Tackling human error in safeguarding: new system launched at the HR Software Show last month

CIPHR at CIPD HR Software Show

Disclosure and Barring Service or visa checks, health & safety certificates, qualifications proof, and so many more pre-conditions to appointing staff are putting extra pressure on the HR team.

New requirements around employment legislation and safeguarding are being added regularly to the HR team’s workload. With less people doing more, there’s an increased risk of human error, as the HR team is busy on so many fronts.

But good technology can mitigate the risk of things going wrong.

We demonstrated a new system developed at the HR Software Show in London on the 14th and 15th of June.

Added to this, ZPG (Zoopla), already using our systems, opened Day Two of the Software Show’s Learning Sessions with a presentation on the pressures of compliance and safeguarding.

Our Head of IT, Peter Hawes says, “New requirements around employment legislation and safeguarding are being added regularly to the HR team’s workload. But good technology can mitigate the risk of things going wrong. We’ve created a system to help prevent essential tasks from slipping through the cracks.”

He says that the functionality was inspired initially to help schools with the evolving Single Central Record requirements. “But we soon found that compliance and safeguarding was a hot topic for all our clients,” he adds.

The ultimate goal is to deliver a one-stop system that automatically creates records showing all the steps taken to ensure safeguarding and compliance.

“We’ll either connect our client’s HR team to their own third-party checkers or we’ll work with partner-checking organisations to provide a holistic solution,” he explains.

“In the case of schools, for example our systems will plug into those companies conducting DBS checks.

We can create a second layer of checking, so once the certificate arrives, you’ll be able to assign it to someone else to verify it. That specialist might not be in HR.

We can make the record available to the staff member or new recruit as well as the HR team. And the system will create a paper trail, showing all the steps the organisation has taken to ensure it is compliant.”

He adds, “To help remove human error from safeguarding and compliance, perhaps an induction won’t be able to continue until the check has been confirmed.”

“Also, it has to be easy for a head teacher to call up the record to check it regularly, and to show the chair of governors that this was being done properly.”

In the case of independent schools, CIPHR is automating the processes, storing the data safely, and making it available as reports at the press of a button.

Many of our clients, not just schools, are finding themselves with new and evolving compliance requirements.

In the coming year the Senior Managers and Certificate Regime will extend to 60,000 new SMEs in the UK. And if that wasn’t enough, every business in the UK will feel the impact of the General Data Protection Regulation from May next year.

The sooner we can prepare our clients for all this with robust systems, the better.

Note: Single Central Record requirements apply to all staff and volunteers in maintained schools and independent schools (including academies and free schools), all members of the governing body, and the proprietors in proprietor-led schools. The checks include: an identity check, a barred list check, an enhanced DBS check, a prohibition from teaching check, further checks on people living or working outside the UK, a check of professional qualifications, a check to establish the person’s right to work in the United Kingdom; and in Independent schools (including academies and free schools), a section 128 prohibition check for people in management positions. Entries in the register must be evidenced by the person making the checks.

About CIPHR:


CIPHR’s SaaS HR systems help UK organisations to flourish, saving time and money, and supporting employee engagement.

We help hundreds of SMEs to manage hundreds of thousands of employees efficiently, here and abroad.

Website: www.ciphr.com

Our clients include: ZPG (Zoopla Property Group), Associated Press, Freud’s Communications, The White Company, Fred Perry, Natural History Museum, NHS24, PlusNet, S4C, The Big Lottery Fund, Greggs, Laterooms.com and M&C Saatchi.

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