Atrium Prison Counselling Service (APCS) Vetting, Induction and Onboarding Process
Forensic Document Information
Introduction
Before being able to work in a prison setting a prospective Atrium therapist/candidate will need to successfully complete security vetting checks. The individual process for vetting may vary slightly in each site, but the process is generally consistent across each prison.
Security vetting can be a lengthy and drawn-out process that can take from 4 weeks to 6 months to complete. When interviewing candidates for roles it is essential that you set their expectations from the outset and stay in regular communication with them throughout, to minimise the risk of candidates pulling out of the recruitment process.
The vetting process can also be significantly impacted by seasonal delays such as the Christmas or summer breaks. It is therefore essential that the person managing the vetting process, and the new therapist/candidate stay in regular contact with relevant parties at each stage, to ensure momentum within the process is maintained.
Please note that candidates must not be given access to any confidential systems or documentation related to their job, until they have successfully completed their vetting and security training and Atrium has received a signed copy of the candidate’s contract.
General Process
- Once a new therapist has accepted an offer of an employed or self-employed or trainee contract with Atrium, they will need to provide the following documentation to the Atrium Head Office Manager (Jemma Paxman):
- Copy of Photo ID (Passport or driving licence)
- Copy of personal indemnity insurance
- Copy of membership organisation registration (BACP, UKCP, BPS)
- Copy of qualification certificates
- Copy of Utility Bill with home address (no less than 3 months old)
- National Insurance Number
- Declaration of any previous criminal offences
- Details and dates of previous or current prison/s worked in
- Once Jemma has received the above documentation, she will process the new therapists DBS certificate. Please note that only 1 DBS certificate is required to work at multiple prison sites. Jemma will liaise directly with the new therapist throughout this process.
- Once the new therapist receives their DBS, Jemma will contact the relevant department/s in the prison site/s that the new therapist will be working to start the MOJ prison vetting process (Please see details below).
- Once vetting has been successfully completed,
- 6 to 8 weeks for Category B prisons, up to 6 months for Category A prisons. Please note that in Category A prisons once level 2 enhanced has been signed off, Atrium can request an Acceptance of Risk (AOR) for the new therapist from the relevant prison governor to enable the new therapist to start working sooner whilst they wait for their CTC clearance. AOR’s can be requested via the prison Head of Healthcare and HHC PA).
- Jemma will update the new therapist, the clinical lead, and the clinical director, as well as posting the new therapist a contract to sign, and Atrium Lanyard, and a CORE net token (Please note that Therapists are not allowed to take their CORE net token in to any prison site until they have obtained written permission from the relevant security department. Once written permission has been obtained the new therapist is required to keep it on them at all times, especially when going through security at the gate, as without it they may be denied access to the prison and/or the token might be withheld by the security department pending a security breach investigation. Written permission from security may only be obtained whilst the new therapist has started their induction and can be done so by completing a form with the clinical lead that is provided by the prison Healthcare Admin department.)
- Once Jemma receives a signed copy of the contract, she will request that the Forensic manager or the therapist contact the relevant prison department (see details below) to book the new therapist in for their security training. Please note that a new therapist will not be able to draw keys until they have completed their security training. Security training requirements differ depending upon the prison. Please note that security training is on a group basis, is mandatory and non-negotiable in terms of dates and times.
- Once security training has been successfully completed the Clinical Lead will contact the new therapist to confirm/provide the following:
- Induction template (Inductions normally take approx. 6 weeks)
- Start date and requirements for first day and ongoing induction
- Once the new therapist successfully completes their induction, the Clinical Lead will notify Jemma and the Clinical Director.
Individual Prison Processes
HMP ISIS
HMP Isis is an MOJ prison. The process is normally straight forward, but the security department are not always the best at communicating so you do need to manage the process to ensure progress is made (regular and polite prompting). At HMP Isis the process for security vetting is as follows:
- Clinical Lead/Atrium Admin email the Head of Healthcare and copy in Head of Admin to request their support in outing a new member of staff through vetting (Email copy as in other sites). Primrose Nyakupinda |Head of Healthcare |Oxleas NHS Foundation Trust | HMP/YOI Isis |Tel: 0203 356 4385 l nyakupinda@nhs.net Mob 07826 548725 PA – Stacey Uden (Stacey.uden@nhs.net ) 0203 356 4202/4257
- Once email permission has been received by the Clinical Lead/Atrium Admin Manager they need to forward that email to Jill Jolliffe, Security Department Collator, Vetting Contact Point, HMP/YOI Isis, T: 0203 356 4135, F: 0203 356 4002 E: Jolliffe@justice.gov.uk to request to start the vetting process for the new therapist/candidate (Email copy as per other sites).
- Jill will then email the new therapist/candidate to request vetting documentation (Example email as below):
Good afternoon, X,
I have been asked to start the vetting process for you.
Please contact me by email or phone to arrange a day and time which would be suitable for you to come in to HMP Isis so that I can check and photocopy your documents.
You will need to bring proof of your ID such as your passport and 2 different proofs of current address which can be any 2 of the following: driving licence, bank statement, credit card statement (not online banking statement), utility bills (not mobile phone) and credit-card statement no older than 3 months.
A council tax statement, mortgage statement and P45/P60 can be up to 12 months old.
I will also need a passport sized photo, your National Insurance number and take a copy of your current DBS certificate.
Kind Regards,
Jill Jolliffe
- Once vetting has been successfully completed Jill will email the Clinical Lead/Atrium Admin to confirm the outcome.
- Once confirmation has been received the Clinical Lead/Atrium Head of Admin will need to email the people hub to book the security/key training, isis@justice.gov.uk and copy Jill and the HHC into the email.
Security/key training at HMP Isis normally happens on a Monday afternoon on a fortnightly basis. - Once security training has been completed the new therapist/candidate should be able to draw keys the net time they are onsite, so that they can start their induction.
HMP Wandsworth
HMP Wandsworth is a new site, so we are still confirming details of the full process. What we know so far.
- Email VettingWandsworth@justice.gov.uk , E Cummings in security and Laura Mendoza in Healthcare (mendoza@nhs.net ) to request to start the vetting process. Forensic managers can provide further info.