What is a background check for employment?

Employee background checks are a standard part of the hiring process in the United Kingdom, aimed at protecting your business and ensuring that a new hire is qualified for the job. Background checks are typically conducted at the pre-screening phase of the recruitment process and aim to verify that the candidate is who they claim to be in their application. They ensure businesses have an accurate understanding of their applicants and are essential and standard procedures in the UK. 

These checks can vary in scope but typically include checking for criminal records and contacting previous employers to confirm employment history. Essentially, these checks serve as a legal review of a candidate’s criminal and work background. By validating the honesty of the candidate, background checks play an important role in ensuring the safety of your workforce and safeguarding your company’s reputation.

Related: How Indeed can support a digital recruitment process

Types of background checks for employers

UK employment background checks usually comprise several key elements, including a criminal record check regulated by law. Below is an overview of the most essential components:

• Criminal record checks: This type of check looks into the criminal history of a candidate, which may be particularly relevant for positions in teaching or social work. These checks must comply with the Rehabilitation of Offenders Act 1974.
• Right-to-work checks: This process is essential for all new hires to ensure that the applicant has the right to work in the UK. Employers must keep a record of these checks, as failure to comply may result in heavy fines of up to £20,000.
• DVLA checks: For positions that involve driving, a DVLA check is required to comply with the Corporate Manslaughter and Corporate Homicide Act 2007. This check ensures that the candidate holds a valid driver’s licence and is legally permitted to drive for work purposes.
• Education and employment background checks: This check is designed to validate the qualifications and work history of a candidate. It includes contacting previous employment references.
• Social media screening: This is used by some businesses to gauge the candidate’s behaviours and values. By screening the applicant’s social media, the organisation can ensure a candidate’s alignment with corporate values and culture. Read more about social media recruiting to fully use this practice.
• Health checks: For positions requiring a certain level of physical fitness, health checks are mandatory. These may assess a candidate’s vision, hearing, reflexes and overall health to ensure they are fit for the job.

Why background checks matter

Employees are a fundamental asset to any business, and it’s important that they contribute positively to your culture without posing risks. Background checks offer several vital benefits:

• Prevention of fraud: Background checks verify the details on a candidate’s CV, including their qualifications and employment history. This ensures that you hire individuals who are suitably qualified and experienced.
• Trust in employees: By confirming that candidates are truthful about their credentials and history, background checks help increase trust in your new staff, ensuring that you employ the right people for the job.
• Protection of your employees: Employers have a duty to safeguard their workforce. Background checks can identify potential risks such as harassment, bullying, violence or discrimination. Creating a safe environment and safe work practices contributes to a happier workforce and positively impacts retention rates.
• Legal compliance and data security: Businesses must ensure compliance with employment laws, particularly concerning the right to work. Moreover, organisations bear responsibility for protecting the personal data of their customers and employees. Screening candidates helps implement safeguards against data theft, ensuring that sensitive information remains secure.

Related: Data protection and HR GDPR for employers

How to conduct a background check for employment

Conducting a background check involves several steps, depending on the role for which the applicant is being considered. A DBS (Disclosure and Barring Service) check is essential for many positions and can be requested on the government website to access an individual’s criminal record.

Below are some essential steps for conducting a background check:

1. Define the scope of the check

Prior to starting, clearly define the purpose and scope of the background check. For example, identify if there are any mandatory qualifications for the role.

2. Obtain candidate consent

Legally, you must obtain the candidate’s consent for background checks. This ensures you adhere to ethical standards and legal requirements.

3. Collect data from reliable sources

Use only reliable sources for collecting data, such as official records, professional databases and verified contacts, to ensure accuracy.

4. Validate the identity

Cross-reference different forms of identification to verify the candidate’s identity. This step is important as it validates the accuracy of personal data.

5. Check the applicant’s criminal records

Check the candidate’s criminal records on gov.uk or a local database. Choose the level of check, from basic to advanced, that aligns with the responsibilities of the role.

6. Confirm employment history and qualifications

Part of the data collected relates to the applicant’s employment history and qualifications. Verify these credentials by contacting educational institutions and previous employers.

7. Verify credit history

For positions involving financial responsibilities, review the candidate’s credit history to assess their financial reliability.

8. Ensure your compliance

Any background check should comply with associated laws and regulations. Regularly update your procedures to reflect changes in these laws and remain compliant with your HR processes.

9. Maintain confidentiality

Only authorised personnel should have access to a candidate’s background information. Ensure that all data is handled securely and used only for the purposes of the background check.

10. Communicate your findings clearly

After completing all the steps, communicate the results with transparency and address any potential concerns. Candidates have the right to access the information collected about them.

These steps can be lengthy and may be outsourced to a specialised provider like a sterling background check or reputable pre-employment screening service. This is a leading provider in the UK and ensures your background checks are compliant with UK laws.

FAQ on background checks

If you still have questions about background checks, check the frequently asked questions answered below:

Are businesses legally required to conduct background checks on their new hire?

Yes. Businesses have been legally required to conduct background checks on new hires since the Employment Background Check Act was passed in 2008. Businesses are allowed to request only the information that is within the scope allowed by the government and must keep this information confidential.

When it comes to contractors, is it legal to run pre-employment screening checks?

Yes, it is legal and common practice to run screening checks on contractors, although these checks may not be as extensive as those conducted for full-time employees.

When should the background check take place?

Background checks can be conducted before sending an official employment contract or during the onboarding of the employee.

Is an Applicant Tracking System (ATS) worthwhile and how does it help?

An ATS is an automated platform that facilitates the recruitment process. Integrating background checks into this automated process increases both efficiency and accuracy.

Background checks are an important part of the recruitment process, ensuring that your prospective employees are truthful and well suited for their roles. By verifying candidate backgrounds, these checks not only reduce risks to your employees, customers and anyone under your care but also protect your business’s reputation. Implementing thorough background checks helps you assess each candidate’s suitability and integrity, protecting your organisation’s interests and maintaining a safe work environment.

Related: Hire quality candidates faster with ATS integrations