You might be familiar with the significant expense that comes with hiring the ‘wrong person.’ It costs not only in terms of money paid to the person but also in lost productivity, workplace goodwill, and even negative mileage on the brand reputation.

In the UK, background checks have become mandatory when employing any person. Whether you are employing a finance manager, a delivery driver, or a babysitter, screening is a must.

The recent Development Access technology advertises the turnaround of background checks within as little as a few hours. How easy it sounds: “checking someone’s background.”

However, that is possibly the only easy thing about it. Meanwhile, there are certain laws, facts, and good practices that you definitely cannot ignore in this process.

So, what are you going to do? Well, let us discuss this together step-by-step, with some interesting examples along the way.

Here is a detailed overview of how to do a background check in the UK:

Importance of Background Checks in the UK

So, picture that you are running a growing tech start-up. Ahead of you is a project manager who will have access to confidential client information. Everything appears perfect on paper: years of experience, a well-polished LinkedIn profile, and a brilliant round of interviews. But without an appropriate pre-employment background check, you might never find out that the person was actually terminated from their last job for data breaches.

This is not about distrust; it is about protecting your organisation, the employees, and the clients. Employee background screening validates the identity, claims of skills, and qualifications of a candidate, along with the potential risks involved.

In childcare, finance, and logistics, background checks are often considered not only best practice but also legal requirements. But even beyond these sectors, it can safeguard you against some serious issues later on.

Types of Background Checks in the UK

Background checks are not really intended to fit all. Depending on the position, different levels of screening may be needed.

1. Right to Work Check

To begin with, UK law requires employers to establish a candidate’s right to work in the UK for any position. Normally, this means checking original documents such as passports and biometric residence permits. 

Example: You hire a warehouse assistant without checking their right to work. Months later, immigration authorities investigate, and you could face a fine of up to £20,000 per illegal worker. 

2. DBS Checks (Criminal Record Checks)

Discovers criminal records with the DBS (Disclosure and Barring Service) check. Three levels: Basic, Standard, and Enhanced. Which level is required depends on the function. 

Example: Enhanced DBS checks are required by the school that employs a teaching assistant. This level includes spent and unspent convictions, cautions, and related police information.

3. Verification of Employment Record

It provides confirmation that a person indeed worked at the place where they stated they worked and for how long.

Example: A sales executive claims to have 10 years of experience, but that experience consists only of short contracts that ended suddenly. A quick employment record check reveals the truth.

4. Education and Qualification Check

This assumes greater importance for jobs requiring professional training, a degree, or certification before acceptance into employment.

Example: A construction company “employs” a site manager with the necessary qualifications, only to discover that he had forged his certificates.

5. Credit History Checks

For those positions where financial responsibility is involved, it has pertinence.

Example: A cashier with a poor credit history will flag a possible risk for roles that involve handling cash.

Steps to Conduct a Background Check in the UK

Here’s how you can make a thorough, compliant background check without veering into legal territory.

Step 1: Obtain Written Consent

The UK’s data protection laws (GDPR) require you to have explicit consent to do checks. As a rule, always advise candidates on what checks you intend to run and the reasoning behind them. 

Step 2: Pick Appropriate Checks for the Role

Don’t do all the checks available for every role. It would be an unnecessary intrusion. Keep the vetting process relevant to the role and required checks.

Step 3: Use Reliable Sources

Ensure you obtain checks through official channels to ensure accuracy. For example, if you are asking for a DBS check, request it through the Disclosure and Barring Service or through a registered umbrella body. 

Step 4: Confirm by Manual Check if Required

There are times when picking up the phone to a past employer or reviewing a university alumni database may confirm the facts faster than an automated check. 

Step 5: Store Information Securely

Once checks are completed, store that information securely and dispose of it properly in line with the rules of GDPR for the duration of storage required.

A Small Business Hiring a Driver

Suppose you are a small catering business based in Manchester, and you are recruiting a delivery driver. Your background checks may involve the following steps:

• Right to Work Checks: Confirm passport or other visa details.
• Driving Licence Checks: Confirm that the driving licence is valid and has not been revoked.
• Basic DBS Checks: Confirm that there is no relevant criminal record.

You are now satisfied with your checks, and within a couple of days, you have a complete, lawfully conducted, and clear view of whether this person is a safe person to employ.

Common Mistakes to Avoid

• Skipping Consent: Even if you believe you are not doing anything detrimental for the candidate, you must get consent under the GDPR rules to process their information.  
• Over-Checking: Since this role does not legally require an Enhanced DBS check, you are just needlessly delaying a hire and causing delays and resentment in the candidate’s experience.
• Ignoring Red Flags: If you had discrepancies in your checks that indicated relevance, check them out before you proceed with your hire.

Why Smart Workforce

Normally, background checks can be a huge muddle of forms, chasing referred contacts, and waiting for slow responses. That’s where Smart Workforce’s staff vetting feature is extremely useful.

With one single platform, you will be able to:

• Digitally request and store candidate consent.
• Verify the right checks instantly by finding and integrating the right official data source to check.
• Automate employment checks.
• Keep records secure and adhere to GDPR (or not if you don’t want to!).

Example: A retail chain based in London recently adopted Smart Workforce for its BS7858 staff vetting. While it normally takes the HR team three weeks to vet seasonal workers manually, with the system, the team completed the vetting process in less than four days, fully compliant the entire time.

Final Thoughts

A background check in the UK shouldn’t be about not trusting candidates. It’s about being able to hire confidently through informed decisions. The vetting process pays for itself multiple times over, whether that’s to avoid making a costly hiring mistake or to be diligent within the realm of UK law compliance.

Of course, you can manually piece together the process, but why would you want to? Having a Workforce management tool like Smart Workforce allows us to repurpose that experience from stressful administration activity to a slick, professional workflow.

The best hire is a trusted one. Not because you feel they are, but because you can work to know they are!

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