Across social care, where trust, safety, and quality of care are paramount, compliance checks aren’t just a tick-box exercise – they’re essential. From safeguarding vulnerable individuals to meeting stringent regulatory requirements, ensuring robust compliance is what keeps services running safely and legally.
Our team is not only well-versed in compliance requirements, but also deeply understands the importance of keeping soon-to-be new starters engaged throughout the checking process. It’s not always a straightforward task – which is why the technology we use plays a crucial role in streamlining processes and improving efficiency. That said, it never replaces the human touch. Real people, real conversations, and consistent communication remain at the heart of a smooth onboarding journey.
Let’s meet one of our dedicated specialists, who approaches this important task with confidence and care every single day…
James has been a Compliance Specialist at Cohesion since joining in January 2022. He was promoted to Senior Compliance Officer in July 2023. We caught up with James to delve into three of his top tips for a speedy and efficient onboarding process…
Organisations across social care have varying processes and requirements when it comes to onboarding a new hire. Across the variety of checks completed, the below tips can make the process more efficient and create a better experience for the candidate and hiring organisation alike.
Top tip #1 – Make sure the DBS is submitted with accurate information
When it comes to DBS checks, some will be completed in a matter of days, or in certain cases it can take weeks or even months. When this happens it can be frustrating for the candidate who is keen to start working with you as quickly as possible.
To prevent delays with DBS applications, make sure the names that the candidate has declared including any middle names are correct, as well as the address history. Even when you think you have everything covered, double check the correct information has been entered, and that there aren’t any undisclosed names or details missed from the application.
I’ve encountered delays because a candidate listed a different name on a previous DBS application – something we would have no way of knowing. To avoid this situation, I always call the candidate before submitting the application and ask them one final time if they have used any other names. Trust me, taking this extra step can save you a lot of stress later!
Did you know? You can escalate a delayed DBS when it has been in process for 60 days or more – your check provider might even do this automatically. Not all delays are eligible for immediate action — some police forces have backlogs that even escalations can’t instantly solve, but escalation does get the case prioritised.
Top tip #2 – Ask for specific information about references
When requesting references, it’s useful to contact the exact location of the organisation the employee worked. This may sound simple, but it’s much easier to get a reference from a specific store or local office, than it is going via head office and general email channels – which can often take longer. For example, if a candidate has worked via a recruitment agency with multiple offices across the country, ask the candidate which location this was for and contact the branch directly.
Another thing I always check with the candidate, is whether during their previous employment, they were known by any other names. This step is crucial in helping referees quickly locate the candidate’s records, rather than causing delays and confusion if they can’t find documentation – for example, if the candidate has recently married and changed their surname.
Did you know? Gaining upfront consent in writing from the candidate to request references from a previous employer can speed up the process.
Top tip #3 – Help the candidate to understand ID requirements
My final top tip to help make the onboarding process more efficient, is to make sure candidates are aware of the ID requirements as early in the process as possible. For example, maybe a candidate has recently left college and is excited to start working at your care organisation. They are offered the role, but they can’t submit a DBS application straight away because they haven’t registered for a bank account, or haven’t got a passport… delays here we come!
It is key to find out what ID the candidate has and hasn’t got – so that you can advise promptly if they need to apply for, or order new ID documentation. I have experienced this where a candidate has needed to open a new bank account as they didn’t have proof of address as they had just left school. Making sure candidates are aware of what is needed at the point of offer (or better still – during the recruitment process) can save valuable time. The sooner we can get the DBS submitted, the sooner a candidate will be able to start – win win for all.
Did you know? AI chat tools can be added to the process to help candidates understand the ID scenarios that are acceptable for Right to Work and DBS submissions.
I hope you find my top tips helpful — and if you’re already following these steps, even better!
Looking for advice about onboarding and compliance checks? Contact James – james.robinson@cohesionrecruitment.com.
Need help with Regulation 19 compliant checks for your new hires? Read about how our team helped one care organisation to reduce their offer-to-compliance turnaround to 16 days here.
