
          11 Measuring and testing against criteria
          11.1 In order to give complete clarity and transparency to the process it is good practice to
          include against each of the criteria at the application stage how the assessment will be
          made. Some criteria may be tested by a combination of two or more methods, for example:

• interview
• tests or practical exercises
• presentation
• technical tests
• in-tray exercise
• group exercise
• personal interviews for posts with access to children
• lesson observations
  11.2 Candidates should be told in advance of the type of test they may be expected to take
  by including the appropriate numbers in the ‘How Measured’ column of the person
  specification, for example:
  1 = application form
  2 = interview
  3 = test
  4 = proof of qualification
  5 = practical exercise
  12 The advert
  13.1 The aim of the advertising process is to attract the maximum number of applicants who
  have the necessary skills and experience to be able to perform the role effectively, but to
  help deter unsuitable people from applying for the job from the outset. What is said in the
  advert and where it is placed will have an important bearing upon the response elicited.
  13.2 To ensure equality of opportunity it is FTEC’s policy to advertise all posts externally.
  The advert must also specify whether the post is exempt from the Rehabilitation of Offenders
  Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020. This is
  required as some spent convictions and cautions are ‘protected’, and therefore do not need
  to be disclosed by applicants. Please note that if an applicant discloses caution or conviction
  which they were not required to disclose you must not take them into consideration. Further
  information about filtering offences can be found in the DBS filtering guide.
  14 The application form
  14.1 An application form must be submitted by all applicants prior to short listing. A
  statement confirming that the application form must be completed in full before it can be
  considered should also be included with the application form which states that an
  “incomplete application form or a form containing gaps in the information provided may be
  returned for completion before it can be considered”. FTEC application form states clearly
  that it is an offence to apply for a role working in regulated activity if the applicant is barred
  from working with children.
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.

14595380. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          14.2 Candidates are advised that CVs are not accepted
          14.4 Copy of FTEC Child Protection Policy and Recruitment of Ex-Offenders Policy (at
          appendix 1) with the application form will be sent to applicants, or signpost applicants as to
          where these documents can be found on the company’s website.
          15 References and referees
          15.1 The purpose of seeking references is to obtain objective and factual information to
          support appointment decisions and the use of a reference pro forma can help to achieve
          this. Two references should be taken up before interview for the short-listed candidates,
          including internal applicants. This will ensure that any issues or concerns raised by the
          content of the references can be explored further with the referee, and/or taken up with the
          candidate at interview.
          15.2 Referees should be supplied with a copy of the job description and person specification
          for the vacancy and asked to comment on the applicant’s suitability in relation to it. A
          reference request pro forma can be found in the Reference Policy.
          15.3 Guidance on obtaining and receiving references can be found in the Reference Policy.
          16 Scrutinising and shortlisting
          16.1 All applications are scrutinised to ensure that they are fully and properly completed; that
          the information provided is consistent and does not contain any discrepancies, and to
          identify any gaps in employment. Applicants are asked to sign a declaration confirming that
          the information that they have supplied on their application is true. Where this is an
          electronic signature, the shortlisted candidates will be required to physically sign a hard copy
          of the application form at the point of interview.
          16.4 To ensure a fair and equitable procedure, and to ensure that the appointed candidate is
          suitable to carry out the duties and responsibilities of the post, all candidates are assessed
          equally against the criteria contained in the person specification, without exception or
          variation.
          16.5 Once received, information provided on references is crosschecked with information
          provided on the application form to ensure that it is consistent. Any discrepancy in the
          information should be taken up with the applicant. References should also be checked to
          ensure that all specific questions have been answered satisfactorily. Any discrepancy in the
          information is taken up with the applicant.
          16.6 Open references, for example, that begin with ‘To whom it may concern’ or are
          provided as part of the application, or that are not completed on the reference pro forma
          document should be queried with the applicant and potentially rejected.
          Candidates who score 0 against essential criteria cannot be short-listed.
          16.7 At the end of the short-listing process, the product will be a list of applicants who meet
          or appear to meet all essential criteria. It may not be possible to interview all applicants;
          therefore, the panel should interview the highest scoring applicants only.
          17 Other checks before or at interview
          17.1 Shortlisted candidates are asked to complete a self-declaration. The self-declaration
          form is an opportunity for a candidate to advise you of their criminal record or of any
          information that may make them unsuitable to work with children. The self-declaration form
          should be reviewed and discussed at interview with the candidate. A copy of the selfdeclaration form can be found in Appendix 8. Please note this information can only be
          requested for shortlisted candidates. This information should not be used to help to decide
          who should be shortlisted.
          17.2 At interview FTEC checks the following:
          identity check – identity checking guidelines can be found on GOV.UK
          check of qualifications / certificates and QTS status via the TRA website
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595381. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          right to work in the UK (Birth Certificate and proof of NI, Passport, or appropriate visa
          documentation)
          18 Selection methods
          18.1 At the time of short listing, the panel must decide upon the components of the selection
          process.
          19 Preparing questions
          19.1The questions should include:
          Competency based interviewing is the recommended approach to asking interview questions
          which should maximise the amount of information available to the recruitment team about
          each candidate. It is essential that factual notes of responses given are made by each panel
          member.
14595382. Invitation to interview
          20.1 A model template letter can be found in Appendix 9.
          20.2 A copy of the documents used to verify the successful candidate’s identity and
          qualifications must be checked, signed and dated on the day of interview so that candidates
          can take them home with them. Any foreign language documents must be accompanied by
          an authorised translation. If these documents are not produced at the interview, it is the
          team’s discretion whether the interview is suspended until these documents can be
          produced. If the interview is not suspended, the interview team must ensure that these
          documents are produced and scrutinised before a firm offer of employment is made.
          20.3 The panel will agree a chairperson for the purposes of conducting the selection
          procedure. The structure is likely to comprise the following steps:
          welcome, introductions, explanation of the structure of the process, information about the
          post if relevant.
          request original documentation for identity and proof of eligibility to work in the UK together
          with original copies of relevant qualifications.
          deliver agreed questions, commencing with an open, general question to encourage
          candidates to talk.
          provide an opportunity for the applicant to ask questions.
          give information about the next steps.
          All relevant paperwork should be to hand (application form, references, prepared questions,
          interview grid etc.) in a form that can be easily referred to.
          21 Danger signs
          21.1 The interviews should be used to explore potential areas of concern to determine the
          applicant’s suitability to work with children. Individuals unsuited to working with children may
          show one or more characteristics that can be viewed as possible ‘danger signs. Areas that
          may be concerning and lead to further probing include:
          The candidate may imply that adults and children are equal in every sense, ignoring
          disparities of power and authority
          There may be an inability to recognise the inherent vulnerability of children from troubled or
          disadvantaged backgrounds
          There may be a tendency to view children and young people in idealised or romanticised
          terms
          They may appear dogmatic, autocratic, arrogant, or over-confident
          There may appear to be an over-identification with young people, and a lack of appropriate,
          intimate, or supportive relationships with other adults
          inadequate understanding of appropriate boundaries between adults and children.
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595383. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          indicators of negative safeguarding behaviours.
          21.2 A ‘best practice’ system for marking candidates through the selection process is
          attached as Appendix 10. The following scoring system is included:
          1 poor
          2 fair
          3 average
          4 good
          5 excellent
          21.3 These assessments are to be made relative to each criterion as it applies to the post.
          This is not intended as a mechanism to be applied strictly, which may then not recognise
          unanticipated but equally relevant responses, but as a helpful aide memoir.
          21.4 Panel members should make individual assessments of each candidate immediately
          after the interview has taken place, i.e. between interviews. Information gained about
          candidates through other means, e.g. tests and tasks set, should be used only to inform the
          marking process against the criteria. Assessments of other skills and qualities which the
          candidate may or may not possess which come to light via those other means must be
          regarded as irrelevant.
          21.5 Where an interviewee has a disability it may have direct relevance to their ability to do
          the job or parts of the job. Under such circumstances you may need to establish the need for
          any adjustments. The candidate should be assured that this discussion will not preclude
          them from full consideration for the job.
          21.6 After all information has been gathered through the selection process, panel members
          will, through the sharing of their scores and by discussion, arrive at a view as to who is the
          best candidate, noting reasons for rejection of other candidates. Comprehensive sets of
          notes are critical because they may be required for inspection or for evidence at an
          Employment Tribunal. The notes should demonstrate whether a criterion was or was not met
          by each candidate and why. The panel will agree a composite score as a record of their
          decision and the successful candidate will be that which scores highest against the essential
          criteria. The desirable criteria will be called in to play where there is an equal score on two
          (or more) applicants on essential criteria.
          22 Involving students
          22.1 Involving pupils in the recruitment and selection process in some way, or observing
          short listed candidates’ interaction with pupils is common, and recognised as good practice.
          There are different ways of doing that. For example, candidates for teaching posts might be
          asked to teach a lesson; short listed candidates might be introduced to the family by a senior
          manager as part of initial meeting aimed to introduce tutors to students before first lesson
          takes place. Care should be taken to ensure that each candidate enjoys conditions which
          are as similar as possible, e.g. in terms of age, range of abilities and behavioural standards
          of pupils.
          23 Post interview
          23.1 Once the decision is made, in order to inform the preferred candidate of the status of
          their application, a letter may be sent out stating that, subject to satisfactory clearances, the
          post may be offered to them and that the FTEC will contact them when the checks have
          come through.
          24 Conditional offer of appointment: pre appointment checks
          24.1 A final offer of employment should only be made when all checks have been
          satisfactorily completed and no offer letter should be sent which does not specify these
          terms, should there be any checks outstanding.
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595384. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          24.2 Issuing an offer of appointment to the successful candidate before the contract is sent
          out is a good practice measure as it ensures the preferred candidate is informed in writing in
          the interim, thereby promoting a positive, professional image of the FTEC and ensures the
          candidate is kept up to date.
          24.3 An offer of appointment to the successful candidate should be conditional upon:

• the receipt of at least two satisfactory references (if those have not already been
  received)
• verification of the candidate’s identity and proof of eligibility to work in the UK (if that
  could not be verified at the interview) by original documentary evidence, preferably
  including a photograph.
• a check of the Barred list and, a satisfactory DBS disclosure. (N. B. for employees who
  have lived or worked outside the UK, any other checks that FTEC deem appropriate,
  such as a letter of good conduct.)
• a letter of professional standing (for overseas teachers only).
• prohibition order check (if applicable)
• verification of the candidate’s medical fitness
• verification of qualifications from documentation rought to interview (or verified after the
  interview);
• verification of professional status where required e.g. Teaching Agency registration, QTS
  status (unless properly exempted),
• (for teaching posts) verification of successful completion of statutory induction period
  (applies to those who obtained QTS after 7 May 1999); unless they are an Early Career
  Teacher.
• (for non-teaching posts) satisfactory completion of the probationary period if coming from
  another Luton maintained FTEC and will therefore have continuous service.
  24.4 A template conditional offer letter is attached in Appendix 11
  24.5 If two satisfactory references are not received but the individual has started work the
  offer cannot be withdrawn even if the contract stipulates that the offer is ‘conditional’.
  Undertaking this practice is in breach of Keeping Children Safe in Education. In this case, a
  dismissal procedure would need to be invoked. This is another reason why it is important
  for FTEC to obtain satisfactory checks before the successful candidate starts their
  employment.

14595380. DBS checks
          25.1 The safeguarding of children and young people is paramount, and FTEC is fully
          committed to the rigorous implementation of the DBS requirements. We abide to the
          statutory requirement that all new appointments to FTEC’s workforce must have an
          enhanced DBS Disclosure under the FTEC Staffing (England) Regulations 2009. This
          includes those recruited from overseas, where additional checks will also be made. There is
          also a requirement under the regulations for FTEC to keep a single central record detailing a
          range of checks carried out on their staff. Please see Single Central Record Guidance for
          more information.
          25.2 All staff employed by FTEC to work with our students and all regular volunteers, who
          will be unsupervised, should have an up-to-date enhanced DBS disclosure prior to taking up
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595381. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          their post. Further information on DBS checks for volunteers can be found at point 29 and in
          the Volunteer Policy.
          25.3 The Police Act 1997 sets out what information must be disclosed on an enhanced DBS
          certificate. An enhanced certificate will disclose the following:

• Adult cautions (simple and conditional) which are not eligible to be filtered
• Juvenile and adult convictions which are not eligible to be filtered
• An enhanced certificate may also include any other information that the police hold about
  the applicant, where they feel disclosure is justified in order to safeguard the children or
  vulnerable adults that they have applied to work with.
  25.4 For posts that meet the definition of ‘Regulated Activity’ an enhanced DBS check must
  be carried out, along with a check against the barred list. This check is required by law and it
  is to check if the applicant has been barred from working with the relevant group. Further
  information can be found in the Policy of Recruitment of Ex-Offenders at Appendix 12.
  26 Decisions on DBS disclosures for prospective employees
  26.1 When a positive DBS reveals information, you should contact the company’s
  recruitment who should confidentially discuss this with the directors.
  26.2 In all cases a meeting must be held between the board of directors and the applicant,
  and the positive risk assessment form completed by the board of directors .
  26.3 A guidance document can be found in Appendix 13 and the positive risk assessment
  form can be found in Appendix 14. If the decision is not to accept the DBS clearance, then
  please speak to HR before any further action is taken.
  26.4 Authorisation of the outcome decision must be signed by board of directors . A copy of
  this assessment should be stored securely in their personnel file.
  26.5 Offences ruling out appointment
  Some offences will preclude appointment. Each case will be considered on its own merits,
  taking into account the nature of the offence and the vacancy for which the person has
  applied. The final decision falls to the board of directors. Further guidance on DBS
  disclosures can be obtained from the DBS Team.
  26.6 Contractors & agencies
  It is important that contractors are aware of their requirement to ensure this complies with
  the DBS Code of Practice and Safer Recruitment Practices. However, FTEC does not deal
  with contractors
  26.7 Agency and third-party supply staff
  Supply agencies are required to guarantee that candidates put forward have been properly
  and fully vetted in line with Keeping Children Safe in Education guidelines and other relevant
  statutory guidance.
  In any event that this service is required, FTEC will require evidence that agencies meet the
  requirements of this policy. This usually comes in the form of a letter from the agency on
  headed paper confirming that all necessary checks have been carried out. Confirmation of
  receipt of this information must be recorded onto FTEC’s Single Central Record.

14595380. Data Protection Act 2018 and GDPR
          27.1 FTEC and its employees must comply fully with its obligations under the Data
          Protection Act 2018, DBS Code of Practice and other relevant legislation pertaining to
          the safe handling, use, storage, retention and disposal of disclosure information.
          27.2 Storing disclosure information
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595381. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          FTEC no longer directly receive a copy of an applicant’s DBS certificate, it is a single
          certificate only, which means the applicant is the only person who receives the certificate.
          Keeping Children Safe in Education states that an applicant must show
          the original DBS certificate to their potential employer before they take up a post or as soon
          as practicable afterwards. When recruiting, FTEC must request to see the original certificate.
          FTEC will also receive confirmation from their DBS provider to confirm clearance. The
          confirmation email should be retained on the employees personnel file.
          FTEC are not permitted to retain a photocopy of the DBS certificate.
          A copy of an applicant’s disclosure certificate should only be taken if advised by HR in order
          to comply with the Positive Risk Assessment. It should be sent to the recruitment team
          straight away with the risk assessment and the FTEC recruitment team will then confirm
          clearance.
14595382. Checks on overseas applicants
          Individuals who have lived or worked outside the UK must undergo the same checks as all
          other staff in FTEC. This includes obtaining (via the applicant) an enhanced DBS certificate
          (including barred list information, for those who will be engaging in regulated activity) even if
          the individual has never been to the UK. In addition, FTEC must make any further checks
          they think appropriate so that any relevant events that occurred outside the UK can be
          considered. Following the UK’s exit from the EU, FTEC and colleges should apply the same
          approach for any individuals who have lived or worked outside the UK regardless of whether
          or not it was in an EEA country or the rest of the world.
          These checks could include, where available:

• criminal records check for overseas applicants
• obtaining a letter (via the applicant) from the professional regulating authority in the
  country (or countries) in which the applicant has worked confirming that they have not
  imposed any sanctions or restrictions, and or that they are aware of any reason why they
  may be unsuitable to teach
  Where this information is not available FTEC should seek alternative methods of checking
  suitability and or undertake a risk assessment that supports informed decision making on
  whether to proceed with the appointment.
  Although sanctions and restrictions imposed by another regulating authority do not prevent a
  person from taking up teaching positions in England, FTEC should consider the
  circumstances that led to the restriction or sanction being imposed when considering a
  candidate’s suitability for employment.

14595380. Checks on volunteers
          29.1 Volunteers are seen by children as safe and trustworthy adults. The same recruitment
          measures should be adopted as for paid staff if our clients is actively seeking volunteers. An
          application form for volunteers can be found in the Volunteer Policy. The application form
          requires the volunteer to supply the details of two referees. FTEC must obtain references and
          other necessary checks before allowing the volunteer to work with children. Under no
          circumstances should FTEC allow a volunteer to be left unsupervised or to carry out
          regulated activity before the necessary checks have been obtained.
          29.2 Volunteers who will be left unsupervised to teach or look after children regularly or
          to provide personal care on a one- o ff basis must undergo an enhanced DBS check
          (including a barred list check). A risk assessment for volunteers can be found in the
          Volunteer Policy.
14595381. Medical clearance
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595382. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          All new employees need to obtain medical clearance before their employment is confirmed.
          The questionnaire should be sent to the selected candidate with the offer of employment.
          The contents of the questionnaire are confidential and its contents can only be discussed by
          relevant manager if the information is relevant to the safe and effective performance of the
          job or the post-holder’s wellbeing.
14595383. Induction
          31.1 FTEC leadership understands that comprehensive induction is the key to ensuring that
          any new employee or newly promoted employee integrates well into the working
          environment and/or performs to the best of her/his ability in the shortest possible time. This
          can be achieved by timely planning and good organisation.
          31.2 An induction programme for all staff and volunteers newly appointed in FTEC,
          including teaching staff, regardless of previous experience should be applied.
          The purpose of induction is to:

• provide training and information about the FTEC’s policies and procedures.
• support individuals in a way that is appropriate for the role for which they have been
  engaged.
• confirm the conduct expected of staff within the FTEC; and,
• provide opportunities for a new member of staff or volunteer to discuss any issues or
  concerns about their role or responsibilities; and,
• enable the person’s line manager or mentor to recognise any concerns or issues about the
  person’s ability or suitability at the outset and address them immediately.
  31.3 As far as safeguarding and promoting the welfare of children is concerned the induction
  programme should include information about, and written statements of:
• policies and procedures in relation to safeguarding and promoting welfare e.g. child
  protection, anti-bullying, anti-racism, physical intervention/restraint, intimate care, internet
  safety and any local child protection/safeguarding procedures;
• safe practice and the standards of conduct and behaviour expected of staff and pupils in
  the establishment.
• how and with whom any concerns about those issues should be raised; and,
• other relevant personnel procedures e.g. disciplinary, capability and whistle-blowing.
  31.4 The programme should also include attendance at or completion of child protection
  training appropriate to the person’s role. Safeguarding children should be a prominent
  feature in all cases.
  31.5 The new member of staff should sign that they have read and understood all the key
  employment policies, such as safeguarding, behaviour management procedures, internet
  user policy, and social media policy etc. at the beginning on the induction. A senior
  manager/director will meet and discuss with the new staff member the aim of the code of
  conduct and how it is applied during employment with FTEC before signing.
  31.6 Safe practice standards and codes of conduct expected by the employer will be reemphasised throughout the process.
  31.7 Overall, the induction process supports new employees by exploring the issues of
  child protection so that they do not place themselves at risk.
  31.8 It will confirm that the individual fully understands what the FTEC expects of them,
  leaving no room for any claim that they were unsure of the boundaries of acceptable and
  unacceptable behaviour or were unaware of established procedures.
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.

14595380. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
14595381. Personnel file checklist
          A personnel file checklist should be completed for all employees on their commencement of
          employment and placed on the front page of their personnel file. A template of the checklist
          can be found in Appendix 15.
14595382. Monitoring and Review
          This policy will be monitored by the Senior Leadership Team. The Management Committee
          will review and approve this policy. The next review is December 2023
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.
14595383. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Appendix 1
          Policy statement relating to equal opportunities
14595384. Introduction
          FTEC is committed to promoting equality of opportunity and takes positive steps to make
          its workplace a fair environment and to ensure it meets legal requirements in accordance
          with the Equality Act 2010. The nine protected characteristics are:

• Age
• Disability
• Gender Reassignment
• Marriage and Civil Partnership
• Pregnancy and Maternity
• Race
• Religion or Belief
• Sex
• Sexual Orientation

14595380. The purpose of this policy is:
          To encourage the development of a diverse workforce which reflects the community it serves
          and its diversity profile; where employees understand and promote equality and where
          equality is part of our culture.
          This policy applies to all employees.
          FTEC recognises the unique contribution each employee can make and will promote a
          climate of respect for all, requiring colleagues to treat each other with fairness, dignity and
          respect.
          FTEC will oppose any form of discrimination against job applicants or employees on the
          grounds of age, disability, gender, gender reassignment, pregnancy and maternity, race,
          religion or belief, sexual orientation, marriage or civil partnership status, trade union activity
          or responsibility for dependents.
          FTEC will ensure all employment policies and practices, including recruitment and selection,
          learning and development, promotion and pay are non-discriminatory, in line with relevant
          employment legislation and best practice.
14595381. The principles of this policy:
          The board of directors (leadership team) is responsible for ensuring compliance with the
          policy and will ensure employment decisions are based on job related, objective criteria,
          particularly when:

• recruiting employees.
• making decisions about work-related opportunities, promotion and pay issues.
• managing employee performance through appraisals.
• allocating training opportunities to employees.
• managing pregnant employees and employees with dependent care responsibilities.
• managing change, including reorganisations and restructures.
• managing requests for flexible working and paid or unpaid leave.
• managing attendance and/or absence issues.
  Employees are responsible for ensuring compliance with this policy and must not:
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.

14595380. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.

• unfairly discriminate against other colleagues, or job applicants.
• encourage colleagues to treat others unfairly or to practice discrimination.
• victimise people who have made allegations or complaints of discrimination or who have
  been witnesses in cases of discrimination
  Employees have the right not to be victimised or treated less favourably because they have
  made a complaint about discrimination during either present or previous employment or
  have assisted someone else’s complaint by giving evidence.
  An employee who feels he/she has been subject to unfair discrimination can raise the issue
  informally with his/her manager, or formally under the FTEC’s Harassment
  and Bullying Procedure.
  Employees who are alleged to have committed an act of unfair discrimination may be liable
  to disciplinary action in accordance with the FTEC’s Disciplinary Procedure.
  Employees who commit an act of unjustified or unlawful discrimination, or allow
  discrimination to occur without taking appropriate action, may also be liable to a claim being
  brought against them by the victim in the Civil Court.

14595380. Supporting disabled employees
          Definitions
          The Equality Act 2010 has made it easier for a person to show that they are disabled and
          thus protected from disability discrimination. Under the Act, a person is considered to be a
          disabled person if they have a physical or mental impairment which has a substantial and
          long-term adverse effect on their ability to carry out normal day-to- day activities, which
          would include things like using a telephone, reading a book or using public transport.
          A disability can arise from a wide range of impairments that can be:

• sensory impairments, such as those affecting sight or hearing.
• impairments with fluctuating or recurring effects such as rheumatoid arthritis, myalgia
  encephalomyelitis (ME)/chronic fatigue syndrome (CFS), fibromyalgia, depression and
  epilepsy.
• progressive, such as motor neurone disease, muscular dystrophy, forms of dementia and
  lupus (SLE);
• organ system specific, including respiratory conditions, such as asthma, and
  cardiovascular diseases such as Angina and gastro intestinal conditions such as Crohn’s
  disease;
• diabetes.
• developmental, such as autistic spectrum disorders (ASD), dyslexia and dyspraxia.
• learning difficulties.
• mental health conditions and mental illnesses, such as depression, schizophrenia, eating
  disorders, bipolar affective disorders, obsessive compulsive disorders, as well as some
  personality disorders and self-harming behaviour;
• produced by injury to the body or brain.
  The following people are deemed to meet the definition of disability, without having to show
  that they have an impairment that has (or is likely to have) a substantial, adverse, long-term
  effect on their ability to carry out normal day-to-day activities:
• a person who has cancer, HIV infection or multiple sclerosis.
• a person who is certified as blind or partially sighted by a consultant Ophthalmologist or is
  registered as such with a local authority.
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no.

14595380. Website: www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
14595381. Reasonable adjustments
          Employees are encouraged to advise managers and colleagues of their disability to both
          raise awareness in their workplace and to ensure positive support. However, the FTEC is
          also aware that the employee has a right to privacy.
          Disabled employees are responsible for informing the FTEC (usually via their manager) that
          they have a disability as defined by the Equality Act 2010, so as to trigger any appropriate
          processes for the assessment of need and any reasonable adjustment.
14595382. Managers’ responsibilities
          To ensure managers create a culture that promotes equality of opportunity they should ensure
          that they:
          promote good practice by ensuring the use of discrimination-free language
          discourage the use of stereotypical views and promote a realistic and positive image of
          disability and;
          complete a Personal Emergency Exit Procedure (PEEP) as appropriate for disabled employees
          and review annually.
          Process for adjustments requested by employees. These may be made in liaison with
          Occupational Health or where the adjustments are deemed to be more extensive and relate to
          working arrangements, a flexible working request should be submitted in line with the FTECs
          Flexible Working Policy.
14595383. Monitoring and Review
          This policy will be monitored by the Senior Leadership Team. The next review is December
          2023.
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Appendix 2
          Exit interview process
          It is good practice to undertake an exit interview when a member of staff is leaving the FTEC .
          The person carrying out the exit interview with the member of staff should be accepted by the
          interviewee as being impartial. The purpose of the interview is to listen carefully to gain
          information which can be used constructively within the FTEC to make improvements and
          retain valuable staff.
          The main function of the exit interview is to determine why the post holder is leaving and to
          gather information about the job. Exit interviews are equally useful for people transferring within
          the same FTEC .
          Exit interview – Key considerations

• Conduct the interview on an informal basis and in private.
• Welcome interviewee. Give assurance on confidentiality. Thank them for their participation
  and explain fully the reason for the interview.
• Advise the interviewee that the reasons for leaving will not affect any future references or
  offers to work again for FTEC.
• Open on neutral ground, e.g. asking about the new job.
• Determine whether the employee could be retained (if desirable).
• Ascertain the major reasons for leaving.
• Deal with any specific issues, e.g. finish date, holiday pay.
• Invite discussion on the job, the working atmosphere and working conditions.
• Ascertain whether there are training implications but take care to avoid giving a false
  impression that training will be provided if they decide to remain.
• Invite suggestions for improving operations within their area of work (e.g. policies and
  practices).
• Ask if they wish to discuss other issues.
• Review the job description and make any necessary amendments.
• Ensure that no promises are made in relation to regrading if trying to get the employee to
  remain within FTEC.
  Should any concerns be raised during the exit interview that require investigation it is important
  that the individual conducting the exit interview raises these with the recruitment team.
  FTEC should retain exit interviews for no longer than is necessary and keep them securely, in
  accordance with data protection rules. Advice on retention periods should be sought from the
  FTEC /trust Data Protection Officer.
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
  www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
  Exit interview form
  Name:
  Name of FTEC :
  Current position:
  Start Date:
  Manager:
  Leaving date:
  Date of Exit Interview :
  Exit interviewer:

14595380. What first attracted you to work for this FTEC ?
          …………………………………………………………………………………………………
14595381. Were your expectations met?
          ……………………………………………………………………………………………………
14595382. What did you enjoy most about your job role and/ or working at the FTEC ?
          ……………………………………………………………………………………………………
14595383. What did you enjoy the least about your job role and/ or working at the FTEC ?
          ……………………………………………………………………………………………………
14595384. If you could change something within the FTEC and / or your role what would it be?
          ……………………………………………………………………………………………………
14595385. Describe the working relationship you have with a) colleagues, and b)
          board of directors /manager.
          a) …………………………………………………………………………………………………
          b) …………………………………………………………………………………………………
          ……………………………………………………………………………………………………
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
14595386. Did you receive induction training?
          Yes / No
14595387. If yes, could it have been improved and if so, how?
          …………………………………………………………………………………………………
14595388. Did you feel that you received sufficient training, instruction and support to enable you to
          perform your job effectively?
          Yes / No
14595389. If, no, please state what would have helped.
          ……………………………………………………………………………………………………
14595390. What was your main reason for your leaving?
          ……………………………………………………………………………………………………
14595391. Is there anything that would have encouraged you to stay?
          ……………………………………………………………………………………………………
14595392. Would you consider returning to a) the FTEC /MAT as an employee in the future?
          ……………………………………………………………………………………………………
14595393. If not, why not?
          …………………………………………………………………………………………………
14595394. Do you have any other comments you would like to make?
          ……………………………………………………………………………………………………
          (If relevant) Do you wish to pursue a grievance in relation to any of the issues raised in this interview?
          Yes / No
14595395. Where are you going? (Leaving destination)
          Please indicate the type of organisation you are joining
          Another FTEC in Luton
          Another FTEC outside Luton
          Further study
          Self-employment
          Not working
          Change in career
          Other (please specify):
14595396. Reasons for leaving (you may wish to tick more than one box)
          Please indicate your main reason(s) for leaving:
          Promotion
          Career Development
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Other please specify:
          Dissatisfaction with management style
          Improved benefits
          Work environment
          Nearer to place of work
          Increased job satisfaction
          Dissatisfaction with pay
          Way work is organised
          Dissatisfaction with conditions of service
          Insufficient challenge
          Lack of promotion / career development
          Discrimination
          Lack of training and development
          Harassment
          Experience(s) of violence or aggression at work
          Partner moving out of area
          Ill health
          Other domestic reasons
          Travel abroad
          Difficulty travelling to and from work
          Flexibility of working hours
          Workload/stress
          If there are areas of concern it may be necessary for the FTEC to arrange to meet with
          you/discuss the feedback with you, to gather more information. HR advice and guidance may
          also be sought.
          Signature of leaver: ………………………………………………………………………………….
          Date: ………………………………………………………………………………………………….
          Signature of interviewer: …………………………………………………………………………….
          Date: ……………………………………………………………………………………………………
          Thank you for your participation
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Appendix 3
          Safer recruitment checklist
          This checklist should be used in conjunction with the Safer Recruitment and Selection Policy.
          Preliminaries
          Confirm that the vacancy needs filling.
          Check to ensure the job description is accurate.
          Check to ensure the person specification is accurate.
          Assemble the panel members ensuring that one has been safer recruitment
          trained (if applicable)
          Advertise. Ensure the advert includes the safeguarding statement, whether it is
          exempt from the Rehabilitation of Offenders Act and states that CVs won’t be
          accepted.
          Ensure all safer recruitment supporting documents that accompany the advert are
          up-to-date and contain all the relevant documentation as per the guidance in the
          Safer Recruitment and Selection Policy.
          Before the interview
          Scrutinise all applications to ensure that they are completed in full and address any
          gaps or discrepancies.
          Record candidates’ details for equality monitoring purposes and to ensure
          compliance with the Equality Act (2010).
          Shortlist candidates involving the panel.
          Request two references in writing using the pro forma. References must be from
          the current or most recent employer. However, if the applicant is not currently
          working with children but has done so in the past, an additional reference should
          be obtained from the employer by whom the person was most recently employed
          in work with children.
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Send out an invitation to interview and criminal record self-disclosure form.
          On receipt of references, follow up written references by phone to ensure veracity
          of author and to explore any of the content that is omitted/unclear/ambiguous (a
          note of the conversation must be kept). Remember, no response from a referee
          equals no reference.
          Scrutinise the information given against the application form and note down any
          discrepancies ready to clarify at the interview.
          The panel meets to devise standard questions for all candidates, weightings on
          questions and devise any tests or practical exercises. Include questions which
          explore suitability to work with children based on past experience and on the
          information provided in the application and references.
          At interview
          Inspect, photocopy, sign and date the evidence provided by applicants that they
          have provided to support their identity and eligibility to work in the UK checks.
          Satisfy yourself that the preferred candidate has the requisite permission to be in
          the UK, and to undertake the work in question, if in doubt, refer to FTEC
          recruitment policy.
          Inspect and photocopy original qualifications relevant to the post.
          Apply tests/practical exercises which measure ability under the person
          specification, particularly in relation to working with children.
          Evaluate the candidate’s ability to support FTEC ’s agenda for safeguarding and
          promoting the welfare of children.
          Ask all agreed questions carefully noting and scoring the answers.
          Ask any candidate with a gap in their employment to fully explain the gap.
          Ask candidates to confirm whether the information provided on their criminal
          convictions self-disclosure form is still accurate. If candidates have provided
          information about a conviction(s) that is not ‘protected’ then it will be necessary to
          discuss the disclosure with the candidate.
          Ask the candidate to explain any concerns over discrepancies arising from
          information provided by the candidate or on a reference.
          If, for whatever reason, references were not obtained before the interview, the
          candidate should be asked if there is anything s/he wishes to declare/discuss in
          light of the questions on the reference.
          Post interview
          Scrutinise all the recruitment information provided thus far and ensure that it is
          complete before deciding who to offer the post to.
          Offer the preferred candidate the position conditionally subject to satisfactory
          checks.
          Carry out a DBS / Barred list Check on the preferred candidate.
          Send out the follow up reference request, requesting sickness absence
          information.
          If, for whatever reason, references were not obtained before the interview, obtain
          and scrutinise the references.
          Check the veracity of the preferred candidate’s qualifications by telephoning the
          Awarding Body (if necessary).
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Ensure the preferred candidate has submitted the medical questionnaire to
          Occupational Health for analysis.
          Monitor medical and disclosure clearances.
          Ensure all checks are confirmed in writing.
          Arrange for the storage of interview notes and photocopied documents
          Prepare the induction of the new employee, to include Code of Conduct (must be
          signed for) and relationships/boundaries with young people.
          Handle feedback requests from any unsuccessful candidates.
          Only after all checks have proved satisfactory
          Complete the necessary paperwork for FTEC s HR and Payroll Team to arrange
          for the contract of employment to be sent out and for pay and pension
          purposes.
          Enter successful candidate’s details on FTEC ’s personnel database, including
          equalities data.
          Advise relevant school-based personnel of the successful candidate’s details and
          start date.
          Ensure the completed copy of this checklist and all the relevant documents are
          carefully filed.
          Post Appointment Induction

• Commence an induction programme for all newly appointed staff and
  volunteers regardless of previous experience.
• With regards to safeguarding and promoting the welfare of children, the
  induction programme should include information about, and written
  statements of policies and procedures in relation to safeguarding and
  promoting welfare e.g. child protection, anti-bullying, anti-racism, physical
  intervention/restraint, intimate care, internet safety and any local child
  protection/safeguarding procedures. Safe practice and the standards of
  conduct and behaviour expected of staff and pupils in the establishment;
  how and with whom any concerns about those issues should be raised;
  and, other relevant personnel procedures e.g. disciplinary, capability and
  whistle-blowing.
• The programme should also include attendance at child protection training
  appropriate to the person’s role.
  Monitoring
  Review the recruitment and selection event and identify strengths and
  weaknesses.
  Address the areas that could be improved.
  Build on areas that are strong.
  Share good practice with other schools if appropriate.
  Signed: ……………………………………………………… Print name:
  ……………………………………………………………………
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
  www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
  School:………………………………………………………. Date:
  ……………………………………..……………………………………
  Appendix 4
  Safer recruitment and selection policy statement.
  The following statements should be used in all recruitment and selection literature to attract
  suitable applicants as well as deter unsuitable ones.
  ‘FTEC is committed to safeguarding and promoting the welfare of children and expects
  all staff to share this commitment. Applicants must be willing to undergo child protection
  screening appropriate to the post, including checks with past employers and the
  Disclosure and Barring Scheme’.
  ‘CVs will not be accepted for any posts based in schools. Please contact the recruitment
  team (recruitment@friendlytutors.co.uk) if you need assistance’.
  ‘Experience of working in a school environment is essential for this post’. (as appropriate). ‘Experience of
  working in a school environment is desirable for this post’. (as appropr)
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
  www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
  Job title Grade
  (if applicable)
  Post holder’sjob title
  Current grade Job title Grade
  (if applicable)
  Managersjob title and
  grade
  Appendix 5
  JOB DESCRIPTION
  Purpose of post:
  Organisation chart:
  Principal responsibilities:

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          School:
          Responsible to:
          Grade:
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
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          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Dimensions
          Supervisory Management:
          Financial Resources:
          Physical Resources:
          Other:
          Physical Effort:
          Working Environment:
          Context:
          All support staff are part of the learning environment . This will mean focussing on the needs of
          colleagues, parents and pupils and being flexible in a busy pressurised environment. It is the
          individual’s responsibility for promoting and safeguarding the welfare of children and young people
          s/he is responsible for or comes into contact with.
          DBS
          This post meets the definition of ‘Regulated Activity’ as defined in the Safeguarding Vulnerable Groups
          Act 2006 (as amended).
          Because of the nature of this job, it will be necessary for an enhanced DBS check to be undertaken.
          This post is exempt from the Rehabilitation of Offenders Act and therefore applicants are required to
          declare all unspent cautions and convictions; and also any adult cautions (simple or conditional), and
          spent convictions that are not protected as defined by the Rehabilitation of Offenders Act 1974
          (Exceptions) Order 1975 (as amended in 2020). A person’s criminal record will not in itself prevent a
          person from being appointed to this post.
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Please make sure, when completing your application form, you give clear examples of how you meet the
          essential and desirable criteria.
          Attributes Essential How
          measured
          Desirable How
          measured
          Experience
          Skills/Abilities
          Able to converse with ease with
          members of the public and provide
          effective help or advice in accurate and
          fluent spoken English
          1,2,5
          Competencies
          Able to demonstrate:
          appropriate motivation to work with
          young people
          ability to form appropriate relationships
          with young people
          emotional resilience in working with
          challenging behaviours
          appropriate attitudes to use of authority
          and maintaining discipline.
          Equality Issues
          Specialist
          Knowledge
          Education and
          Training
          Applicants will not be refused posts because of offences which are not relevant to, and do not place
          them at or make them a risk in, the role for which they are applying. However, in the event of the
          employment being taken up, any failure to disclose such offence, as detailed above, will result in
          dismissal or disciplinary action by the Authority.
          FTEC is committed to safeguarding and promoting the welfare of children and expects all staff to
          share this commitment. Applicants must be willing to undergo child protection screening
          appropriate to the post, including checks with past employers and the Disclosure and Barring
          Service.
          ‘CVs will not be accepted for any posts based in schools’.
          Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
          www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
          Person Specification
          This acts as selection criteria and gives an outline of the types of persons and the characteristics required to do
          the job.
          Essential (E): without which candidate would be rejected Desirable
          (D): useful for choosing between two good candidates.
          Other
          Requirements
          (1 = Application Form 2 = Interview 3 = Test 4 = Proof of Qualification 5 = Practical Exercise)
          We will consider any reasonable adjustments under the terms of the Equality Act (2010) to enable an
          applicant with a disability (as defined under the Act) to meet the requirements of the post.
          The Job-holder will ensure that FTEC’s policies are reflected in all aspects of his/her work, in particular those
          relating to:
          (i) Equal Opportunities
          (ii) Health and Safety
          (iii) Data Protection Act (2018)
          In addition to candidates’ ability to perform the duties of the post, the interview will also explore issues relating to
          safeguarding and promoting the welfare of children including:

• Motivation to work with children and young people.
• Ability to form and maintain appropriate relationships and personal boundaries with children and young
  people.
• Emotional resilience in working with challenging behaviours; and, attitudes to use of authority and
  maintaining discipline.
  FTEC is committed to safeguarding and promoting the welfare of children and expects all staff to share
  this commitment. Applicants must be willing to undergo child protection screening appropriate to the post,
  including checks with past employers and the Disclosure and Barring Service.
  Appendix 6
  Person specification phrases
  Experience
  (The context in which a person will have applied their knowledge, skills and abilities)
  Phrases need to be in a format which will describe the depth of experience and the type of experience.
  The type of experience should be as specific as possible.
  The suggested format is:
  (Depth of experience) experience of (state the type of experience)
  Select option Select example.
  from from List B
  List A or insert details of
  type of experience
  List A List B
  Depth of experience Type of experience
  Some These will include:
  Demonstrable Supervisory
  In-depth Management
  Substantial policy/strategy development and implementation
  curriculum co-ordination
  assessment, monitoring and record keeping
  supporting learning needs of pupils
  co-ordination of special education needs
  financial planning
  Clerical
  Administrative
  word-processing packages
  spreadsheet packages
  database packages
  Library
  community
  finance/accountancy
  information technology/management
  Cleaning
  grounds maintenance
  Catering
  Remember to avoid any duplication with ‘Skills and Abilities’ criteria
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
  www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
  www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
  Example phrases:
  Some experience of staff supervision.
  Demonstrable experience in a senior management role.
  Demonstrable experience of implementing projects and initiatives.
  Demonstrable experience of working with people from Asian communities
  In-depth experience of providing social care in either a paid or voluntary capacity
  Some experience of operating an emergency telephone call service
  Substantial experience of financial planning
  Some experience of teaching in a multi-cultural context.
  Some experience of working in partnership with parents.
  Demonstrable experience of delivering INSET.
  Some experience of developing and maintaining resources in a subject area.
  Substantial experience of working collaboratively with other professionals.
  Some experience of supporting pupils with special educational needs.
  In-depth experience of developing and implementing policy relating to (…………….)
  Demonstrable experience of using word processing and spreadsheet packages.
  Demonstrable experience of basic administration and clerical work
  In-depth experience of operating and maintaining a technical library
  Some experience of working within financial and administrative procedures
  Substantial experience of preparing and managing large and complex budgets
  Demonstrable experience of developing, implementing and managing information
  technology strategies.
  Some experience of performing basic cleaning operations including sweeping, mopping,
  dusting.
  Demonstrable experience of using floor cleaning and polishing machinery.
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
  www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
  Person specification phrases
  Skills and abilities
  (What a person must be able to do)
  Phrases need to be in a format which will describe the level or depth of the skill (where
  this is appropriate) and the specific skill required.
  The percentage figure attached to the principle responsibilities on the job description
  will indicate the frequency that a skill will be required. This will allow any necessary
  reasonable adjustments to be identified which will enable a person with a disability to
  do the job.
  The suggested format is:
  (Level or depth of skill) (state specific skill)
  Select option Select example
  From from List B
  List A or
  (where appropriate) insert details of
  specific skill
  List A
  List B
  Level or depth of skill Specific skills and abilities
  Ability to acquire (learning situation) (See next 2 pages)
  Basic
  Skilled
  Demonstrable
  In-depth
  Substantial
  Example phrases:
  Demonstrable numeracy skills – able to calculate percentages and VAT.
  Basic literacy skills – able to read letters and work procedures.
  Substantial management skills – able to lead and manage employees at FTEC .
  Ability to acquire EXCEL spreadsheet skills to produce and amend straightforward spreadsheets.
  Demonstrable organisational skills – able to manage periods of heavy and conflicting demands.
  Substantial judgement – able to analyse complex sensitive situations and find effective solutions.
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
  www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
  In-depth word-processing skills – able to produce a wide range of complex documents and forms.
  Basic organisational skills – able to organise own workload.
  Demonstrable accuracy – able to maintain accurate manual and computer based records.
  Substantial communications skills – able to negotiate with and influence others at a senior level.
  Able to give effective presentations to interested groups.
  Able to work to strict deadlines and targets.
  Specific skills and abilities
  These will include:
  Numeracy Skills
  able to add, subtract, multiply, divide
• balance and record cash receipts
• calculate percentages and proportions
• analyse and interpret large amounts of data and produce meaningful statistics
• support the learning of pupils in Numeracy at KS…
• perform complex calculations
  Literacy Skills
• able to read letters and work procedures.
• read and comprehend complex reports.
• draft simple letters
• write straightforward reports
• write complex reports
  Management, Supervisory, Leadership Skills
• able to supervise a group of staff
• ensure that work outputs and standards are maintained
• build and motivate an effective team
• lead and manage the (insert function)
• direct and support the (insert function)
• delegate responsibility to facilitate personal development.
• lead the development and maintenance of professional standards
  Communication skills
  (If it is not appropriate, then omit Part A of the phrase and use only Part B “Able to……………… “)
• deal with enquiries from parents and pupils.
• deal politely and tactfully with a wide range of people.
• give advice within specific guidelines
• give effective presentations to school staff – e.g. INSET.
• speak effectively to large groups.
  Registered address: 65 The Broadway, London. E15 4BQ Registered in England & Wales: Company no. 14595380. Website:
  www.friendlytutors.co.uk; Email: contact@friendlytutors.co.uk.
• consult with others inside and outside FTEC .
• persuade others and gain commitment from them
• negotiate with and influence others.
• effectively speak (state which particular language) language.
  Registered address: Suite C, 107-109 The Grove, London E15 1HP. Registered in England & Wales: Company
  no. 14595380. Website: www.friendlytutors.co.uk; Email: info@friendlytutors.co.uk.
  Work demands and deadlines
  (If it is not appropriate, then omit Part A of the phrase and use only Part B “Able to……………….”)
• work to strict work deadlines and targets.
• work within and meet competing deadlines and targets.
• meet conflicting work demands, targets and deadlines.
• undertake a diverse workload.
• manage periods of heavy and conflicting work demands.
• manage constant and often conflicting work demands.
  Organisational skills
• able to follow (simple/straightforward/complex) procedures / guidelines.
• work within established procedures.
• organise own workload.
• prioritise workload to meet targets.
• plan and organise workloads to meet deadlines.
• work in (collaboration/co-operation/conjunction) with others in the team.
• plan and organise the work of the section.
  Judgement
  (If it is not appropriate, then omit Part A of the phrase and use only Part B “Able to……………….”)
• work unsupervised
• work with the minimum of supervision.
• use own initiative within defined procedures.
• establish facts and take action within procedures.
• analyse and interpret data.
• undertake research and assess results.
• make professional judgements.
• decisive and able to exercise judgement within an agreed framework
  Accuracy and Speed
  (If it is not appropriate, then omit Part A of the phrase and use only Part B)
• accurate computer data entry skills (and insert speed required e.g. x items per minute)
• accurate typing/word-processing skills at (x) words per minute
• able to maintain accurate (manual /computer based) records
• methodical and accurate approach to
  work tasks
• accurate and thorough attention to detail
  Specific Skills
  (These are many and varied, so a limited selection of examples have been listed).
  Accountancy Health and Safety
  Administration Horticultural
  Analytical Interviewing
  Registered address: Suite C, 107-109 The Grove, London E15 1HP. Registered in England & Wales: Company
  no. 14595380. Website: www.friendlytutors.co.uk; Email: info@friendlytutors.co.uk.
  Budget Planning Joinery
  Caring Keyboard
  Clerical Project Planning
  Computer Programming Training
  Financial Supervisory
  Financial Administration
  Grounds Maintenance
  Registered address: Suite C, 107-109 The Grove, London E15 1HP. Registered in England & Wales: Company
  no. 14595380. Website: www.friendlytutors.co.uk; Email: info@friendlytutors.co.uk.
  Appendix 7
  Scrutinising record template
  This form will help enable schools ensure that all areas of recruitment and
  selection are thoroughly scrutinised. The form should be completed by the
  appropriate person(s). In all cases, the recruitment panel should receive this
  form before interview if the candidate is short listed.
  Candidates
  Name……………………………………………………….
  . Role Applied
  For………………………………………………………….
  Closing Date of
  Role…………………………………………………….
  Application form
  Anomalies, gaps or
  concerns
  Date
  investigated
  Result of follow up
  Dates
  Employment history
  Qualifications
  Referees given
  Repeated changes
  Career progression
  Mid-career move (e.g.
  perm to supply)
  Other
  Did the application form have to be returned to the applicant for
  completion? Yes / No
  Date form returned to applicant:
  Date applicant returned form:
  Has the application form been signed? Yes/No (ensure signed at interview if shortlisted)
  Does the applicant meet the criteria in the person
  specification? Yes / No
  Registered address: Suite C, 107-109 The Grove, London E15 1HP. Registered in England & Wales: Company
  no. 14595380. Website: www.friendlytutors.co.uk; Email: info@friendlytutors.co.uk.
  Is the applicant short listed for
  interview? Yes / No
  References
  NB: One reference must be from the short listed applicants current or last
  employer where they last worked with children.
  Reference 1 Reference 2
  Referees Name
  Relationship to applicant
  Date reference requested
  Date referenced chased (if applicable)
  Date reference received
  Reference completed in full? Yes / No Yes / No
  Date referee contacted for further
  information/clarification (if applicable)
  NB: The referee must confirm this in
  writing
  Date reference scrutinised against application form ………………..
  Anomalies, gaps or concerns identified? NB: These must be addressed at interview.
  …………………………………………………………………………………………………………………………………
  The Interview
  Self-declaration form submitted and
  discussed?. ……………………………………………………….Document to prove
  eligibility to work in the UK provided………………………………………….
  Qualifications
  provided………………………………………………………………………………..
  Do they match the qualifications listed on the application form? Yes / No
  Identity check provided (document containing photo)
  ………………………………………………………NB: Verify, copy, sign and date these
  documents.
  List of anomalies, gaps or concerns Candidate’s response
  NB: The interview grid must also be completed.
  Registered address: Suite C, 107-109 The Grove, London E15 1HP. Registered in England & Wales: Company
  no. 14595380. Website: www.friendlytutors.co.uk; Email: info@friendlytutors.co.uk.
  At the end of the interview, inform the candidate of the next steps and
  that if they are successful, their post will be subject to a satisfactory
  medical clearance, DBS check, qualifications verification and any
  outstanding checks.
  Appendix 8
  Shortlisting applicants and completion of form
  The following steps should be taken to complete the shortlisting form:

14595380. Using the Person Specification, write all of the essential criteria (marked
          ’E’) in the column headings on the shortlisting form. Draw further lines if
          more columns are needed. Desirable criteria should not be used at this
          stage for shortlisting.
14595381. Using the application form, allocate one of the following scores for each criteria:
          0 = Does not meet requirements/No evidence.
          1 = Some evidence but insufficient to assess fully.
          2 = Appears to meet requirements.
          3 = Definitely meets requirements.
          For applicants who score ‘0’ against one of the essential criteria, there is
          no need to score the remaining criteria as all essential criteria must be
          met to effectively carry out the job.
          Some criteria are not always easy to assess from the application form e.g.
          ‘must be a flexible worker’, ‘numerate’ or willing to work unsociable hours’.
          If this is the case and the candidate has not given any examples, give
          them a score of ‘1’. If examples are given, score the candidate as normal.
14595382. Total each applicant’s scores. The highest scoring applicants should be
          invited to interview although consideration should be given as to whether
          the applicants have scored ‘high enough’ to warrant an interview. There
          should be a clear break in scores between those you shortlisted for
          interview and those not invited. If you have candidates with similar scores,
          select and score one desirable criteria and add this to the total score. On
          average, a maximum of six applicants should be invited to each day of
          interviews. Tick the ‘Shortlisted’ column for those invited.
14595383. Notify all applicants by letter of the shortlisting outcome. Undertake the
          interviews. Keep any copies of this form and your notes in a locked
          cabinet for one year.
          Registered address: Suite C, 107-109 The Grove, London E15 1HP. Registered in England & Wales: Company
          no. 14595380. Website: www.friendlytutors.co.uk; Email: info@friendlytutors.co.uk.
          41
          SHORTLISTING PROFORMA
          For completion by the recruiting manager
          Post……………………………………………………………………………………..
          Date of Shortlisting……………………………………………………………..
          Names of Shortlisters…………………………………………………………
          Please indicate below using the necessary letters which selection criteria taken from the job description and personnel specification each
          candidate has/has not met. The candidates who meet the most selection criteria will be shortlisted. All panel members should sign to show
          they agree with the decisions indicated.
          0 = Does not meet requirements/No evidence.
          1 = Some evidence but insufficient to assess fully.
          2 = Appears to meet requirements.
          3 = Definitely meets requirements.
          Candidate names or number Short-listed? Y/N Reason for decision
          Essential Criteria (write the actual
          criteria here from the job
          description & personnel
          specification)
          Desirable Criteria
          Desirable Criteria
          NOTES
          Signature of panel members: –
          42
          Appendix 9
          Invitation to interview pro-forma
          NAME
          ADDRESS
          DATE
          Dear NAME
          Invite to interview – JOB TITLE
          Following receipt of your application form, you have been shortlisted for the above post and
          are therefore invited to attend an interview on *DATE, at *TIME at *NAME AND ADDRESS
          OF VENUE, (map enclosed). Please report to the main reception area on your arrival.
          The purpose of the interview is to assess your suitability for the above post and give both the
          panel and yourself an opportunity to gain further information before making a successful
          appointment. It is also an opportunity to seek clarification on information which you have
          provided on the application form and accompanying information.
          The selection process and interview questions have been structured around the person
          specification and job description which were provided with details of the vacant post. We have
          enclosed an extra copy of these with this letter to assist you with your preparation.
          The interview will assess your suitability to work with children and will include
          questions relating to safeguarding and promoting the welfare of children.
          Please also bring with you original documents confirming your qualifications gained and an
          original document verifying your eligibility to work in the UK and identity (document with a
          photograph e.g. passport). Details of which documents are acceptable as proof of eligibility
          to work in the UK are attached.
          Please also ensure that you complete the attached criminal conviction self-disclosure
          form and bring the completed form with you to your interview.
          The panel will comprise of *NAMES and JOB TITLES.
          The interview will take place as follows:
          *TIME *EVENT e.g. panel interview, presentation etc… *DURATION
          *With regard to the presentation, we will make a flip chart and overhead projector available
          but please do not hesitate to contact us if you require other equipment or resources.
          If you are successfully appointed, you will be required to undergo an enhanced DBS check.
          I would be grateful if you could contact NAME, JOB TITLE and TEL NO to confirm your
          attendance at the interview and whether you require any other equipment or resources for
          your presentation.
          If you have any questions relating to the selection process *NAME will be happy to respond
          to them.
          If you require an adjustment to be made under the Equality Act 2010 to attend this interview, please
          contact or write to us explaining what you require.
          We look forward to meeting you on the *DATE.
          Yours sincerely
          *NAME
          *JOB TITLE
          *SCHOOL
          43
          Appendix 10
          Completion of interview form
14595384. Write all of the essential criteria (marked ‘E’) in the column headings on the interview
          form and any desirable criteria you will be testing at interview. Draw further lines if more
          columns are needed.
14595385. Write the name of the shortlisted applicant at the top of the form.
14595386. Before interviewing, weight any essential criteria which is particularly crucial to the job.
          For example, the score for ‘able to communicate at all levels’ could be multiplied by two.
          This weighting should be agreed by all panel members and will help the strongest
          candidate stand out on the most important criteria.
14595387. During the interview, use ‘behavioural/competency based’ interview questions to assess
          the applicant, e.g. ‘Give me an example where you have dealt with a difficult person’.
          After the interview, award a score for each criteria using the guide below:
          1 = Poor
          2 = Fair
          3 = Average
          4 = Good
          5 = Excellent
          Standards should be set to define what the panel interprets as poor, average, excellent
          etc. Remember, ‘average’ is satisfactory and implies that the applicant can do the job.
          Keep factual notes of the applicant’s responses to help you discuss your score with the
          panel and decide on a final panel score. Be sure to score against your agreed standards
          (1-5) and not to compare applicants against each other.
14595388. Total the applicant’s scores for the essential criteria only to determine the successful
          applicant. Although the highest scoring applicant would normally be appointed,
          consideration should be given as to whether they have actually scored ‘high enough’ to
          be able to do the job. If they have consistently scored below ‘3’ then you have scored
          them as not satisfactory and consequently they should not be offered the post.
14595389. If the two highest scoring applicants have the same score, add the desirable criteria to
          the score to decide.
14595390. Confirm whether the applicant was successful or not by ticking the option below. If no
          one was appointed note this clearly on the interview form and the reason why.
14595391. Copy the interview form and keep the copy with the unsuccessful application forms in a
          locked cabinet for one year.
          44
          Interview Assessment Form
          Name of candidate:
          Position applied for:
          Interviewed by:
          Date:
          Prior to interview transfer selection criteria from the job description and person specification
          into the below assessment table.
          Use additional rows as necessary using the same format.
          Selection Criteria Fact/Evidence Comments
          A B C D E
          Qualifications
          Relevant experience
          Skills/Knowledge/Aptitude
          Motivation
          Other
          Interview Scoring: 1 = Poor, 2 = Fair, 3 = Average, 4 = Good, 5 = Excellent
          45
          Members of the interviewing panel should use the below table to record the agreed interview
          questions and the candidate’s responses. This will ensure that the interviewing panel will
          have enough evidence to select the right candidate for the role.
          Interview questions to be asked to all
          candidates
          Candidate Response
          Once the interview has taken place members of the interviewing panel should individually complete the
          candidate assessment table above by matching each candidate’s application form and interview performance against
          the requirements of the job description and personnel specification. The panel should then collectively decide upon
          the successful candidate. The candidate who best meets the requirements should be appointed.
          Recommend for post
          Unsuccessful for post
          Other (specify):
          SUMMARY
          (NB: Include where applicable the reasons for unsuccessful candidate)
          Selection panel:
          Signed:
          Date:
          46
          Appendix 11
          Conditional offer letter template
          PRIVATE AND CONFIDENTIAL NAME
          ADDRESS
          DATE
          Dear NAME
          Re: Conditional offer of employment
          Further to your recent interview I am pleased to offer you the post of JOB TITLE subject to
          the satisfactory clearances of the checks listed below. Your Statement of Particulars which
          constitutes your Contract of Employment with ADD IN SCHOOL / MAT will follow at a later
          date.
          Your employment is subject to satisfactory written confirmation of the following:

• Two references, one which must be from your current or last employer where you were
  engaged in a role that involved working with children (where possible)
• Verification of your identity (with photograph)
• Proof of eligibility to work in the UK
• An enhanced DBS disclosure
• Barred list check
• Verification of qualifications (as appropriate to the post)
• Verification of medical fitness
• (for teaching posts) Teaching Services checks
• (for non-teaching posts) completion of probationary period
• (for overseas candidates) any other appropriate checks
  Please note that “Satisfactory” means satisfactory to FTEC / MAT
  FTEC is committed to safeguarding and promoting the safeguarding of children and expects
  all staff to share this commitment. Applicants must be willing to undergo child protection
  screening appropriate to the post, including checks with past employers and the DBS.
  I wish you well in your employment with FTEC
  Yours sincerely
  On behalf of the Recruitment Team
  Appendix 12
  47
  Policy of recruitment of ex-offenders
  Introduction
  FTEC is committed to equality of opportunity for all job applicants and aims to select
  people for employment on the basis of their skills, abilities, experience, knowledge and
  where appropriate, qualifications and training. FTEC recognises the contribution that exoffenders can make as employees and volunteers and welcome applications from them. A
  person’s criminal record will not in itself, prevent a person from being appointed to a
  particular post.
  Because of the nature of work, it will be necessary for an enhanced DBS check to be
  undertaken. All roles within school are exempt from the Rehabilitation of Offenders Act 1974
  and therefore applicants are required to declare all unspent cautions and convictions; and
  also any adult cautions (simple or conditional), and spent convictions that are not protected
  as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as
  amended in 2020).
  Any information given will be treated in the strictest confidence. Suitable applicants will not
  be refused posts because of offences, which are not relevant to, and do not place them at or
  make them a risk in, the role for which they are applying.
  For further information on criminal record self-declaration for roles that are eligible for
  standard or enhanced DBS checks please refer to Nacro guidance and the MoJ website.
  All cases will be examined on an individual basis and will take the following into consideration:
• whether the caution or conviction is relevant to the position applied for
• the seriousness of any offence revealed.
• the age of the applicant at the time of the offence(s)
• the length of time since the offence(s) occurred.
• whether the applicant has a pattern of offending behaviour
• the circumstances surrounding the offence(s), and the explanation(s) offered by the person
  concerned.
• whether the applicant’s circumstances have changed since the offending behaviour.
  If an applicant has any of the following: unspent caution or convictions, adult cautions
  (simple or conditional), spent convictions that are not protected as defined by the
  Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2020), and if
  the nature of the offence is relevant to the job for which he/she has applied, FTEC will
  review the individual circumstances of the case considering the factors listed above and
  may, at its discretion, decline to select the individual for employment.
  If an employee is convicted during the course of their employment, it will be the responsibility
  of the employee to notify their board of directors . If the nature of the offence is relevant to
  their job, FTEC will review the individual circumstances of the case and may terminate their
  employment through the appropriate disciplinary procedure. The individual may be suspended
  whilst the review is carried out. Please refer to FTEC s Disciplinary Procedure, and seek HR
  Advice.
  Appendix 13
  48
  Positive DBS guidance
  When a disclosure report reveals information, FTEC ’s recruitment team (where a school
  purchases this service) will confidentially discuss this with the recruiting manager / board of
  directors .
  In all cases, a meeting must be held between the board of directors / recruiting manager and
  the candidate, and the positive risk assessment completed.
  Page 1:
  A note of the discussion must be completed, by the board of directors / recruiting manager,
  during the meeting. NB this is the only information we can keep on file, so please note
  the information contained on the certificate.
  Suggested questions:
  1) Do you dispute the accuracy of the information disclosed? If yes, they need to be
  advised to contact DBS
  2) Can you tell me about your offence(s)?
  3) How did you feel about them at the time?
  4) How do you feel about them now?
  5) How can I be sure that you are no longer a risk?
  6) How is your life different now?
  Both the candidate and the board of directors /recruiting manager must sign the declaration.
  Page 2:
  Board of directors / recruiting manager to complete page two after the meeting.
  Points to Consider:
  Relevance
  Whether the conviction or other matter revealed is relevant to the position for which they are
  being considered
  Seriousness
  The seriousness of any offence or other matter revealed
  Age of offences
  The length of time since the offence or other matter.
  Pattern of offending
  Whether the applicant has a pattern of offending behaviour or other relevant matters
  Changed circumstances
  Whether the candidates circumstance have changed since the offending behaviour, the
  circumstances surrounding the offence and the explanation(s) offered by applicant
  The board of directors / recruiting manager must make a decision on whether to clear the
  DBS based on the meeting, risk assessment, and the outcome recorded.
  If the decision is not to clear the DBS, please speak to the managing director before
  any further action is taken.
  Authorisation of the outcome decision must be signed by the board of directors . A copy of
  this assessment must be stored securely on the candidates HR file.
  Appendix 14
  49
  IN STRICTEST CONFIDENCE
  Risk assessment for positive DBS disclosures
  Name of candidate:
  Position applied for:
  Date of disclosure:
  Disclosure number:
  Repeat DBS check? Yes No
  Tel no:
  Recruiting manager
  Tel no:
  Brief note of discussion:
  We confirm that the information noted above is an accurate record of our discussion
  I am aware that a copy of my DBS disclosure and this
  assessment.
  Applicant Signature:
  …………………………………………………………….. Board of directors signature(signedonbehalf):
  ………………………………………………………
  Date: Date:
  50
  POSITIVE DBS RISK ASSESSMENT
  1 Did the applicant inform you about the offences
  when they applied for the position?
• Was a full job/volunteering application completed?
• Did the candidate complete criminal conviction
  self-declaration form?
• Did the candidate sign and state all details were
  correct?
• Did candidate declare convictions on DBS
  application?
  2 Does their account of the offences reflect the
  information on the disclosure?
  3 Does the candidate agree that information held on
  the disclosure is correct?
  4 What bearing does it have on his/her suitability to
  work in the role?
  5 Are there any mitigating circumstances?
  (i.e. age at the time, when it happened.)
  6 Have full references been taken.
  Has anything else of concern come out of employment
  references?
  7 If an existing worker – has there been any related
  work performance issues including any history of
  workplace allegations?
  9 Any additional comments/details:
  Signed board of directors : ……………………………………………
  Name …………………………………………… Date: ……………………………………………
  OUTCOME
  Positive OK Positive reject contact HR
  Signed Signed
  Authorisation decision by board of directors :
  Signed:……………………………………………………………… Date:…………………………………
  Name: …………………………………………………………………………………………………………
  To be kept on HR file
  51
  Appendix 15
  Personnel file checklist
  Name: ……………………………………………………………………………………………………………
  Job Title: …………………………………………………………………………………………………………
  Manager: ……………………………………………………………………………………………… ………..
  Document(s)
  Date
  requested
  Date
  received/
  completed
  Document(s) presented/Notes Verified by
  Signed application form
  For those required to drive,
  copy driving licence and
  confirmation that employee is
  insured for business use.
  Reference (1)
  Reference (2)
  Identity – 2 documents
  provided at interview
  Proof of qualifications
  Barred list check
  Teaching Agency registration
  number (if applicable)
  Satisfactory Enhanced DBS
  clearance
  Medical clearance
  Proof of eligibility to work in
  the UK
  If OTT, evidence of gaining
  QTS within 4 years of starting
  teaching in the UK.
  Certificate of Sponsorship
  (migrant workers only)
  Prohibition order check &
  GTCE Sanctions (if
  applicable)
  S128 check (if applicable)
  Letter of Good Conduct /
  letter of professional standing
  / other appropriate checks
  (for overseas employees)
  Other appropriate checks
  Childcare Disqualification
  Declaration check (where
  applicable)
  Preliminary offer letter
  (if applicable)
  Appointment and pension
  form sent to HR
  (if applicable)
  Contract of Employment
  52
  Date entered on SIMS
  Date entered on single
  central record
  Induction programme
  Probationary meeting records
  (support staff only)
  6 weeks
  12 weeks
  20 weeks
  30 weeks
  Induction Period Forms
  (Early Career Teachers)
  Recruitment checklist
  updated
  53
  Appendix 21
  Carrying out Right to Work Checks
  You may conduct a physical document check or perform an online check to
  establish someone’s right to work. Information on how to carry out a right to work
  check can be found in An Employer’s Guide to Right to Work Checks.
  A right work checklist can be accessed here which details which documents are
  acceptable for each type of check.