DBS Checks for Private Nanny & Household Staff – What Families Need to Know

At HomeOrganisers, we want families and candidates to feel confident, informed, and supported. Explore the sections below to better understand domestic staffing essentials – from salaries and safety checks to registration and useful links.

Often called a ‘criminal background check’, a DBS is the gold standard for verifying a candidate’s suitability to work in private homes.

We require candidates to have a clear, Enhanced DBS certificate, ideally registered with the DBS Update Service or issued within the last 12 months for positions that involve sole charge or supervision of children and domestic roles that involve contact with children or vulnerable adults.

If the Enhanced DBS certificate is issued outside of the 12-month period, the candidate will be required to apply for a new Enhanced DBS. We will inform you that the certificate is ‘in progress’ or that the candidate is happy to renew it upon acceptance of an Offer of Engagement.

We encourage all of our candidates to register with the DBS Update Service. This means the DBS is checked regularly, with consent given by the candidate.

For more information on DBS checks please visit the official DBS information page.

Overview

The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged to become the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks.

Enhanced Disclosure

  • Any person employed to look after children and sourced through HomeOrganisers will hold or apply for an Enhanced DBS check.
  • This is the highest level of check available to those regularly caring for, training, supervising, or being in sole charge of children.
  • It includes checking whether someone is on the DBS ‘barred list’ of individuals unsuitable for working with children or vulnerable adults.
  • It’s illegal for employers to hire someone for these roles if they are on the barred list.
  • A DBS check has no expiry date. Employers must decide when a new check is needed.
  • Since June 2013, DBS only issues one paper certificate to the applicant. Employers must request to see it.
  • Employers can use the DBS Update Service to track any changes to a certificate.

Who Can Apply for a DBS?

  • Applicants cannot apply for an Enhanced DBS on their own.
  • Families cannot apply directly as private individuals unless they are eligible to ask an ‘exempted question.’
  • HomeOrganisers is registered to apply for Enhanced DBS checks through Care Check.

What Is the Update Service?

  • This service keeps an individual’s DBS Certificate up to date and portable between roles.
  • Employers can run an online status check to see if new information has been added since the certificate was issued.
  • Candidates must register for the Update Service within 19 days of receiving their certificate.
  • Conviction data is checked weekly; non-conviction data is checked every 9 months.

Reusing a DBS Check

A DBS certificate reflects information available on a specific date and for a specific role. Employers must:

  • Verify the applicant’s identity matches the certificate.
  • Ensure the certificate is appropriate for the role in question.
  • Treat CRB-branded certificates the same as DBS-branded ones.
  • Run a free status check via the Update Service, if applicable.
  • Employers may accept a previously issued certificate without a status check at their own risk.

Security Features

Genuine certificates include:

  • A crown seal watermark down the right side.
  • A wave-like ‘Disclosure’ background pattern in alternating colours.
  • Ink and paper that change colour when wet.
  • CRB and DBS certificates share the same security features.

Overseas Applicants and UK Applicants Who Lived Abroad

  • Employers may request a Certificate of Good Character from the applicant’s country of origin.
  • This can sometimes be obtained through the embassy, with consent.
  • Processes differ between countries.

Referring Someone to the DBS

Employers must refer someone to the DBS if they:

  • Were dismissed due to harming a child or adult.
  • Were removed from regulated activity due to a risk of harm.
  • Resigned before dismissal for either of the above reasons.

For more information visit the DBS guidance site.

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