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    Application and Recruitment Process Explanatory Note

    Application and Recruitment Process

    Explanatory Note


    Plymouth College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.


    Furthermore, the school is committed to the development of positive policies to promote equal opportunities in employment regardless of race or colour, nationality or national or ethnic origins, religion or religious or philosophical belief, sex, pregnancy or maternity, sexual orientation or marital or civil partnership status, gender reassignment, age or disability.


    Appointment procedures are governed by the School’s principles of non-discrimination and are designed to achieve the best match between, on the one hand, the individual’s knowledge and skills, experience and character and, on the other hand, the requirements of the vacant post, recognising the need for flexibility to respond to changing conditions.


    The capability of the individual to perform in the position will be the major selection criterion but the ability both to work with others and to be trained, coupled with individual potential will be taken into account.  Carefully selected and validated skills may be tested as part of the selection process and will be administered by a suitably qualified tester.


    The following procedure will apply to the recruitment and appointment of all staff to Plymouth College.


    Application Form


    • Applications will only be accepted from candidates completing the enclosed Application Form in full.  CVs will not be accepted in substitution for completed Application Forms.


    • Candidates should be aware that all posts in the school involve some degree of responsibility for safeguarding children, although the extent of that responsibility will vary according to the nature of the post.  Please see job description for the post.


    • Candidates should disclose any unspent convictions, cautions, reprimands or warnings.  Please note that the amendments to the Exceptions Order 1975 (2013) provide that certain spent convictions and cautions are ‘protected’ and are not subject to disclosure to employers, and cannot be taken into account.  Guidance and criteria on the filtering of these cautions and convictions can be found at the Disclosure and Barring Service website


    • The successful applicant will be required to complete an enhanced check for regulated activity with the Disclosure and Barring Service.



    • We will seek references on shortlisted candidates and may approach previous employers for information to verify particular experience or qualifications, before interview.


    • If you are currently working with children, on either a paid or voluntary basis, your current employer will be asked about disciplinary offences, including disciplinary offences relating to children or young persons (whether the disciplinary sanction is current or time expired), and whether you have been the subject of any child protection allegations or concerns and if so the outcome of any enquiry or disciplinary procedure.  If you are not currently working with children but have done so in the past, that previous employer will be asked about those issues.  Where neither your current nor previous employment has involved working with children, your current employer will still be asked about your suitability to work with children, although it may where appropriate answer not applicable if your duties have not brought you into contact with children or young persons.


    • You should be aware that provision of false information is an offence and could result in the application being rejected or summary dismissal if the applicant has been selected and possible referral to the police and/or Disclosure and Barring Service.


    General Data Protection Regulations – Privacy Notice


    As part of the recruitment process Plymouth College will collect, process and hold personal data related to applicants in accordance with the General Data Protection Regulations (GDPR).


              This data includes:

    • The information contained within this application form and any covering letter
    • Data from identity documents that you may be asked to bring to interview
    • Information from referees
    • Data on the equal opportunities questionnaire


    The data will be stored as a hard copy in the vacancy file, electronically in the vacancy file on the e-mail system and the electronic recruitment folder.


    We have a legitimate interest in processing personal data as part of the recruitment process and for keeping records of the process. It allows us to manage the recruitment process and assess your suitability for employment. Some personal data is processed in order to meet a legal or statutory requirement, such as checking your eligibility to work in the UK and to undertake a Disclosure and Barring Service (DBS) check prior to employment. Data from the equal opportunities questionnaire may be to monitor recruitment statistics and to determine whether to make reasonable adjustments for candidates who have a disability. We may also need to process data from job applicants to respond to and defend against legal claims.


    This data may be shared internally with College staff and governors for the purposes of the recruitment process. It may be shared externally with referees if you are called for interview, and Atlantic Data (our DBS processing company) and the DBS for the processing of a DBS check as part of any offer of employment.


    Our internal controls ensure that your data is not misused, misplaced or inappropriately disclosed or accessed, and is processed as part of legitimate aims and within the proper performance of our duties.


           If your application is unsuccessful your data will be held for a maximum of 6 months after the end of the recruitment process, after which point it will be deleted or destroyed.  Equal opportunities information will be held on an anonymised monitoring form and will be deleted after the processing of the information for annual recruitment statistics. If you are appointed to a role with the College your data will be transferred to your Personnel file and retained during your employment and you will be provided with a new privacy notice at that point.


          Your Rights – you have the right to: access and obtain a copy of your data on request; require us to change incorrect or incomplete data; require us to delete or stop processing your data e.g. where it is no longer necessary for the purposes of processing.  If you would like to exercise any of these rights you should contact Sarah Wills on If you believe the College has not complied with your data protection rights you can complain to the Information Commissioner.


          You are under no obligation to provide us with this data during the recruitment process however if you do not provide it we may not be able to process your application properly or at all.


    Invitation to Interview


    • If you are invited to interview, your suitability to work with children will be investigated.


    • All candidates invited to interview must bring with them:


    • if the candidate subscribes to the DBS update service, the original disclosure, or


    • sufficient documents to initiate a DBS disclosure 


    • proof of identification


    • proof of right to work in the UK


    • where appropriate, any documentation evidencing a change of name


    • original documents confirming any educational and professional qualifications that are necessary or relevant for the post


    Please note that originals of the above are necessary. Photocopies or certified copies are not sufficient.


    The school will take copies of the documents listed above which, if successful, will be kept on file until the DBS is completed.


    Conditional Offer of Appointment: Pre-Appointment Checks


    Any offer to a successful candidate will be conditional upon


    • receipt of at least two satisfactory references from previous employers (if these have not already been received) and check of employment history


    • proof of identity and qualifications


    • a satisfactory enhanced check for regulated activity with the DBS including a check of the DBS Children’s Barred List or a satisfactory update where the candidate subscribes to the DBS update service


    • a prohibition from teaching and/or management check (where applicable)


    • where the successful candidate has worked or been resident overseas in the previous five years, such checks and confirmations as the school may require in accordance with statutory guidance


    • satisfactory completion of the probationary period


    • receipt of a completed Employment Health Questionnaire which will be studied by the School Nurse




    Where a candidate is:


    • found to be on DBS Children’s Barred List, or the DBS disclosure/update shows s/he has been disqualified from working with children by a Court; or
    • found to have provided false information in, or in support of, his/her application; or
    • the subject of serious expressions of concern as to his/her suitability to work with children


    the facts will be reported to the Police and/or the Disclosure and Barring Service.


    September 2018

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