DBS Checks and Safer Recruitment: Getting It Right

Safer recruitment is not just a regulatory requirement — it is the foundation of safeguarding in residential care. Every adult who has contact with young people in your service must be vetted through a robust recruitment process that includes, but extends far beyond, a DBS check. This guide covers the DBS process in detail, the Update Service, how to handle disclosures, and the ongoing monitoring that many providers overlook.

Understanding DBS Check Levels

The Disclosure and Barring Service (DBS) operates three levels of check:

Basic check. Shows unspent convictions only. This is insufficient for anyone working in a regulated care setting with children.

Standard check. Shows spent and unspent convictions, cautions, reprimands, and warnings. This level is not commonly used in children's care settings.

Enhanced check with barred list. Shows everything on a standard check, plus any information held by local police that is considered relevant, plus a check against the children's barred list. This is the level required for anyone working in a regulated activity with children, which includes all staff in a supported accommodation setting.

Every member of staff — permanent, agency, bank, volunteer — who will have unsupervised contact with young people must have an enhanced DBS check with a children's barred list check. There are no exceptions.

The DBS Update Service

The DBS Update Service allows individuals to keep their DBS certificate current. For an annual fee (currently paid by the individual, though many employers cover it), the certificate can be checked online by any employer, removing the need for a new application each time the person changes jobs.

Benefits for providers. The Update Service allows you to verify a new starter's DBS status instantly, rather than waiting weeks for a new application to be processed. It also enables ongoing monitoring: you can re-check a certificate at any time to see if new information has been added since it was issued.

Checking the Update Service. To check a certificate on the Update Service, you need the individual's consent, their DBS certificate number, their date of birth, and their surname. The check takes seconds and returns one of three results: "No change" (the certificate is still current), "Changed" (new information has been added), or "Cannot be found" (the certificate is not registered on the Update Service).

Important limitations. A "no change" result means no new information has been added to the DBS database since the certificate was issued. It does not mean the individual has not committed an offence — it means no new conviction, caution, or police intelligence has been recorded. The Update Service is a tool, not a guarantee.

What Happens When There Is a Disclosure

When a DBS check reveals information — whether a conviction, caution, or police intelligence — this does not automatically disqualify the individual from working in your service. However, it does trigger a mandatory risk assessment process.

The risk assessment. You must conduct a documented risk assessment that considers the nature of the offence, its relevance to the role, how long ago it occurred, the individual's age at the time, any pattern of behaviour, and any mitigating circumstances. The assessment should be conducted by the registered manager (or a more senior person) and the decision recorded.

Barred list match. If the DBS check reveals that the individual is on the children's barred list, there is no discretion. You must not employ them in any role that involves regulated activity with children. Knowingly employing a barred person is a criminal offence.

Conditional employment. In some cases, a risk assessment may conclude that the individual can work in your service with conditions — for example, they may not be permitted to administer medication, or they may require enhanced supervision for a defined period. Any conditions must be documented and monitored.

Beyond the DBS Check

A DBS check is one element of safer recruitment, not the whole process. Ofsted inspectors assess the entirety of your recruitment practice, including:

Application forms. Use a structured application form that requires a full employment history with explanations for any gaps. Self-declaration of criminal history should be sought before the DBS check is received.

References. Obtain references from the two most recent employers, including the current or most recent employer. References should be sought directly from the organisation, not from personal contacts. Telephone follow-up on written references is good practice.

Interview. Interviews should include safeguarding-focused questions. "What would you do if a young person disclosed abuse?" is a minimum. Explore the candidate's values, their understanding of professional boundaries, and their approach to challenging behaviour.

Qualifications verification. Verify original certificates for all claimed qualifications. Do not rely on photocopies or the candidate's word.

Right to work. Confirm the individual's legal right to work in the UK and retain copies of the relevant documentation.

Induction. A thorough induction is the bridge between recruitment and practice. New staff should not work unsupervised until they have completed an induction that covers the home's policies, the young people's needs, safeguarding procedures, and medication protocols.

Ongoing Monitoring

Safer recruitment does not end once a person is employed. Providers must maintain ongoing vigilance:

Regular DBS re-checks. While there is no legal requirement to re-check DBS certificates at defined intervals, many providers do so every three years. If you use the Update Service, annual checks are trivially easy and strongly recommended.

Supervision. Regular supervision provides an opportunity to identify concerns about a staff member's conduct, competence, or personal circumstances that might affect their suitability.

Allegations and concerns. Have a clear process for managing allegations against staff. This should include immediate risk assessment, referral to the Local Authority Designated Officer (LADO) where appropriate, and suspension or reassignment pending investigation.

Whistleblowing. Ensure all staff know how to raise concerns about colleagues. A robust whistleblowing policy, backed by a culture that takes concerns seriously, is essential.

Record-Keeping

Maintain a single staff record that includes the DBS certificate number and date, the barred list check confirmation, the result of the Update Service check (if applicable), the risk assessment (if there was a disclosure), references, qualifications, and training records. This file should be auditable and produce a complete recruitment history for each member of staff.

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