How To Apply

Guidance Notes

Complete your application form as fully as possible because this is the only document the shortlisting panel will see (unless supporting information continues onto extra sheets, in which case, in the interest of equal opportunities your name will be blanked out from these extra sheets). Please note that shortlisting panels will not be sent any covering letters, CVs, copies of references, certificates or any other information enclosed with applications.

Your chance of being selected for interview will be greatly increased if you make special reference in your supporting information to the essential and desirable criteria listed in the person specification.

Job Offer

Any offer of employment will be subject to the satisfactory completion of employment checks – do not resign from your current employment until you have been advised that these checks are complete. This will include employment references, medical clearance from Occupational Health that you are fit to carry out the proposed work and, for some positions, checking professional qualifications and/or Criminal Records Bureau Enhanced/Standard Disclosure checks. We will send you a provisional offer letter and contract subject to the above in the first instance and when these checks have been completed to our satisfaction we will agree and confirm an official start date with you.

References

Two references are required with the individual’s name, company name and full address. Check beforehand that your referees are willing to supply a reference. Both referees must be able to comment upon the standard of your work/career background and one of them must be from your present/last employer. WE CANNOT ACCEPT PERSONAL REFERENCES.

Asylum and Immigration

Checking The Right to Live and Work in the UK. We have a duty under The Asylum and Immigration Act 1996 to consider your eligibility to work in the United Kingdom. We must now check all potential employees before they start work to ensure only those able to work legally are offered employment. You will be asked to provide relevant documents that will enable us to complete these checks. If you need help or advice regarding asylum and immigration checks please vist the following website:  www.bia.homeoffice.gov.uk/ 


Criminal Records Bureau Disclosures

Recruitment Of Ex-Offenders - Policy Statement

As an organisation using the Criminal Records Bureau (CRB) Disclosure Service to assess applicants’ suitability for positions of trust, Exeter City Council complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed.

Exeter City Council is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.

We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applicants from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience.

A Disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position.

Where a Disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to a designated person within Exeter City Council and we guarantee that this information is only to be seen by those who need to see it as part of the recruitment process.

Unless the nature of the position allows Exeter City Council to ask questions about your entire criminal record we only ask about ‘unspent’ convictions as defined in the rehabilitation of Offenders Act 1974.

The rehabilitation of Offenders Act helps rehabilitated ex-offenders back into work by allowing them not to declare criminal convictions after the rehabilitation period set by the Court has elapsed and the convictions become “spent”. During the rehabilitation period, convictions are referred to as “unspent” convictions and must be declared to employers.

Before you can be considered for appointment with the Council we need to be satisfied about your character and suitability. However, the Council undertakes not to discriminate unfairly against applicants on the basis of a criminal conviction or other information declared.

We ensure that all those in Exeter City Council who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders e.g. the Rehabilitation of Offenders Act 1974.

At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.

We make every subject of a CRB Disclosure aware of the existence of the CRB Code of Practice and make a copy available on request. We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment.

Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences.

Policy Statement On Secure Storage, Handling, Use, Retention And Disposal Of Disclosures And Information

General Principles

As an organisation using the Criminal Records Bureau (CRB) Disclosure Service to help assess the suitability of applicants for positions of trust, Exeter City Council complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure Information. It also complies fully with its obligations under the Data Protection Act and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information and has a written policy on these matters, which is available to those who wish to see it on request.

Storage and Access

Disclosure information is never kept on an applicant’s personnel file and is always kept separately and securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.

Handling

In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and we recognise that it is a criminal offence to pass this information to anyone who is not entitled to receive it.

Usage

Disclosure information is only used for the specific purpose for which it was requested and for which the applicant’s full consent has been given.

Retention

We do not keep disclosure information for any longer than is absolutely necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than six-months, we will consult the CRB about this and will give full consideration to the Data Protection and Human Rights individual subject before doing so. Throughout this time, the usual condition regarding safe storage and strictly controlled access will prevail.

Disposal

Once the retention period has elapsed, we will ensure that any Disclosure information is immediately suitably destroyed by secure means, i.e. by shredding. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure. However, notwithstanding the above, we may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

Data Protection

Privacy statement

Exeter City Council is fully committed to compliance with the Data Protection Act 1998 and the following principles will apply when we handle your personal information.

General Principles

• Your personal information will only be processed with your knowledge.
• Only the information that is actually needed will be collected and processed.
• Your personal information will only be seen by those who need to see it.
• Personal information will only be retained only for as long as it is required.
• Decisions affecting you will only be made on the basis of reliable and up-to-date information supplied by CRB.
• Your information is protected from unauthorised or accidental disclosure.
• We will provide you with a copy of your personal information on request.
• Inaccurate or misleading data will be corrected as soon as possible.
• Disputes will be handled promptly by CRB for which there are procedures in place.

USEFUL NUMBERS/ADDRESSES

CRB Application Line: 0870 90 90 844
CRB Information Line: 0870 90 90 811
CRB Disputes Line: 0870 90 90 778

www.crb.gov.uk

www.disclosure.gov.uk

dataprotection@crb.gsi.gov.uk

The Data Protection officer, CRB Policy Section,PO Box 110, Liverpool L3 6ZZ

The Officer of the Information Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 01625 545 745. www.dataprotection.gov.uk

Vetting & Barring Scheme (VBS) - Independent Safeguarding Authority
Visit their website for full details  www.isa-gov.org.uk or call the VBS call centre on 0300 123 1111

Launched 12 October 2009

The three current barred lists (POCA, POVA and List 99) will be replaced by two new barred lists administered by the ISA, the 'Children's List' and the 'Vulnerable Adults' List'.

Employers, social services and professional regulators will have a duty to refer information about individuals who may pose a risk to children and vulnerable adults to the ISA. This will ensure that any potential threats to vulnerable groups can be identified and dealt with effectively.

There will be criminal penalties introduced for barred individuals who seek to undertake work with vulnerable groups and for any employers who knowingly take them on.

The eligibility criteria for Enhanced CRB checks will be extended to include anyone working in a regulated activity with a Regulated Activity Provider.

The current POVAFirst service will be renamed 'ISA Adult First' service to reflect the replacement of the POVA list.

New CRB Applications Forms

New forms will be available from July 2010. The old forms will continue to be used until then.

Standard Checks

Standard Checks will no longer available for those working with children or vulnerable adults. From 12 October 2009 a Standard check will only reveal information held on PNC and will no longer reveal information from the three current lists or the new barred lists.

Applying for work in a regulated activity

Anyone applying to work in a regulated activity under the new eligibility criteria should apply for an Enhanced CRB check. Follow the link through for the definition of regulated and controlled activities http://www.isa-gov.org.uk/PDF/283896_ISA_A4_FactSheetNo3.pdf

The Enhanced Certificate will show the results of a check of the two new barred lists.

ISA Adult First Service

This will offer you the same service as the POVA First service. Only the name will change. 

Regulated Activities

These involve contact with children or vulnerable adults -

Of a specified nature e.g. teaching, training, care, supervision, advice, treatment or transport.

Or in a specified place e.g. schools, children's homes & hospitals, juvenile detention facilities, adult care homes.

And also, frequently, intensively and/or overnight - once a month, or three or more occasions in a period of 30 days, or overnight between 2 - 6am.

This also covers Fostering and 'Defined Office Holders' e.g. Directors of Children's services, Trustees of children's charities, School Govenors.

No distinction is made between paid and volunatry work.

More guidance is available on the CRB website and ISA website.

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