Recruitment and Selection Policy

honesty and integrity

Aim - To set out the minimum requirements of a recruitment process that will:

  • Attract and select the best possible applicants to vacancies
  • Deter, identify and reject prospective applicants who are unsuitable for work with children or young people
  • Meet statutory requirements of the Equality Act 2010
  • Treat all applicants fairly

Recruitment and Selection Procedures

At Valley Education Services (VES), we are vigilant in our recruitment procedures. We follow this procedure every time we recruit a new supply staff worker.


  • We use the VES website to advertise vacancies and sometimes use the job centre and other websites.
  • All our adverts include a ‘recruitment and selection policy statement’ which gives details of our equal opportunities policy and safe recruitment procedures. For example “Valley Education is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. All applicants are subject to a satisfactory enhanced check by the Disclosure and Barring Service and at least two independent references”.

Job application pack / recruitment materials

  • Any person enquiring about the post will be supplied with a job application pack which as a minimum, will include:
    • Person specification
    • An application form
    • A copy of our recruitment and selection policy
    • Information regarding APSCo
    • Guidance for Safer Working Practise October 2015
    • Safeguarding Policy
  • All applicants must complete, in full, an application form. CV’s will not be accepted.
  • We welcome applications from all sections of the community. Applicants will be considered on the basis of their suitability for the post, regardless of their marital status, age, gender, culture, religious belief, ethnic origin or sexual orientation.


  • Interviews will always be face to face.
  • At the interview, each candidate will be required to prove their identity against photo ID (for example a passport, birth certificate or driving licence) and also produce documents to prove they are eligible to work in the UK.
  • At the interview, candidates will be questioned using the same set criteria and same questions. The questions will be formulated from the essential criteria listed in the person specification and specific areas of childcare.
  • Candidates will always be required:
  • to explain satisfactorily any gaps in employment
  • to explain satisfactorily any anomalies or discrepancies in the information available
  • to declare any information that is likely to appear on a DBS (Disclosure and Barring Service) disclosure
  • to demonstrate their capacity to safeguard and protect the welfare of children and young people
  • Candidates will be required to declare, via the application form, that they are medically fit to undertake the role of supply worker.
  • VES staff must complete the interview notes sheet, recording any relevant information.

Employment checks 

  • Successful candidates will be offered the position as a supply worker subject to at least two references from previous employment or in the case of a newly qualified supply worker, their tutor and a personal or professional reference. These references will be taken up before employment commences.
  • Referees will be sought directly from the referee. References or testimonials provided by the candidate will never be accepted.
  • Referees will always be asked specific questions about:
    • the candidates suitability for working with children and young people
    • any disciplinary warnings, including time expired warnings that relate to the safeguarding of children
    • the candidates suitability for the new post
  • Successful candidates will be subject to an enhanced DBS check prior to starting work;
  • Enhanced DBS checks and processing will be carried out by VES staff, following registration
  • For candidates who have worked overseas, they may require an overseas police check, as it is likely that information will not be made available in a DBS check. Obtaining certificates of good contact from relevant embassies or police forces may be necessary. VES staff should also ask the candidate for additional referees, so that further checks can be made prior to placement. If a candidate is unable to provide an overseas police check then they must not be placed until all extended procedures have been followed
  • If a VES staff member has a query about a disclosure, they must discuss with their branch manager/safeguarding officer immediately. Where there is disclosed information, the client must receive a copy of the DBS certificate before the supply worker begins any placement
  • Portability is not accepted in VES. Any supply workers who are not subscribed to the update service must have a new DBS check processed via VES. NB It is the responsibility of the candidate to arrange subscription to the update service, as this cannot be done by VES.
  • Supply workers will not have unsupervised access to any children before the DBS check comes back and a decision is made about that person’s suitability
  • Should any information come to light after a worker is placed, VES should remove the supply worker from placement and follow the VES Suitability policy. No further placements should be provided until a discussion has taken place with VES.
  • For safeguarding issues, VES safeguarding policies and procedures must be followed
  • All qualifications will be checked against actual certificates and copies taken for personnel files, prior to any placement in a school.
  • All supply teachers must be registered with the EWC in order to work in a school.  VES staff must ensure that they acquire the individual EWC number during the registration process. For successful candidates, a report must then be printed off and placed in the individual file. Expiry date is noted on the availability sheet. In no circumstances must a teacher be placed if they do not have a live registration.
  • Any supply worker that wishes to be a teacher and has completed qualifications overseas, must be registered with the EWC in order to be placed.
  • VES will supply schools with a checklist to show that all checks have been carried out prior to placement.


  • For all supply workers, a candidate document is provided detailing expectations and policies and procedures regarding safeguarding are discussed and provided.
  • All supply workers are given access to VES staff via mobile telephone number and e-mail, should they require any help or support.
  • All supply workers will have access to a mentor and may be monitored for quality purposes whilst on assignment. Any further training and development needs will be identified and support offered.
  • Newly Qualified Teachers are solely responsible for recording and managing their sessions during their induction year.

Continued Suitability

  • Checks will be carried on a regular basis by VES to ensure continued suitability:
  • Feedback forms are available to clients who wish to comment on a supply workers performance. Regular weekly calls are also made to ensure fit and continued suitability
  • For regular supply workers – DBS updates will be checked quarterly for new information, EWC on an annual basis
  • A non-contact procedure is in place for those supply staff who have not responded to availability texts or phone calls



Date: September 2021

Review Date: September 2022

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