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Safer Recruitment Policy

The Man In The Moon uses safe recruitment practices to ensure that all people working with the children in our care are safe and qualified to do so.

When recruiting paid crew members or volunteers, we will follow the procedures set out below.

Advertising the vacancy

We will advertise all vacancies, and any job advertisements will include a statement about our commitment to safeguarding children.

Initial enquiry

Upon enquiring about a vacancy, we will send potential candidates:

The application form includes:

  • Instructions that the application form must be completed by hand.

  • A declaration that all information is correct.

  • A section under the Rehabilitation of Offenders Act asks if the applicant has been awaiting a verdict, convicted, or cautioned or received a court order or warning for any offence that may affect their suitability for working with children.

  • A request for the contact details of two referees, one of which should be the last employer; (if this is the candidate's first job, their course tutor is a suitable alternative).

All applicants must submit a handwritten application form by the closing date. We will only accept CVs if they are accompanied by our standard application form completed as required.

Interview procedure

We will notify all candidates selected for an interview by letter. All candidates will be asked to bring to the following items to the interview:

  • Proof of identity, e.g. passport, driving licence or birth certificate.

  • Proof of address, e.g. recent utility bill (not mobile phone) or bank statement.

  • Proof of qualifications, i.e. the relevant certificates.

  • For non-British nationals, proof of the right to work in the UK (as required by the Asylum and Immigration Act 2006).


The interview will be conducted by at least two interviewers. All candidates will be asked the same set of questions. We will then ask additional questions about any other issues that arise from their application form. For example, the interviewers will follow up on any gaps in the candidate's employment history rigorously and ensure that they are satisfied with the explanation given, undertaking additional checks if necessary.

All candidates will also be asked to participate in a session with the children for an hour so that they can be observed interacting with the crew members and children.

When we have interviewed and observed all candidates, we will make our final selection.

Appointing a new crew member

When we have selected the successful candidate, we will:

  • Send them a written offer, which will clearly state that it is subject to the receipt of suitable references, the full sight of a satisfactory enhanced DBS certificate and their written confirmation that they are not disqualified from working with children.

  • Contact both referees for a reference, including asking them if they have any child protection concerns about the candidate.

  • Initiate an enhanced DBS check for the candidate, or if the candidate is subscribed to the DBS Update Service, review their current DBS certificate and check their status online.

  • Ask the candidate to complete a health questionnaire.

  • Notify any unsuccessful interviewees.​


We will also take photocopies of the new crew member's qualification certificates and proof of identity and keep these on file.

When a new crew member starts work we will give them:

  • Our terms and conditions, and get them to sign their contract; a copy of their contract will be kept on file.

  • All our policies, and ensure that they sign a Policy Confirmation Form to confirm that they have read and understood them; the signed form will be kept on file.​​

We will conduct a full induction and orientation programme with all new crew members.

DBS checks

We will obtain enhanced DBS disclosures for all crew members, students and volunteers who will work unsupervised with the children on a regular basis, or who have access to children's information,. If candidates have subscribed to the DBS Update Service we will carefully review their current DBS certificate and then check their status online. If there has been a change in their status since their last DBS certificate was issued we will obtain a new DBS disclosure for them.

New crew members will only be allowed to work unsupervised with children when we have had full sight of a satisfactory DBS certificate for them.

If we decide to allow a new crew member to begin work pending the completion of their DBS check, we will complete a written risk assessment first and they will not be allowed unsupervised access to the children until we have seen and reviewed their DBS certificate.

When we appoint a crew member, we will keep a record of the date and number of their DBS disclosure on our Central DBS Record. We will update the DBS checks for all crew members every 3 years.


We will not employ crew members or volunteers who have been convicted of an offence or have been subject to an order that disqualifies them from registration under regulations made under section 75 of the Childcare Act 2006. Note that a crew member can become disqualified if they live in the same household as another disqualified person, or if a disqualified person is employed in that household.

All new crew members must sign a declaration that they are not disqualified when they commence employment and all existing crew members must sign the declaration annually to confirm that their status has not changed. If a crew member becomes disqualified, we will terminate their employment and notify Ofsted.

Immigration status

The Man In The Moon is aware of the Asylum and Immigration Act requirements and will check the ability of all new starters to work in the UK.

Candidates are expected to provide documents confirming their status, usually a driving licence, passport, and NI number.​

Related policies: Safeguarding Policy.

​Reviewed: 10 May 2022

Review Period: 24 months​

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