Safer Recruitment Policy

1. Introduction and Commitment

Branch Baby Loss Network CIC (“Branch”) is committed to safeguarding and promoting the welfare of all individuals, particularly vulnerable adults, who come into contact with our organisation through our services, activities, and volunteers. We recognise that a robust and thorough recruitment process is essential to ensuring that all individuals working for or volunteering for Branch are suitable and safe to do so. This policy outlines the policies and procedures that Branch will follow to ensure safer recruitment practices are consistently applied.

This policy applies to all roles. It is underpinned by our commitment to equal opportunities and fairness in recruitment, whilst prioritising the safety and well-being of those we serve.

1. Promotion

Ways in which people can be made aware of opportunities include promotion

  • Via our network, such as our WhatsApp community and social media pages.

  • Via websites, such as funders, local community groups and foundations.

  • Social media – either groups relevant to our activity, or local town/village/community groups.

  • Posters in village/town, churches or mosques, doctors’ surgeries and shops. 

  • Through networks of those who come into contact with potential beneficiaries, such as relevant NHS or other statutory services and charities.    

Recruitment information will be made available in accessible formats where required, including alternative languages or adjustments for applicants with disabilities, to ensure an inclusive and fair recruitment process.

2. Application Process

2.1 Volunteer application forms:

  • All volunteer applicants will be required to complete a Volunteers Application Form.

  • The application form includes questions to determine the applicants age suitability and emergency contacts, as well as the applicants employment history and relevant volunteer roles, skills, experience and references.

  • The application form also includes questions to determine whether the applicant has already undergone any required training, such as safeguarding training, and DBS checks.

2.2 Staff opportunities:

  • We will utilise a range of recruitment channels to attract a diverse pool of suitable candidates.

  • For staff roles, clear and comprehensive job/role descriptions will be developed, outlining the responsibilities, duties, desired experience.

  • Detailed application forms will be tailored to the specific role to ascertain relevant qualifications and experience and carry out our risk assessment.

3. Selection Process

3.1 Interview and vetting process:

All potential applicants will be interviewed. We follow safer recruitment practices in that we: 

  • Plan our recruitment timeline to ensure we have enough time to vet each candidate.

  • Explain the required vetting procedures and carry out pre-employment checks required for the role, including DBS checks, qualification checks, reference checks and identity checks.

  • Inform candidates of our commitment to safeguarding those in our care and ensure all applicants are aware of our Safeguarding Adults Policy and Procedure.

  • Where relevant, we will verify the authenticity of qualifications and professional registrations.

  • Ask questions specifically related to the applicant’s suitability to work with vulnerable adults, where applicable. 

  • This may also include questions about any past disciplinary actions or allegations of harm.

3.2. Checks:

For all roles at Branch, the following checks will be mandatory:

  • Disclosure and Barring Service (DBS) Checks: Branch will conduct an Enhanced DBS check. 

  • Age Verification: Branch will verify the age of all applicants to ensure that no volunteer is under 18 years of age at the commencement of their volunteering role. This will be done through the examination of original identification documents such as a passport or driving license.

  • Identity Checks: We will verify the identity of all successful candidates by examining original photographic identification documents (e.g. passport, driving license with photo). We will also verify proof of address.

3.3 References:

  • Branch will seek at least two satisfactory references for all shortlisted candidates, and where the role involves working with vulnerable adults, one reference will ideally be from the candidate’s most recent employer or volunteering role involving similar responsibilities.

  • References will be requested directly from the referees provided by the candidate.

  • We will follow up on any discrepancies or concerns raised in references.

3.4 Exceptions:

We welcome anyone who wishes to volunteer to help us but there are some circumstances where this may not be possible. For example:

  • You must have the right to work in the UK and for some visitors to the UK (on visas), asylum seekers and refugees this may not always be the case, or.

  • The role you would like may require experience or professional skills you don’t have, and for some roles, there may be specific legal requirements that we must meet.  

We should stress that there are only a few occasions when this might apply, and we will always do our best to find a way to welcome you into our organisation.   

4. Training

We ensure all staff and volunteers are appropriately trained for their duties.

  • We require all staff and volunteers to be aware of our safeguarding policies and procedures including our Safeguarding Adults Policy and Procedure. 

  • Those in relevant roles such as Safeguarding Leads, community moderators and community meetup hosts are required to undertake the relevant level of Safeguarding Training and Suicide Awareness Training.

  • We also require all moderators to undertake Moderator Training.

The specific training requirements and frequency for roles will be set out in the relevant Handbook.

5. Induction

All new staff and volunteers will receive:

  • A thorough induction, which will include information on Branch’s safeguarding policies and procedures, code of conduct, and reporting mechanisms for safeguarding concerns.

  • A welcome and introduction into our work, including the relevant Handbook and on-the-job training for their role

  • Ongoing support and mentoring, and refresher training, as required. 

6. Ongoing Supervision and Management

  • Effective supervision and management are crucial for maintaining a safe environment. Line managers including Head Moderators, the Community Support Lead, and the Safeguarding Leads and other persons as required will be responsible for monitoring the conduct and performance of staff and volunteers.

  • Regular team meetings and formalised feedback processes will provide opportunities to discuss safeguarding matters, reinforce expected behaviours and ensure our team are up to date on policies and procedures, collective achievements and goals.

7. Policy Review

This Safer Recruitment Policy will be reviewed regularly, at least annually, or sooner in response to changes in legislation or best practice. The review will ensure that the policy remains effective and reflects Branch’s ongoing commitment to safeguarding.

8. Data Protection

All information obtained during the recruitment process, including DBS certificates and references, will be handled in accordance with the General Data Protection Regulation (GDPR) and Branch’s Data Protection Policy. This information will be stored securely and will only be accessed by those who need to see it as part of the recruitment process or ensuring compliance with our policies and procedures.

Last updated: April 2025