Safer Recruitment Policy

Wise Owls Childcare recognises that our staff team is essential to delivering safe, high-quality childcare. We are committed to safer recruitment practices that ensure all individuals employed are suitable to work with children, meet EYFS requirements, and uphold the values of the organisation.

Our recruitment approach is strategic, professional, and aligned with our Equality, Diversity and Inclusion principles. All hiring decisions must be fair, transparent, and free from discrimination.

This policy sets out the recruitment, selection, vetting, induction, and training procedures followed by Wise Owls Childcare to ensure:

Only suitable, safe, and appropriately skilled individuals are employed

All statutory EYFS responsibilities are met

A consistent, rigorous safer recruitment process is implemented

Staff receive appropriate induction and training

This policy applies to:

All employees involved in recruitment

All job applicants (internal and external)

Volunteers, students, apprentices, and trainees

Agency staff used within the organisation

Recruitment process

Staff who are involved within the recruitment process all have safer recruitment training which is refreshed every 3 years.

The following steps are taken when recruiting:

1. Identify staffing need and discuss with HR.

2. Decide whether to recruit internally, externally, or both

Job Description & Person Specification.

Each role must have:

Clear purpose and responsibilities
Required qualifications and experience
Safeguarding responsibilities
Key personal attributes
Appropriate and attractive advertisement placed on indeed, Wise Owls website, social media channels and other suitable job sites and agencies. Job adverts must reflect Wise Owls’ values and be written clearly, avoiding jargon and gender coded language.
Potential candidates provide a CV.
A short list of candidates who match the skills requirement is drawn up.
Candidates are interviewed fully by HR, a Director or the Setting Manager about their work, qualifications and their abilities, skills and personality plus other relevant experience. Detailed notes of the interview are kept, and records of the interview are kept on Wise Owls ‘Recruitment tracker’.
If the setting Manager interviews candidates, the interview notes are cross checked by HR before any offer of employment is made.
The most suitable candidates then complete a trial at the setting where they are interviewed and observed by the Manager who then choices who will best suit the vacancy.
A further interview may take place if deemed necessary.
A Job Offer is sent to the best candidate offering employment.
A letter of acceptance is required from the candidate and details are obtained in advance of their employment to complete their staff file.
Candidate provides three forms of ID including photo identification
Unsuccessful candidates are informed by email if they reach the interviewing process.
Two References are obtained – first reference obtained is previous employer.
DBS checks are processed or if the new employee is on the DBS update service this is checked and certificate issued.
Contract of employment is issued outlining hours, job role, address, annual leave and the terms of employment.
The new employee is registered on the company’s staff website whereby they complete all of their personal details, medical conditions, pay information and they read the companies policies, procedures and make declarations regarding safeguarding.
New employee completes the mandatory training relevant to their job role – mandatory training is Level 2 Safeguarding / Designated Safeguarding lead, FGM awareness, Prevent Duty along with paediatric first aid and food hygiene, if necessary, to their role.
Staff uniform is issued
Name ID badges provided (Club staff).
Staff file is complete and on Sharepoint.

Interview procedure

Candidates informed their application has been successful

Interview arranged – HR provides the candidate with location, manager name, date, time, any important information such as serious allergens

Two interviewers are used wherever possible.

Interviews follow a structured format and include safeguarding related questions.

Interview notes are recorded and for successful applicants their interview notes are stored within their staff file.

Candidates are advised that the role requires an enhanced DBS check.

Trial Sessions

Shortlisted applicants complete an observed trial at the setting. The trial assesses:

Interaction with children

Professionalism and conduct

Understanding of safeguarding

Compatibility with team and setting ethos

Ability to carry out the Job Description

A second interview may be offered if needed.

Unsuccessful candidates are notified courteously by email.

Suitable Person Requirements

Wise Owls Childcare ensures all candidates demonstrate:

Calm, caring and consistent child focused care

Required qualifications or active progression towards them (e.g., NVQ Levels 2/3; Management Levels 3–6)

Mental and physical fitness to care for children

No known information that may pose a safeguarding risk

EYFS 2025 safer recruitment requirements

Wise Owls Childcare complies with the updated EYFS safer recruitment requirements, including:

Mandatory References Prior to Employment

Wise Owls must:

Obtain references before confirming employment

Ensure references come from the current or most recent employer, training provider, or educational setting

Not accept open references addressed “To whom it may concern” this must be addressed to the person requesting the reference for Wise Owls Childcare

Verify authenticity and follow up if information is vague or insufficient

Compare reference information with the application and resolve discrepancies

Establish reasons for leaving previous roles

Mandatory Recording of Vetting Information

We record and retain:

Identity checks (located in Staff file)

Qualification verification (located in Staff file)

DBS reference number (located in Single Central register)

Date of DBS check (located in Single Central register)

Name of the person who obtained the check (Reference record)

Pre Employment‑ Checks

Before employment starts, the following checks are completed:

Two Verified references (one from the most recent employer)

Right to work documentation

Three forms of ID, including photo ID

Enhanced DBS or Update Service status check

Barred list check (if applicable)

Qualification verification

Employment history verification

New Employee requirements:

Complete their details via the staff website

Provide personal, medical, and emergency information

Read all company policies and sign required declaration

Candidate completes Level 2 Safeguarding Training

Onboarding

Offer of Employment

HR issues a written offer of employment.

Candidate provides a written acceptance.

Contract and Documentation

The new employee receives a contract outlining:

Hours of work

Role and responsibilities

Location

Annual leave entitlement

Terms and conditions

Mandatory Training

Before any staff member begins with Wise Owls Childcare, we follow our Safer Recruitment Policy and Process in line with the requirements of the EYFS Framework. As appropriate, unqualified staff will work towards being given additional responsibilities as they complete each stage of Wise Owls Childcare’s onboarding and induction programme.

STAGE 1.1 (DBS IN PROCESS)

At this level, this person is not a key worker, should work closely with their buddy and requires full supervision at all times when on site. This person can be counted within ratio. At this stage they must not:

Change nappies if applicable

Administer medication or first aid,

Handle food and will not have access to child data.

Be left to supervise children at mealtimes

STAGE 1.2 (DBS IN PROCESS & FOOD HYGIENE TRAINING COMPLETE)

At this level, all of stage 1.1 applies, and in addition, once training is complete including Food Hygiene training (external) and Allergen Awareness training (external), plus all relevant internal policies and processes have been read and understood, this person can handle food and supervise children during mealtimes. Without the approved DBS, this person still requires full supervision at all times when on site.

STAGE 1.3 (DBS APPROVED, INTERNAL SAFER SLEEP AND NAPPY TRAINING COMPLETE WHERE APPLICABLE)

With an approved DBS, they can now change nappies following Nappy Changing assessment and conduct sleep checks following Safer Sleep training if applicable. They can access child data and log activity such as sleep checks, nappies and meals. Whilst they are not a key worker yet, they can cover for other staff in this capacity as required.

STAGE 1.4 (PAEDIATRIC FIRST AID COMPLETE)

With Paediatric First Aid training complete, this practitioner can now administer first aid and medication in accordance with our policies and processes.

STAGE 1.5 (EDUCATION TRAINING COMPLETE)

This practitioner can now be assigned key children and fulfil the responsibilities of a key worker as outlined in the Key Worker Policy and Parent Communication Framework (for Day Nurseries).

Induction Programme

All new employees require a good and effective induction programme when commencing employment in each setting and each role. It is not only a requirement in terms of providing safe practice, Wise Owls wants to invest time and effort in building those early foundations upon each new Wise Owls Childcare Employee which will base their ongoing employment, development and experience.

New staff receive:

Policies and Procedures

Job Description

Every employee will take part in our induction programme and will be supported in the following ways:

Regular meetings with Line Manager

Shadowing and learning from a work buddy

Line Manager Observations

Feedback and support

Final probation review

If successful HR then confirms successful completion of probation. Uniform is provided after a successful probationary period.

In some circumstances probation can be extended or terminated if unsuccessful.

Training and Development

All staff complete mandatory safeguarding and compliance training.

All nursery keyworkers have paediatric First Aid; club settings have at least two PFA certified staff present.

Staff are supported to undertake NVQ Level 2/3 qualifications and experience-based route qualification (EBR).

Managers and Deputies complete DSL training and Safer recruitment training

Staff receive ongoing CPD through IHASCO, NDNA and other approved providers.

Training plans are reviewed within one-to-one supervisions and appraisals in line with Job Description.

Unvetted Adults

No unvetted adult is ever permitted unsupervised access to children. All visitors must sign in and be escorted as per visitor policy.

Volunteers and Students

Always supernumerary

Never included in ratios unless meeting EYFS requirements (including PFA training for trainees)

Must be supervised at all times

Students under 17 require character confirmation from their school

Parental consent is required for child observations

Must complete their details in the form ‘Work experience details’ and must have a first day induction

Revoking Job Offers

Offers may be revoked if:

The candidate is not legally permitted to work in the UK

DBS check is unsatisfactory

References are poor or falsified

The candidate provides misleading information

The offer is not accepted by the stated deadline

This policy has been Updated to include the latest EYFS Safer Recruitment Requirements

Continuous Professional Development

At Wise Owls Childcare we value our staff highly. We believe that ongoing personal and professional development is essential for the delivery of high-quality learning and development opportunities for children in their early years

At the heart of this is our commitment to our company values of Nurture, Enjoyment, Belonging, Trust, Inspiration and Respect, alongside our guiding principles of Wise Within (wellbeing), Wise Wonder (curiosity and learning) and Wise World (care for others and our environment), which underpin all professional practice and development.

The overall quality of our nursery is underpinned by our staff having the appropriate qualifications, training, skills, knowledge, and a clear understanding of their job description and expectations, and how these are delivered in line with our values and behaviours.

Every staff member is given the opportunity to further develop their training, knowledge and skills through a comprehensive and targeted programme of professional development. High-quality professional supervision is also provided, this provides each staff member with support, coaching and training and promotes the interests of children. Each meeting is planned based on individual performance related targets, consistent and sharply focused observation and evaluations of the impact of staff’s practice, including how effectively they demonstrate our values in their daily interactions.

Schedule of professional development discussions led by Line Manager:

Day Nursery

January – One to One Supervision

April – Yearly Appraisal

July – One to One Supervision

October – One to One Supervision

Managers have a one-to-one supervision 6 months after their yearly appraisal and has regular support visits.

Club

July – Appraisals

December – one to one supervision

Due to part-time working professional development meetings are 6 months apart, Manager fully present within the club and if necessary one to ones are conducted more regularly along with daily check ins.

Professional Development Plans

Collaboratively with the employee, the Line Manager will produce a professional development plan which will include the following:

Individual Strengths and Areas for Development

The plan identifies:

Current strengths in practice

Areas requiring further development

Career aspirations

Training and qualification needs

Impact on outcomes for children

Development discussions should be based on individual performance targets, observations of practice and evaluation of impact

SMART Development Targets

Targets should be:

Specific

Measurable

Achievable

Relevant

Time-bound

Training and Qualification Progression

Development plans need to record:

Mandatory training

CPD courses attended

Qualifications being studied

Coaching received

Peer mentoring opportunities

Leadership opportunities

Wise Owls specifically promotes external training via Ihasco/NDNA, in-house training, mentoring, coaching and knowledge-sharing across the team along with reflective practice.

Impact Evaluation

Focus on impact rather than attendance at courses.

What training was completed?

What changed in practice?

How have these improved outcomes for children?

What evidence demonstrates the impact?

Head Office development meetings

Professional development meetings differ for Head Office staff and are organised around their work anniversary.

Managers will have a one-to-one supervision 6 months after their appraisal.

All other Head Office employees will have a one-to-one supervision every 12 weeks.

We strongly promote continuous professional development, and all staff have individual training records to enhance their skills and expertise, which are based on discussions at supervision meetings and appraisal meetings, including reflection on teamwork, wellbeing and positive contributions to a respectful and inclusive culture.

To facilitate the development of staff we:

Coach, mentor, lead and offer encouragement and support to achieve a high level of morale and motivation, promoting wellbeing.

Promote teamwork through ongoing communication, involvement and a supportive culture to enhance nursery practice and create a strong sense of belonging.

Provide opportunities for delegation based on skills and expertise to offer recognition and empower staff, encouraging confidence and inspiration.

Encourage staff to contribute ideas for change within the setting and hold regular staff meetings and team meetings to develop these ideas, valuing all perspectives.

Encourage staff to further their experience and knowledge by attending relevant external training courses.

Encourage staff to pass on their knowledge to those who are less experienced and share knowledge, inspiring others

Encourage staff to have a voice with regular staff surveys

Carry out regular supervision meetings with all staff. These provide opportunities for staff to discuss any issues, identify solutions to address issues as they arise and receive coaching to improve their personal effectiveness – including promoting respectful, open and honest communication.

Staff appraisals are carried out annually where objectives for staff are set out, while also identifying future achievable objectives along with understanding the employees short- and long-term goal. Appraisals will also review how individuals contribute to a positive and supportive environment for children and colleagues.

Promote a positive learning culture within the settings where everyone feels supported, included and able to thrive

Team Building events on site in March & September along with company events in June and December, fostering enjoyment, connection and team spirit.

Provide inductions to welcome all new staff and assign a ‘work buddy’ to coach, mentor and support new staff – helping them feel valued and included from the outset.

Offer ongoing support and guidance, ensuring all staff feel nurtured, valued and supported to thrive, promoting wellbeing, building confidence and belonging, and encouraging respectful, trusting relationships across the team

Last Reviewed July 2026