New Starter FAQs

We aim to process your pre-employment checks as swiftly as possible to ensure a seamless transition into the next step of your training journey.  However, we understand that the process can seem lengthy and daunting at times.   

Please take a look at our new starter FAQs that may answer any query you have related to your pre-employment checks;

• When do employment checks start?

  Checks will start as soon as the Lead Employer send you your offer letter (via email).

• How long will my pre-employment checks take?

  Pre-employment checks can vary, due to the candidate and post etc. However, on average it can take 4 -12 weeks once all appropriate documentation has been provided. If a Visa and / or a new DBS are required, completion can take longer.

• What are the steps in completing my pre-employment checks?

  A conditional offer letter will be sent to you via TRAC, which will include:

  • Details of documentation you need to provide in line with NHS National Check Standards. e.g. Identity, Right to Live and Work in the UK, Professional Registration, Qualifications, References.
  • Additional forms which are required by Lead Employer.
  • Guidance on how to complete the on-line DBS application form.
  • Guidance on how to complete the on-line HWWB Medical Questionnaire application form.
  • The TRAC system will request references from the referees you have indicated on your Oriel Application. The referees will be asked to complete a questionnaire.
• Can I commence in post while awaiting new NHS England Sponsored BRP (Biometric Residence Permit)?

  Due to the change in COVID provisions via the Government website, you now cannot commence in post until you have received your new BRP card and have provided a share code for this.

  You will then need to attend a virtual right to live and work meeting with your administrator.

• I have supplied 3 references on my application form, why have I been asked to provide more?

  If you are currently working within the NHS, then we require a reference to cover the last 12 months of your employment. If outside of the NHS, then we require references covering the last 3 years of your employment.

  If your references do not cover the last 3 years of your employment history, you will be requested to provide further referees.

• How long will my DBS check take?

  The DBS can take between 4-6 weeks to process once the application has been completed. However, this could take a little longer depending upon individual circumstances. However, it must be noted that, even if you are on the DBS Update Service, you MUST complete the on-line convictions section of the DBS application following the TRAC link.

• Why do my identity documents need to be verified?

  In accordance with NHS Check Standards, for the purpose of checking a person’s identity, all legal documentary evidence which has an issue date, such as a passport, should be in date and the original available for inspection.

  Only original documents can be used as part of pre-employment checks. Should a colleague-in-training not be able to provide original documents to due to distance/ availability an official verified copy will be accepted.

• Why do I need to provide evidence of my degree?

  As part of the NHS Employment Check Standards Employers are required to ask for and verify qualifications which are a pre-requisite for the job being applied for.

• Why can't I use my Biometric Residence Permit as my one form of ID?

  Only original Identification documents can be used for identification purposes e.g. Passport, Drivers Licence. A BRP is not an original source of identification and so can only be used in addition to a Passport or Drivers Licence. 

• What if a colleague-in-training has recently changed their name and cannot provide ID documents in their new name?

  Lead Employer can only accept identity documents in the applicants’ previous name where they are able to provide documentary evidence of the recent name change because of:

  • Marriage/civil partnership (i.e. marriage/civil partnership certificate)
  • Divorce/civil partnership dissolution (i.e. Decree absolute/civil partnership dissolution certificate)
  • Deed poll (i.e. deed poll certificate)
• Do I need to complete the Payroll New Starter Form

  The Payroll New Starter Form is an important pre-employment document that you need to complete and return to Lead Employer.

   

  It enables your TRAC administrator to have all information required to log your details onto the Electronic Staff Record (ESR), which is then picked up by the payroll team to set up your Bank Details in order for you to be paid. All the information you disclose on your New Starter Form should be your most updated and accurate details so there are no delays in your pay.

   

  Click here to access the New Starter Form

   

  Once you have completed it, please send your TRAC administrator a copy of the form via TRAC.

• I am already a colleague-in-training with Lead Employer. Why do I need to send more documents in?

  Your pre-employment checks done previously may not include the qualifications needed for your new specialty.

  The occupational health clearance given would have been based on the risk assessment for that specialty and the risk assessment for the specialty you have applied for may be different.

  You can see the person specification for your specialty to see what documents may be needed additionally to what we have on file.

• My trac application is green when I log in why am I still receiving chaser emails?

  Certain checks cannot be seen from an applicants side of trac, please take a look at the pre employment checklist to ensure that you have sent everything required for your speciality to your administrator.

Further questions?