DBS Checks for Employers – The Ultimate Guide

Hiring the right people is one of the most important responsibilities for any business. Employees play a crucial role in shaping an organisation’s culture, efficiency, and reputation. However, making a poor hiring decision can lead to serious consequences, including financial loss, legal trouble, and even damage to your company’s reputation.

To help businesses make informed recruitment decisions, the UK government provides DBS checks for employers through the Disclosure and Barring Service (DBS). These checks reveal any relevant criminal history of an applicant, helping employers assess whether an individual is suitable for a specific role.

This comprehensive guide will explain everything employers need to know about DBS checks, including the different types, legal obligations, application process, and best practices. Whether you are a small business owner, HR professional, or hiring manager, understanding DBS checks is crucial for ensuring compliance and workplace safety.

What is a DBS Check?

A DBS check, or Disclosure and Barring Service check, is a background screening process used by employers to verify whether a candidate has a criminal record. These checks are particularly important for roles that involve working with vulnerable individuals, such as children, elderly people, or those with disabilities.

Previously known as CRB checks (Criminal Records Bureau), DBS checks were introduced in 2012 when the CRB merged with the Independent Safeguarding Authority (ISA). The new system is designed to help employers make safer hiring decisions by providing access to criminal record information.

DBS checks can include details about spent and unspent convictions, cautions, reprimands, and warnings. In some cases, they also check whether an individual is on the barred list, meaning they are legally banned from working in certain roles.

Why Do Employers Need DBS Checks?

There are several reasons why DBS check for employers are necessary:

1. Protecting Vulnerable Groups – Employers must ensure that individuals working with children or vulnerable adults do not have a criminal history that could put them at risk.
2. Ensuring Legal Compliance – Certain roles, particularly in healthcare, education, and financial services, legally require a DBS check before employment.
3. Reducing Workplace Risk – Employees with serious criminal convictions may pose a risk to customers, colleagues, or company assets. Conducting DBS checks minimises this risk.
4. Maintaining Business Reputation – Companies that fail to conduct proper background screening may suffer reputational damage if an employee commits a serious offence.
5. Avoiding Financial and Legal Consequences – Hiring someone unsuitable for a regulated role can lead to lawsuits, fines, or loss of business licenses.

Who Needs a DBS Check?

Not every job requires a DBS check, but certain industries and professions are legally required to conduct them as part of their recruitment process. The level of DBS check required depends on the nature of the job, the level of responsibility, and whether the role involves working with vulnerable individuals.

1. Healthcare Sector

The healthcare industry is one of the most regulated sectors when it comes to background checks. People in medical professions often deal with vulnerable patients, so it’s essential to ensure that those providing care have a clean record.

Roles that require a DBS check in healthcare include:

• Doctors and Surgeons – Due to their access to sensitive patient data and their role in performing medical procedures.
• Nurses and Paramedics – Responsible for providing immediate care in life-threatening situations.
• Care Home Workers – Work closely with elderly or disabled individuals, who may be vulnerable to abuse or neglect.
• Mental Health Professionals – Require Enhanced DBS checks to ensure patient safety.
• Pharmacists – Handle controlled substances and work directly with patients.

2. Education Sector

People working in the education sector have a duty to safeguard children and young adults. Therefore, DBS check are required for most school-related roles, even if they do not involve direct teaching.

Jobs requiring DBS check in education include:

• Teachers and Teaching Assistants – As they work closely with students daily.
• School Support Staff – Including caretakers, administrative workers, and lunchtime supervisors, as they interact with children on school premises.
• Private Tutors - Even self-employed tutors may need an Enhanced DBS check, particularly if they teach underage students.
• School Governors – Hold a position of trust and influence over school policies and student welfare.

3. Financial and Legal Sectors

While many people associate DBS check with roles involving children or vulnerable adults, the financial and legal sectors also require background checks to prevent fraud and financial crime.

Roles that may require a Standard DBS check include:

• Bank Employees – Who handle sensitive financial data and customer funds.
• Accountants and Auditors – Trusted with financial reporting and compliance.
• Solicitors and Barristers – Responsible for handling confidential client cases.
• Estate Agents – Often deal with large sums of money and property transactions.

4. Security and Law Enforcement

Any job related to security, policing, or law enforcement typically requires a DBS check to ensure that employees do not have a criminal history that could compromise their ability to perform their duties.

Common roles requiring DBS check in security include:

• Police Officers – Must undergo an Enhanced DBS check due to their role in law enforcement.
• Security Guards and Door Supervisors – May require a Standard DBS check depending on their duties.
• Prison Officers - Work with offenders, some of whom may be vulnerable individuals.
• Private Investigators – Often handle sensitive legal and financial information.

5. Social Work and Community Services

Social workers and those in community service roles deal with vulnerable individuals, including children, domestic abuse victims, and the elderly.

DBS checks are required for:

• Social Workers and Youth Workers – Often work directly with children and families in difficult circumstances.
• Foster Carers and Adoption Agency Staff – Must pass an Enhanced DBS check with a barred list check before they can take on their roles.
• Charity Workers and Volunteers – If they work with vulnerable individuals, a DBS check may be required, even for unpaid roles.

6. Transport and Taxi Services

Drivers transporting children or vulnerable adults for work must undergo DBS checks.

Roles requiring checks include:

• Taxi Drivers - Transporting children or vulnerable adults may require an Enhanced DBS check.
• Bus Drivers (School Routes) – School bus drivers must pass a DBS check to ensure child safety.
• Delivery Drivers Handling Sensitive Packages – Some employers conduct DBS checks to prevent theft or fraud. roles.

Types of DBS Checks for Employers

There are different types of DBS checks, each with its own level of detail. Employers must determine which type of check is necessary based on the nature of the job.

1. Basic DBS Check

The Basic DBS checks is the most widely used and is available to anyone. It provides information about unspent convictions or cautions but does not include spent convictions or more detailed criminal records.

This check is suitable for:

• General employment roles where no high-risk responsibilities are involved.
• Self-employed individuals looking to reassure clients of their trustworthiness.
• Freelancers, contractors, or gig workers providing services to the public.

2. Standard DBS Check

A Standard DBS check includes:

• Both spent and unspent convictions.
• Cautions, warnings, and reprimands held on the Police National Computer (PNC).

It is commonly used for roles that require a higher level of integrity and trust, such as:

• Financial professionals (bank employees, accountants, auditors).
• Legal professionals (solicitors, barristers, legal advisors).
• Security industry workers (security guards, police officers, prison staff).

3. Enhanced DBS Check

The Enhanced DBS check is the most comprehensive and includes:

• All information in a Standard check.
• Additional police records that may be relevant to the role.
• Information held by local police forces, even if it did not lead to a conviction.

This check is required for:

• Teachers and school staff working with children.
• Healthcare professionals responsible for patient care.
• Social workers dealing with vulnerable individuals.

4. Enhanced DBS Check with Barred List Check

This is the highest level of background screening and includes:

• All information in an Enhanced DBS check.
• A check against the Children’s and Adults’ Barred Lists, which identifies individuals legally banned from working with vulnerable groups.

This is a mandatory requirement for:

• Foster carers and adoption workers.
• Doctors and nurses working directly with vulnerable patients.
• Child protection officers and youth workers.

Employers must ensure they request the correct level of DBS check for their industry. Misusing DBS checks or failing to conduct them where required can lead to legal consequences.

The Legal Side of DBS Checks

Employers must follow strict guidelines when conducting DBS checks. Failure to comply with these laws can lead to legal consequences.

Key UK Laws Governing DBS Checks

• Rehabilitation of Offenders Act 1974 – Determines which criminal records must be disclosed.
• Data Protection Act 2018 (GDPR) – Employers must store and handle DBS certificate data securely.
• Safeguarding Vulnerable Groups Act 2006 – Regulates working with children and vulnerable adults.

How to Apply for a DBS Check

Here’s a step-by-step guide for DBS checks for employers

• Determine the Level of Check Needed – Identify whether the role requires a Basic, Standard, or Enhanced DBS check.
• Collect Applicant Information – Obtain the candidate’s full name, address history, and National Insurance number.
• Verify Identity – The applicant must provide original ID documents (passport, driving licence, or utility bill).
• Submit the Application – Employers can apply through the DBS website or a registered provider like Avvanz.
• Track the Progress – Applications typically take 48 hours to 2 weeks, depending on the type of check.
• Review the DBS Certificate – The employer should check for any convictions and assess the risk.

Benefits of Online DBS Checks for Employers

With digital solutions, businesses can now complete DBS checks for employers faster and more efficiently.

• Faster Processing – Online applications take as little as 48 hours.
• Easy Tracking – Employers can monitor the application status in real-time.
• Secure Storage – Digital records prevent loss or data breaches.
• Cost-Effective – No paperwork, postage, or manual processing delays.
• Automated Compliance – Built-in safeguards ensure legal compliance.

Pro Tip: Using a trusted provider like Avvanz ensures secure, compliant, and error-free background checks.

How Avvanz Can Help with Secure & Compliant Background Screening

Hiring the wrong person can cost your business time, money, and reputation. That’s why partnering with a trusted DBS check provider is essential.

Why Choose Avvanz?

• Fast & Secure Background Screening – Get DBS checks processed in record time.
• Legal Compliance Guaranteed – Avoid data breaches and legal fines.
• Custom Solutions for Your Industry – From healthcare to finance, we cover it all.
• Global Screening Capability – Perfect for companies hiring internationally.

Ensure safe hiring with Avvanz’s award-winning background screening solutions.

Conclusion

Ensuring workplace safety and compliance should be a priority for every employer. Conducting DBS checks for employers is not just a legal necessity in some industries but also a responsible hiring practice. Whether you operate in healthcare, finance, education, or security, implementing a proper DBS screening process is essential for safeguarding your organisation.

If you want a fast, secure, and legally compliant DBS check process, consider Avvanz, a leading provider of background screening solutions. Request a Demo today and ensure your hiring decisions are backed by reliable background checks.

Frequently Asked Questions