Safeguarding & DBS Policy

Policy Statement

StaffAsset Ltd is committed to safeguarding and promoting the welfare, safety and wellbeing of children, young people and adults who may be at risk of abuse, neglect, exploitation or harm. As a recruitment and workforce provider, StaffAsset recognises that individuals it recruits and supplies may work in positions of trust and may have direct or indirect contact with children, families and adults at risk.

StaffAsset therefore operates proportionate safer-recruitment, vetting, compliance, reporting and escalation arrangements designed to prevent unsuitable individuals from being placed into regulated, safeguarding-sensitive or otherwise high-risk roles. Safeguarding is everyone's responsibility. StaffAsset personnel and supplied workers must recognise concerns, respond appropriately, record facts accurately and report concerns without delay.

Purpose and Objectives

The purpose of this Policy is to provide a clear, practical framework for safeguarding and DBS compliance throughout recruitment, onboarding, placement and assignment management:

Protect children, young people and adults at risk from abuse, neglect, exploitation and avoidable harm.

Ensure appropriate pre-employment and pre-deployment checks are completed for safeguarding-sensitive roles.

Ensure the correct level of DBS check is requested only where the role is legally eligible.

Provide clear procedures for reporting disclosures, allegations, concerns and incidents.

Support clients, statutory bodies and professional regulators with lawful safeguarding enquiries.

Maintain secure, accurate and auditable safeguarding and vetting records.

Scope

This Policy applies to StaffAsset directors, employees, administrators, temporary and agency workers, social workers and other regulated professionals, candidates, contractors and relevant third parties. It applies throughout recruitment, vetting, placement, assignment, monitoring, investigation and termination of engagement.

Where a client has additional safeguarding or vetting requirements, StaffAsset will apply those requirements alongside this Policy, provided they are lawful and relevant to the role.

Governance and Responsibilities

Director / Safeguarding Lead

Ultimate accountability for safeguarding rests with the Director. The Director acts as the primary safeguarding escalation point unless a separate Designated Safeguarding Lead (DSL) is formally appointed:

Receive and coordinate safeguarding concerns and allegations.

Ensure immediate safety and escalation actions are considered.

Liaise with client safeguarding leads and relevant authorities.

Oversee safer recruitment and DBS compliance decisions.

Ensure referrals to DBS or professional regulators are considered where legal criteria are met.

Ensure lessons learned and corrective actions are implemented.

Recruitment and Administrative Staff

Recruitment and administrative staff must complete required checks, verify evidence, record decisions and escalate discrepancies. They must not clear a candidate where a mandatory safeguarding or vetting requirement remains unresolved.

Supplied Workers

Workers must comply with this Policy and the client's safeguarding procedures, maintain professional boundaries, report concerns promptly, cooperate with lawful investigations and keep safeguarding information confidential.

Safer Recruitment and Pre-Deployment Checks

StaffAsset applies a risk-based safer recruitment process. The exact checks depend on the role, client, jurisdiction and whether the work constitutes regulated activity.

Identity verification and current contact details.

Right to Work verification.

Full employment history and review of material unexplained gaps.

Appropriate professional references.

Qualification and training verification.

Professional registration verification for regulated roles.

Criminal record checks at the appropriate and lawful level.

Barred List checks where legally permitted and required.

Overseas criminal-record checks wherever relevant and reasonably obtainable.

Safeguarding declarations and review of relevant disciplinary/regulatory information.

Client-specific pre-employment checks and mandatory training.

A candidate must not be represented as having passed a check that StaffAsset has not actually completed and verified.

DBS Policy and Procedure

Determining the Correct Level of Check

StaffAsset will determine eligibility by reference to the duties of the role and applicable legal requirements. Depending on eligibility, the check may be Basic, Standard, Enhanced, or Enhanced with the relevant Barred List check. StaffAsset will not request a higher level of check merely as a matter of preference where the role is not eligible.

Verification and DBS Update Service

Where the DBS Update Service is used, StaffAsset will first verify the original certificate and the worker's identity, confirm that the certificate is of the appropriate type and workforce, obtain any consent required, and retain an auditable record of the status check.

Information Disclosed on a Certificate

Information appearing on a DBS certificate will not automatically result in rejection. Where it is lawful to consider the information, StaffAsset will undertake a documented, proportionate assessment considering relevance to the role, seriousness, circumstances, pattern, time elapsed, evidence of rehabilitation and the safeguarding responsibilities of the assignment.

Rechecks and Ongoing Compliance

StaffAsset will maintain appropriate reminders and recheck arrangements in line with client requirements, contractual obligations and risk. Workers must promptly disclose any matter they are legally or contractually required to report that may affect their suitability for an assignment.

Jersey and Cross-Jurisdiction Assignments

For assignments in Jersey, including work for children, Young People, education and Skills (CYPES), StaffAsset will confirm the vetting, safeguarding, criminal record and professional registration requirements specified by the contracting authority for the particular role before mobilisation.

StaffAsset will not assume that a UK DBS check alone satisfies every Jersey specific requirement. Any additional local vetting or evidence required by the client will be completed or verified before the worker is cleared to start.

Professional Registration, References and Employment History

Professional Registration

For regulated roles, StaffAsset will verify current registration using the relevant regulator or authoritative source wherever practicable. Checks may include registration status, registration number, conditions, restrictions, suspension and renewal requirements.

References

References will be sought in accordance with role and client requirements and, where possible, obtained from an authorised organisational source. Material inconsistencies or safeguarding concerns must be investigated before clearance.

Employment Gaps

Material gaps in employment or education will be discussed with the candidate and recorded. The purpose is to establish a coherent history and identify any safeguarding or suitability concern, not to penalise legitimate periods of unemployment, caring, study, travel or illness.

Recognising Safeguarding Concerns

Safeguarding concerns can arise from a disclosure, observation, allegation, pattern of behaviour, information from a third party or professional judgement. Examples include:

Physical, sexual, emotional or psychological abuse.

Neglect or acts of omission.

Domestic abuse.

Financial or material abuse.

Discriminatory or organisational abuse.

Modern slavery, trafficking, grooming or exploitation.

Self-neglect or serious welfare concerns.

Inappropriate professional boundaries or abuse of a position of trust.

Unexplained injuries, concerning behaviour changes or allegations against a worker.

Workers are not expected to investigate suspected abuse themselves. Their role is to recognise, respond, record and report.

Responding to a Safeguarding Concern or Disclosure

Immediate Danger

If anyone is in immediate danger or requires urgent medical assistance, staff must follow the emergency arrangements at the client site and contact the emergency services where appropriate. Once immediate safety has been addressed, StaffAsset must be informed without unnecessary delay.

What the Worker must Do

Remain calm and prioritise immediate safety.

Listen carefully and take the concern seriously.

Do not promise absolute confidentiality.

Do not investigate, confront an alleged perpetrator or ask unnecessary leading questions.

Record the facts accurately, including the date, time, location, persons present and, where relevant, the person’s own words as closely as possible.

Report promptly to the client's safeguarding lead/responsible manager and to StaffAsset.

Preserve relevant evidence and cooperate with subsequent enquiries.

StaffAsset Safeguarding escalation: 07305 550568

Allegations Against a StaffAsset Worker

Any allegation that a StaffAsset worker has harmed, may have harmed, or behaved in a way that raises a safeguarding concern will be treated seriously. Safeguarding considerations take priority over commercial considerations:

Notify the client safeguarding lead and StaffAsset Director promptly.

Consider immediate removal from the assignment or restriction of duties without prejudging the outcome.

Preserve relevant records and evidence.

Cooperate with the client's safeguarding process and statutory authorities.

Consider notification or referral to the relevant professional regulator and/or DBS where required.

Document decisions, reasons, actions and review dates.

DBS Referral and Regulatory Escalation

Where the statutory criteria for a referral to the Disclosure and Barring Service are met, StaffAsset will fulfil any applicable referral duty. The Director will ensure the decision and supporting rationale are documented. Where a regulated professional is involved, StaffAsset will also consider whether notification to the relevant professional regulator is required or appropriate.

StaffAsset will cooperate with police, safeguarding authorities, DBS, professional regulators and contracting authorities where required by law or necessary to protect a person from harm.

Confidentiality, Information Sharing and Data Protection

Safeguarding information is sensitive and will be handled on a need-to-know basis. Records must be factual, accurate, dated, securely stored and access controlled. Information may be shared where there is a lawful and legitimate safeguarding reason to do so.

Data protection requirements must be respected, but they must not be misinterpreted as preventing necessary and lawful safeguarding action.

Where there is any uncertainty regarding the appropriate action to take, staff must seek guidance from the Director or designated Safeguarding Lead without delay.

Whistleblowing and Escalation

StaffAsset encourages workers to raise genuine safeguarding concerns in good faith. If a worker believes a concern has not been addressed appropriately, they should escalate it to the StaffAsset Director and use the client's escalation or whistleblowing arrangements where appropriate. Retaliation against a person for raising a genuine concern in good faith is not acceptable.

StaffAsset safeguarding escalation: 07305 550568

Training, Awareness and Professional Boundaries

Workers assigned to safeguarding-sensitive environments must have safeguarding knowledge and training appropriate to their role and the client's requirements. StaffAsset will communicate safeguarding expectations during recruitment and onboarding and may require refresher or client-specific training.

Workers must maintain professional boundaries, avoid inappropriate relationships or communications with service users, and comply with client policies concerning gifts, social media, lone working, physical contact and use of personal devices.

Monitoring, Audit and Policy Breaches

StaffAsset will monitor compliance through candidate-file reviews, DBS and registration checks, reference audits, training records, client feedback, incident reviews and corrective-action tracking.

Failure to comply with this Policy may result in removal from assignment and/or disciplinary or contractual action. Serious matters may be referred to the client, police, safeguarding authorities, DBS or a professional regulator.

Review and Continuous Improvement

This Policy will be reviewed at least annually and earlier following a safeguarding incident, significant complaint, change in legislation or client requirements, audit findings or lessons learned. Material amendments require Director approval.