Your Essential Caretaker Recruitment Compliance Checklist

Recruiting a caretaker is about far more than finding someone with practical maintenance skills. Today's education estates professionals play a critical role in safeguarding, health and safety, site security and ensuring educational establishments remain safe environments for pupils, staff and visitors.

As recruitment expectations continue to evolve, schools and multi-academy trusts need confidence that every appointment is compliant, thoroughly vetted and suitable for the unique demands of working in education.

To help, we've put together a practical caretaker recruitment compliance checklist.

 1. Verify Identity and Right to Work  

Every candidate should have their identity verified and their legal Right to Work in the UK confirmed before starting employment.

These checks should be completed and recorded in line with current Home Office requirements and retained as part of the facility’s recruitment records.

 2. Ensure Enhanced DBS Checks Are Complete       

Caretakers often work throughout the school day and may have access to areas used by pupils before, during and after traditional hours.

An appropriate Enhanced DBS check should be completed before employment commences, with the hiring facility satisfied that all safeguarding requirements have been met.

Where appropriate, you should also confirm the status of any DBS Update Service registration.

 3. Review Employment History       

Gaps in employment should always be explored and explained.

A thorough employment history helps establish a clear understanding of a candidate's previous experience while identifying any inconsistencies that may require further clarification.

A specialist education recruitment agency should complete this process before presenting candidates.

 4. Obtain Suitable References   

Professional references remain an essential part of safer recruitment.

You should seek recent, relevant references that verify the candidate's employment, reliability, conduct and suitability for working within an education environment.

Where concerns are identified, these should be investigated before any appointment is confirmed.

 5. Assess Technical Competence     

Every situation is different, but a caretaker should possess the skills required to maintain a safe and compliant estate.

Depending on the role, this may include experience of:

• Building maintenance
• Health and Safety
• Fire safety procedures
• Site security
• Contractor management
• Basic plumbing, electrical or joinery repairs
• Grounds maintenance
• Legionella awareness
• COSHH procedures
  
  

Recruitment should focus not only on practical ability but also on a candidate's understanding of how these responsibilities apply within a live educational environment.

 6. Confirm Safeguarding Awareness   

Even where caretakers are not classroom-based, safeguarding is everyone's responsibility.

Candidates should understand:

• Keeping Children Safe in Education (KCSIE)
• Professional boundaries
• Reporting concerns
• Site security responsibilities
• Visitor management
• Confidentiality

Safeguarding awareness should form part of every recruitment conversation.

 7. Consider Cultural Fit 

Technical skills alone don't guarantee a successful appointment.

The best educational caretakers are approachable, professional and understand the importance of supporting the wider education community.

You should look for candidates who demonstrate:

• Reliability
• Strong communication skills
• Initiative
• Pride in maintaining high standards
• A proactive approach to problem solving
• A commitment to safeguarding and teamwork

These qualities often make the difference between filling a vacancy and making a long-term successful appointment.

 8. Choose a Recruitment Partner That Understands Education 

Perhaps the most overlooked part of the recruitment process is selecting the right recruitment partner.

Generalist agencies may be able to source maintenance candidates, but specialist education recruiters understand the additional compliance, safeguarding and operational requirements that educational establishments face.

At TIB Services, educational estates recruitment is our sole focus.

We specialise in recruiting:

• School Caretakers
• Site Managers
• Estates Managers
• Facilities Managers
• Premises Assistants

Every candidate undergoes comprehensive pre-placement checks in line with Keeping Children Safe in Education (KCSIE) guidance, including identity verification, Right to Work checks, Enhanced DBS validation, employment history checks, professional references and safeguarding compliance.

As an approved supplier on the Government Commercial Agency (GCA) RM6376 Supply Teachers and Education Recruitment Services Framework, schools and multi-academy trusts can also be confident they are working with a recruitment partner that has demonstrated robust compliance, governance and quality standards through a formal public sector procurement process.

Recruit With Confidence 

A thorough recruitment process protects pupils, supports operational continuity and helps you to appoint the right person first time.

By following a structured compliance checklist and working with a specialist education recruitment provider, educational establishments can reduce recruitment risk while building stronger, safer estates teams.

 Need support recruiting your next caretaker or site manager?  

Contact our team today to discover how our specialist recruitment expertise can help you recruit safely, compliantly and with confidence.