Recruiting a Personal Assistant

There are some checks you'll need to do before someone starts working for you:

• Checks employers can make

This section includes information on reference requesting, checking somebody's right to work in the UK and information around DBS checks.

Reference requesting

When recruiting a Personal Assistant, professional and character references play a crucial role in confirming their qualifications and character. These references are especially important for verifying professional experience and evaluating personal attributes, ensuring that the candidate is well-suited for the responsibilities in social care.

• Do the right checks and information about references

Right to Work checks

You also need to check that the Personal Assistant you have chosen has the right to work in the UK. You should check and keep a copy of certain documents before your Personal Assistant starts working for you.

These documents can depend on the type of worker you are employing but usually include:

• British or European passport
• A birth certificate confirming that they were born in the UK or Republic of Ireland
• A letter from the Home Office confirming they have a legal right to work in the UK.

For more information about right to work checks, visit the GOV.UK website and use the tool below:

• Legal right to work in the UK check tool - GOV.UK

Watch the video on the UK right to work checks

Reference checks

You can request references by:

• Email or post – this is often the best way to get the most information. You can send a copy of the job description so that the referee understands what the job involves.
• Phone – this is often quicker than waiting for a reference in writing and some people feel more comfortable saying things over the phone. However, a short phone call does not always give the referee enough time to think about their answer or consider what the job involves. You should follow up a phone reference with a written reference.
• Via the candidate – if the candidate provides you with a reference before you have requested it, you should follow up with the referee by phone.

DBS checks

DBS stands for Disclosure and Barring Service, and a DBS check helps you to know whether people have a criminal conviction.

• A DBS check should only be completed for the successful job applicant

For more information on DBS checks, you can visit the GOV.UK website.

Overview

A Disclosure and Barring Service (DBS) check is a document that shows information held by police and government departments about someone’s criminal record. This may include convictions, cautions, warnings and information held on the Barred Persons list. It is used to help check whether someone is suitable to work with children or adults at risk.

Who can request a DBS check?

Direct Payment users and Individual Employers cannot request for a DBS check themselves. This rule applies to anyone using a Direct Payment or paying for their own care and support.

Only Hampshire County Council or an approved umbrella organisation can request a DBS check for a Personal Assistant (PA).

Hampshire County Council’s role

Hampshire County Council will request an enhanced DBS check for a PA, upon request from an individual employer or their representative.

• If you are over 18 or the person you represent is and you require a DBS check for a PA, please contact the Direct Payment Support Service (DPSS), our contact details are on the last page of this information sheet. The DPSS will start the DBS procedure and carry out any in-person ID verification. The DPSS will require the name of the PA, their email address and date of birth.  The DPSS contact details are on the last page of this document.
• If you require a DBS check for a PA supporting a child, please contact your allocated children’s social work team.
• The cost of the DBS is free to the individual.

When is a DBS check required?

• PAs supporting adults: There is no legal requirement for a DBS check unless Hampshire County Council decide that there are safeguarding risks that would otherwise need to be managed.  Hampshire County Council request an enhanced DBS as standard practice.
• When a PA is supporting an adult when a child is in the household: It is a legal requirement for a PA to have an enhanced DBS check.
• PAs supporting children: A PA must have an enhanced DBS check.
• PAs who are employed by an authorised person: DBS checks should be completed for any PAs working with an individual whose Direct Payment is received by an authorised person.

How Hampshire PA Finder fits into the DBS process

If you recruit a PA through Hampshire PA Finder, you should still follow the DBS process below:

1. Hampshire County Council or an umbrella organisation will arrange the DBS check.
2. The PA completes the online application after receiving the link and instructions.
3. The PA will receive the outcome of the DBS check, please ask your PA to present the DBS check to you upon receipt.

 Quick Summary

Helpful tips for Individual Employers

• If using Hampshire PA Finder, remember the matching tool does not replace the DBS process.
• Contact the Direct Payment Support Service to arrange a DBS check, contact details on the final page.
• If unsure about safeguarding risks, speak to your allocated social work team.
• If supporting a child, DBS checks are always required.

External links to more information about DBS checks

• DBS Checks - Hampshire County Council
• DBS Checks - GOV.UK