New Starter FAQs

Please take a look at our new starter FAQs

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

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 we 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. 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 such as 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 online DBS application form
  • Guidance on how to complete the online 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

  In order for our team to fully process all of your pre-employment checks, it is essential that the following is completed:

  • Full medical clearance 
  • Satisfactory Disclosure (DBS) check
  • Verification of ID
  • Verification of right to live and work in the UK
  • Qualifications
  • Evidence of GMC/GDC registration
  • Evidence of GMC Licence to Practice
  • Employment history and references

  Additional required documents will also include the following:

  • New starter form
  • Information sharing agreement
  • Current DBS status form
  • DBS consent and declaration forms
  • Application declaration

  Please note: Above additional documents will now be sent via link with your offer letter, complete via logging into TRAC jobs.

  Take a look at our pre-employment checklist for more information on all of the documents we require. 

• Can I commence in post while awaiting new NHS England sponsored BRP (Biometric Residence Permit)?

  You can'T ommence 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 three references on my application form, why have I been asked to provide more?

  If you're 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 three years of your employment.

  If your references don't cover the last three 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're on the DBS update service, you MUST complete the online 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?

  We can only accept identity documents in the applicant's 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 us.

  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 completed 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 can't 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?