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Easy employment checks

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HR Heads who have a security or safeguarding concern will tell you that employment checks are critical. A lack of diligence can keep HR Heads up at night. So how do you make sure that employment checks are thorough and completed successfully before new employees start work?

The right checks

Some employers apply the same checks to every starter. Others modify those checks to suit different roles. For example in a school, Governors must be subjected to checks but those checks may be different to checks for a full-time teacher. In a Care Provider an office worker may never come into contact with vulnerable services users so check related to safeguarding may be unnecessary.

Defining and correctly using more than one checklist is therefore mandatory for some employers whilst others may require only one checklist for every starter.

Sharing checks and evidence

Key to successful check management is to enable easy sharing. HR Heads want to easily access and navigate the employment check status for each new starter. HR Administrators and compliance officers need a list of outstanding checks and a quick audit of who completed each check so far. With a distributed workforce or remote working, secure online sharing of the evidence for each check is also valuable. That evidence could be passport image or proof of residency for example.

Critical checks

Some checks must be completed before start date and others can, on occasion, be left until after an employee’s start date. Checks to complete before start date are considered to be critical checks and understanding whether they are completed in time is a must.

Categories of check

Individual checks relate to referencing, others to personal details, others to disclosures / barring and so on. Understanding how individual checks relate to each category helps HR Heads and Officers answer questions like:

  • Which checks categories are incomplete for each starter?
  • Which categories are taking the longest?
  • What does my workload look like today?

Verification and audit

Only double checking confirms the successful completion of employment checks. HR Heads require a checklist to support senior oversight and verification of all completed checks. They may want verification of each individual check, just a few checks or none at all, depending on each type of starter. There is a balance to strike with safety versus workload, but the option to verify checks by approved verifiers is mandatory.

Identifying outstanding verification is also important. A verifier probably wants to avoid hunting for things to verify. Instead they most likely prefer rapid identification of all outstanding points of verification across all checks for all starters.

Check compliance

Completing a set of employment checks is one thing. Understanding whether they were completed to the employer’s satisfaction is another. What do we mean by that? Take a simple example; checking whether somebody successfully passed a risk assessment. If the prospective employee failed a risk assessment, the check response would be “No”. Expressing “No” completes the check, but it is not what is required and not compliant. Identifying non-compliant checks is essential to avoid on-boarding mistakes.

Checks as part of an ATS

Integrating employment checks into your Applicant Tracing System (ATS) is almost mandatory these days. Most of the information required to support each check can be supplied during the job application process. If it is already available in an ATS, it’s time to make use of it.

CVMinder ATS is one Applicant Tracking System that has a flexible employment check option. Employers can create one or more checklists with many options to support critical checks, categories and so on. It also helps HR Heads set appropriate permissions for check completion and verification.

In some circumstances employment checks may start prior to interview. In others they only commence only after an offer of employment. Embedding employment check management in your ATS should offer the flexibility to track and complete checks as the requirement dictates.

CVMinder ATS updates its Pre Employment Checks (PEC) module

On 1st August 2022 we released the new CVMinder ATS PEC module. To prepare for this development we discussed requirements with a number of our Ambassador customers. They are the key HR representatives of Care and Education providers. Each customer has different work styles and requirements when it comes to employment checking. By taking the best of all of the ideas we hope to satisfy everyone. So, what does our PEC module allow you to do?

  • Create different employment checklists for different types of employee.
  • Specify whether checks are critical.
  • Track overall checklist completion and critical check completion.
  • Attach checks to pre-defined categories or add your own.
  • Track checks completed by category.
  • Identify which checklists have outstanding verification in a new PEC page.
  • Specify compliant responses and indicate non-compliant checklists.
  • Alter permissions for staff so that they can access, edit or verify checks.
  • Upload and share evidence related to checks.
  • Automatically delete evidence after nominated period in line with data protection policies.
  • New reports

We hope that our customers enjoy the changes.

Want to know more about CVMinder? Just select the best ATS for Care or the best ATS for education. For any other industry please give us a call on 01634 202 101 as we would love to hear more about the way you recruit and what you would like to improve. You can ask for a free demonstration as new industries to us benefit from great incentives.


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