Candidate Briefing Document

for the role of

Fundraising Manager

www.encephalitis.info

Encephalitis International is a registered Charity and Company Limited by Guarantee.
Registered in England and Wales No. 04189027.
Registered Charity No. 1087843.
Registered Charity in Scotland: SC048210.

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Fundraising Manager – Briefing Pack

January 2026

Dear future team member

Thank you for your interest in the role of Fundraising Manager with Encephalitis International. As you consider
making an application for the role, I hope you will find this pack encouraging, exciting and helpful.

From small beginnings back in 1994, we’ve grown from a local support group into an award-winning,
global non-profit, acknowledged as the third sectors encephalitis experts. Through our awareness,
research and support programmes we are the go-to resource for clinicians, researchers and those
affected. This is an exciting time to join us. In 2025, the World Health Organization published a Technical Brief
on encephalitis and described the condition as a “growing global threat” and an “urgent public health priority”
– we are now launching projects to combat this that require us to achieve our ambitious income targets.

In joining the Encephalitis International you’d be joining a passionate, inclusive group of changemakers who
are focussed on making lives better for people affected by encephalitis.

This role is seeking an individual with experience in any of fundraising, sales, marketing and communications
to secure the support of our  community  via fundraisers, donations and legacy gifts to help us achieve our
vision. You must have a passion for creating compelling fundraising content that inspires both new and existing
supporters to want to support our work however they are best suited to do so.

The successful candidate will be highly organised, pro-active and relationship-focused, able to put effective
stewardship processes in place that deepen donor loyalty, increase lifetime value and help secure sustainable
income. They will also be forward-thinking and digitally confident, with the curiosity and initiative to develop
innovative  income  streams  such  as  gaming,  cryptocurrency  and  other  digital  fundraising  approaches  to
diversify and future-proof our income.

We’re more focussed on your aptitude, transferable skills and values than your qualifications and we in return,
we offer a supportive, flexible, inclusive workplace where you’ll be supported to be the very best you can be.

We encourage all potential applicants to have a chat first so please do get in touch with me on
calum@encephalitis.info or 01653 609912.

I’m very much looking forward to receiving your application and am confident that you would get so
much out of your time with us.

Calum Goodwin

Director of Partnerships and Fundraising

JOB TITLE – ROLE DESCRIPTION

Job Title:

Fundraising Manager

Reporting to:  Director of Partnerships and Fundraising

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Fundraising Manager – Briefing Pack

Salary:

£29k to £32k (depending on experience)

Type:

Base:

Permanent, Full-time/ Part-time 30 hours also available

Hybrid base (home/our HQ in Malton, North Yorkshire)

SCOPE AND PURPOSE OF ROLE

Encephalitis  International  is  the  only  resource  dedicated  to  supporting  those  affected  by  encephalitis
(inflammation  of  the  brain).  This  inflammation  is  usually  caused  by  a  person’s  own  immune  system  going
wrong or by an infection (like the  herpes simplex (cold sore) virus or more recently COVID-19).  There are
approximately 1.5 million new cases of encephalitis each year.

We are a small but mighty team and are totally focused on making as good as it can be for our community via
our support services, our research and our campaigns.

JOB PURPOSE

Responsible for energising new donors to give or fundraise, enabling corporate teams to take on fundraising
challenges and stewarding existing regular donors to meet specific income targets.

KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES

• Manage our fundraising appeals and campaigns, spanning individual, corporate teams, legacy and regular
donors to meet income targets to futureproof the work of Encephalitis International.

• Create and manage compelling content for fundraising asks to inspire new and repeat fundraisers and
donors increasing our income to enable us to meet our objectives.

• Implement processes to steward relationships with donors, with a focus on converting individual givers
to regular donors and upscaling donation values for existing supporters.

• Manage and develop new income streams such as gaming, crypto-currency and digital fundraising to
diversify our income to enable us to deliver our services.

Key Relationships – Internal & External

The Fundraising Manager’s external contacts include fundraisers and suppliers such as design, social media
and website developers. Internally the Fundraising Manager will work with all departments but in particular
with the Fundraising and Data teams.

Health & Safety

• Comply with safe working practices as defined by the Encephalitis International.

• Complete online training as and when required.

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Fundraising Manager – Briefing Pack

• Take reasonable care for your own health and safety and that of others who may be affected by acts or
omissions at work.

• Report any accidents, incidents or near misses as soon as reasonably practicable.

General

• Join in the life of the non-profit, including becoming involved in events and other activities as appropriate.

• Be aware of and always adhere to the organisation’s policies.

• Attend training including safeguarding as required to meet the requirements of the role.

• Take responsibility for own personal development, seeking out opportunities to learn new skills.

• Undertake any other duties as requested by management which are reasonably deemed to be within the
scope of the role or necessary for the smooth running of the organisation.

Other

• Always apply the Encephalitis International’s values and behaviours to every aspect of the role.

• Protect and enhance the interests and reputation of the Encephalitis International internally and externally.

Criteria
Qualifications and
specific training

Essential
• A Level or equivalent

Experience

•  Demonstrable experience working in the

fundraising/marketing/sales
sector

•
•  Demonstrable experience of meeting income targets.
•  Demonstrable experience of relationship management.
•  Experience of event management.
•  Experience of using CRM systems.
•  Experience of working with different suppliers to support

income and marketing delivery.

• Detailed understanding of relationship management
• Awareness of CRM systems – we currently use Donorfy.
• Awareness of information governance requirements.
• Awareness of Gift Aid and other regulatory requirements.

• Highly developed communication skills.
• Highly developed relationship building skills.
• Highly developed organisation and administration skills.
• Developed skills in using CRM and software.
• Developed skills in using MS 365 programmes such as Excel.

Knowledge

Skills

Personal attributes

• Highly developed discretion and ability to handle sensitive data.
• Passion and willingness to care about the income targets of the
organisation which will aid our beneficiaries.

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Fundraising Manager – Briefing Pack

• Highly developed attention to detail to ensure our individuals are
well serviced by our organisation.
• Self-motivated and ability to work to own initiative.
• Inclusive and approachable.

Additional requirements  This role can be 37 or 30 hours per week depending on your

requirements.

This role will be required to work unsocial hours and weekends away
from your base, and overnight where necessary.

This role will be required to complete a basic Disclosure and Barring
check.

TEAM WORKING

All members of staff are expected to:

Join in the life of the organisation, including becoming involved in events and other activities.

•
•  Act as an ambassador of the organisation to our wider stakeholders.
•  Undertake other tasks reasonably requested by the organisation.

UNSOCIAL HOURS
You will occasionally be required to work unsocial hours and weekends away from your base, or overnight
where necessary.

CONFIDENTIALITY
The post holder must maintain the confidentiality of information about people contacting the organisation,
staff  and  other  Encephalitis  International  business  contacts.  The  work  is  of  a  confidential  nature  and
information gained must not be  communicated to other persons except in the recognised course of duty.

HEALTH AND SAFETY
Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act
(1974)  to ensure that the agreed procedures are  carried out to maintain a safe environment for visitors,
volunteers and staff.

Encephalitis International operates a non-smoking office, and no facilities are provided for smoking.

EQUALITY AND DIVERSITY
Encephalitis International has an equality and diversity policy, and it is the responsibility of all staff to comply
with  the policy.

We recognise the positive value of diversity, promote equality and challenge discrimination. We welcome
and  encourage  job  applications  from  people  of  all  backgrounds,  particularly  where  we  are  under-
represented;  currently,  this  includes  disabled  people,  LGBTQ+  and  those  from  Black,  Asian  and  ethnic
minority groups.

TRAINING
Encephalitis International encourages personal and professional development with a specific budget put aside
for each team member.

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Fundraising Manager – Briefing Pack

DISCLOSURE AND BARRING CHECK
The offer of the post is subject to a satisfactory disclosure at a basic level.

The amendments to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (2013 and 2020) provides
that when applying for certain jobs and activities, certain convictions and cautions are considered ‘protected’.
This means that they do not need to be disclosed to employers, and if they are disclosed, employers cannot
take them into account.”

ASYLUM AND IMMIGRATION ACT
We will be asking for proof of ID under the Asylum and Immigration legislation.

SAFER RECRUITMENT
Encephalitis  International  is  committed  to  safeguarding  and  protecting  all  children  and  young  people  by
implementing robust safer recruitment practices – further details can be found in the Safer Recruitment policy.

APPLICATION PROCESS
Please  send  your  CV  and  supporting  statement,  telling  us  why  you  would  like  to  join  our  Team  to
calum@encephalitis.info by midnight on Sunday 25th Jan 2026. Interviews will take place the following week.

We  would  encourage  you  to  have  an  informal  discussion  before  you  apply  -  please  call  or  email  Calum
Goodwin, Director of Partnerships and Fundraising on 01653 609 912 or email calum@encephalitis.info

STAFF BENEFITS
Encephalitis International recognises that being an excellent employer is not based on salary alone and so is
proud to offer a range of additional benefits:

•  All employees have an enhanced holiday entitlement and to support tenure and continued service

employees can gain one days leave per year capped at seven years.

•  All employees are entitled to join an excellent pension scheme provided by People’s Pension and

offering a generous 6% on gross salary contribution by the organisation.

•  All employees have access to a free will writing service via our FareWill scheme.
•  Employees have access to a healthcare plan through Benenden Healthcare which includes:

o  GP 24/7 Helpline Medical Treatment and Surgery
o  Mental Health Helpline Physiotherapy
o  Care Planning and Social Care Advice Financial Assistance
o  Medical Diagnostics Free online health & wellbeing classes

•  Employees and their family members are offered 24/7 counselling via our insurers. These services
include: Qualified counsellors who provide free confidential support and advice by phone to
employees or their family members who are suffering from emotional upset or feeling worried and
anxious about a personal or work-related problem.

•  To support employee tenure and continued service, our sabbatical leave plan provides time for

renewal and rejuvenation to qualified long-term employees (after seven years’ service).

•  All employees can access flexi-time (ability to start and finish outside of core hours at your choosing)

and hybrid working.

•  Enhanced pay for our family friendly, compassionate leave and sickness policies.
•  All employees are given a subscription to the CALM app, the #1 App for sleep, meditation and

relaxation.

•  All employees have access to a car park permit offering free parking in Malton.
•  Regular organisation-wide training and opportunities to connect as a staff/trustee group.
•  Encephalitis International is committed to offering employees a fulfilling career and as such
encourages them to discuss any training and development needs with their line manager.

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Fundraising Manager – Briefing Pack

ABOUT ENCEPHALITIS INTERNATIONAL

Encephalitis International is a life-saving, multi award-winning non-profit and the only resource of its kind in
the world providing direct support and information to people affected by encephalitis and to their family and
friends.

Encephalitis International is based in the gorgeous market town of Malton, twixt York and Scarborough. Our
offices are a 2-minute walk from the railway station which makes commuting a breeze. We are able to offer
hybrid working agreements that suit your needs.

We receive no Government funding and rely on income raised from individuals, businesses, and grant-making
organisations.

OUR MISSION, VALUES & OBJECTIVES

VISION:

A world without death and disability from encephalitis.

MISSION:

Rebuilding  futures  around  the  world  by  saving  lives,  accelerating  awareness  and  driving
research.

OBJECTIVES:

•  Educate: We aim to educate healthcare professionals with the knowledge to recognise, prevent

and manage encephalitis effectively, ultimately improving patient outcomes.

•  Empower: We strive  to empower individuals affected by encephalitis, providing them with the

expert resources and peer connections needed to rebuild their lives.

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Fundraising Manager – Briefing Pack

•  Expand: We seek to expand global scientific and medical understanding in the prevention,

treatment, and impact of encephalitis. Through collaboration and knowledge-sharing, we can
break new ground in the field.

•  Elevate: By elevating our reach, we aspire to touch the lives of more people internationally,

fostering a sense of community.

•  Equip: Generating income to equip ourselves to deliver our vision effectively.

VALUES:

Our core beliefs shape our culture and our work.

Passionate:   We are dedicated to making a positive impact in the lives of our beneficiaries

Inclusive:

Our aim is for everyone to be respected for who they are and feel supported and empowered.

Changemakers: We create the change in the world that makes life better for our community

WHAT IS ENCEPHALITIS?

•  Encephalitis is inflammation of the brain.
•

It is caused either by an infection invading the brain or through the immune system attacking the brain
in error.

•  Anyone can be affected by encephalitis, irrespective of age, gender or ethnicity.
•  Symptoms  of  encephalitis  can  vary  but  can  include  flu-like  illness  or  headache,  drowsiness,

uncharacteristic behaviour, inability to speak or control movement and seizures.

•  Mortality rates are high. Survivors are often left with an acquired brain injury, the degree and severity

of which will vary.

TYPES OF ENCEPHALITIS

Autoimmune Encephalitis

Symptoms develop over days, weeks or months:

•  Memory loss.
•  Confusion, altered levels of consciousness, personality changes.
•  Psychiatric symptoms (psychosis, hallucinations) and mood changes.
•  Abnormal behaviour.
•  Movement disorders and sleep disturbances.
•  Seizures.

Some types of autoimmune encephalitis such as acute disseminated encephalomyelitis (ADEM) are caused by
infection in which case the term ‘post-infectious encephalitis’ is used. Other forms of autoimmune encephalitis
are associated with finding specific antibodies in blood such as VGKC complex (anti-LGI1 and Caspr2), NMDA
receptor,  GAD,  AMPAR  and  GABA  antibodies.  Antibodies,  also  called  immunoglobulins,  are  large  Y-shaped
proteins which identify and help remove foreign antigens such as viruses and bacteria.  The reason why these
antibodies are produced by the immune system in people with autoimmune encephalitis is not known in most
cases. Sometimes a tumour (benign or cancerous) may generate the antibody.

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Fundraising Manager – Briefing Pack

Infectious Encephalitis

Symptoms develop over hours, days or a few weeks

•  Flu-like illness (headache, fever).
•  Confusion, drowsiness, loss of consciousness or even coma.
•  Seizures.
•
•  Sensitivity to light.
•  Unusual behaviour.

Inability to speak or control movement.

Viruses are the most frequently identified cause of infectious encephalitis (e.g. herpes viruses, enteroviruses,
West Nile, Japanese encephalitis, La Crosse, St. Louis, Western equine, Eastern equine viruses and tick-borne
viruses).  Any virus has the potential to produce encephalitis, but not everybody who is infected with these
viruses will develop encephalitis. Very rarely, bacteria, fungi or parasites can also cause encephalitis.

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Fundraising Manager – Briefing Pack

SAFER RECRUITMENT POLICY

Introduction
The purpose of this policy is to set out the minimum requirements of a recruitment process for employees
and Trustees of Encephalitis International that aims to:

•  attract the best possible applicants to vacancies.
•  deter prospective applicants who are unsuitable for work with children, young people, and

•

adults at risk.
identify and reject applicants who are unsuitable for work with children, young people, and
adults at risk.

•  ensure  all  candidates  are  treated  fairly,  consistently  and  in  compliance  with  all  relevant

legislation.

Recruitment Advertisements
Advertisements for posts will include the statements:

•  Encephalitis International is committed to safeguarding children, young people and adults at

risk.

•  All  postholders  are  subject  to  satisfactory  Disclosure  and  Barring  Service  (DBS)  checks  of

different levels depending on the job role.

•  Encephalitis International is a Disability confident employer.

Prospective applicants will, as a minimum, be supplied with or given access to the following:

job description and person specification.

•
•  Encephalitis International’s Safer Recruitment Policy.
•  Encephalitis International’s Recruitment of Ex-Offenders Policy.
•

the selection procedure for the post.

Application Process
All applications must be in writing (either on paper or by e-mail). Applicants are asked to send a CV and a
supporting statement. We encourage the applicants to have an informal discussion with senior staff at
the organisation before applying.

Shortlisting, Selection and References
Short-listing of candidates will be against the person specification for the post and considering the CV and
the supporting statement.

Selection techniques will be determined by the nature and duties of the vacant post, but all vacancies will
require an interview of  short-listed  candidates.  Interviews will always be face-to-face or virtual  video
meetings. Telephone interviews may be used at the short-listing stage but will not be a substitute for a
face-to-face interview.

Candidates will always be asked the same questions at interview to ensure the selection process is fair
and all candidates are treated equally.

Candidates will always be required:

•
•
•
•

to explain satisfactorily any gaps in employment.
to explain satisfactorily any anomalies or discrepancies in the information available.
to declare any information that is likely to appear on a DBS check.
to demonstrate their suitability for the position.

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Fundraising Manager – Briefing Pack

References will be sought directly from the referee if a candidate is selected for the role.  References or
testimonials provided directly by the candidate will not be accepted. Where necessary, referees and/or
previous employers, who have not been named as referees, will be contacted by telephone or e-mail, in
order to clarify any anomalies or discrepancies. A detailed written note will be kept of such exchanges.

Referees will always be asked specific questions about:

•  any disciplinary warnings, including time-expired warnings that relate to the safeguarding of

children, young people, and adults at risk.

•  whether  they  have  any  convictions  or  cautions  (excluding  youth  cautions,  reprimands  or

warnings) that are not ‘protected’ as defined by the Ministry of Justice?
the candidate’s suitability for this post.

•

Employment Checks
All successful applicants are required:

•
•

•
•

to provide proof of identity (passport or driving licence).
to  complete  a  DBS  check  and  receive  satisfactory  clearance  (as  per  job  specification  –  see
below).
to provide actual certificates of qualifications.
to provide proof of eligibility to live and work in the UK.

DBS Procedure
A DBS online check is required for each applicant which dictates, depending on the role, whether a basic,
standard  or  enhanced  check  should  be  applied  for  (please  see  link:  https://www.gov.uk/find-out-dbs-
check). The organisations administrator does this check.

Basic checks are coordinated by the Encephalitis International Administrator – but the individual applies
via website  https://www.gov.uk/request-copy-criminal-record), a link with payment information is sent
to Encephalitis International’s Administrator and the organisation pays the fees.  Standard and enhanced
checks are coordinated through the Encephalitis International Administrator and Umbrella Organisation.
A DBS form and a DBS standard privacy policy declaration (requirement for umbrella organisation – see
appendix one) should be completed and signed by the applicant. Identification documents are checked
by the Encephalitis International’s Administrator.

The organisation will accept previous certificates with the online check system, as long as they meet our
requirements as outlined above. All checks are repeated every 3 years.

The results of checks will be contingent on whether the role will be awarded to the candidate. The Chief
Executive  or  Board  of  Trustees  will  decide  what  convictions  are  an  acceptable  level  of  risk  for  the
organisation given the role in question and our work with at risk adults and children.

All information provided for this process will be handled as per our Information Governance Policies which
comply with the Data Protection Act 2018. All information will be sent recorded delivery and information
kept encrypted and in lockable folders until the certificate is received by the organisation, after which it
will be destroyed. Once the check is received, we will store the number with the personnel file for that
employee.

For further details, please see link: https://www.gov.uk/find-out-dbs-check.

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Fundraising Manager – Briefing Pack

Equal Opportunities for Ex-Offenders
Encephalitis International is committed to equality of opportunity for all job applicants and aims to select
people for employment on the basis of their individual skills, abilities, experience, knowledge and, where
appropriate, qualifications and training.
Encephalitis International ensures that all those in the organisation who are involved in the recruitment
process have been suitably trained to identify and assess the relevance and circumstances of offences.

Full details can be found in the Ex-Offenders Recruitment policy.

Successful Candidates
Once recruited, all successful candidates will go through the Encephalitis International induction process
and be offered the relevant training.  This will include but is not limited to:

•  Data Protection Policy.
•  Safeguarding Adults.
•  Safeguarding Children.
•  Health and safety.
•
Lone working.
•  Disability Awareness.

Associated Policies
Equality and Diversity
Information Governance Policies
Data Protection Policy
Whistleblowing Policy
Safeguarding Policy
Ex-Offenders Recruitment Policy
Employment Reference Policy

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Fundraising Manager – Briefing Pack

FOR  ACTION  –  to  be  signed  by  the  applicant  and  sent  to  Disability
Action Yorkshire with the DBS form and the Disclosure Checklist

Privacy  Policy-  standard/enhanced  checks  (paper  and  e-Bulk  applications)
declaration

I  have  read  the  Standard/Enhanced  Check  Privacy  Policy  for  applicants
https://www.gov.uk/government/publications/dbs-privacy-policies
I
understand how DBS will process my personal data and the options available to
me for submitting an application

and

Name:
(please print name)

Signed:

Date:

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EX-OFFENDERS RECRUITMENT POLICY

Introduction
The aim of this policy is to state Encephalitis International’s approach towards employing people who have
criminal convictions.

The organisation is committed to equality of opportunity for all job applicants and aims to select people for
employment on the basis of their individual skills, abilities, experience, knowledge and, where appropriate,
qualifications and training.

England and Wales Employees
Policy
As an organisation, assessing applicants’ suitability for positions which are included in the Rehabilitation of
Offenders  Act  1974  (Exceptions)  Order  using criminal  record  checks  processed  through  the  Disclosure  and
Barring Service (DBS), Encephalitis International complies fully with the code of practice and undertakes to
treat all applicants for positions fairly.

The organisation undertakes not to discriminate unfairly against any subject of a criminal record check on the
basis of a conviction or other information revealed.

Encephalitis International can only ask an individual to provide details of convictions and cautions that they
are legally entitled to know about. Where a DBS certificate at either standard or enhanced level can legally be
requested (where the position is one that is included in the Rehabilitation of Offenders Act 1974 (Exceptions)
Order 1975 as amended, and where appropriate Police Act Regulations as amended).

Encephalitis International can only ask an individual about convictions and cautions that are not protected.

Encephalitis International is committed to the fair treatment of its staff, potential staff or users of its services,
regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental
disability or offending background.

Encephalitis International has this written policy on the recruitment of ex-offenders, which is made available
to all DBS applicants at the start of the recruitment process.

Encephalitis International actively promotes equality of opportunity for all with the right mix of talent, skills
and  potential  and  welcome  applications  from  a  wide  range  of  candidates,  including  those  with  criminal
records.

Encephalitis  International  selects  all  candidates  for  interview  based  on  their  skills,  qualifications  and
experience.

An  application  for  a  criminal  record  check  is  only  submitted  to  DBS  after  a  thorough  risk  assessment  has
indicated that one is both proportionate and relevant to the position concerned. For those positions where a
criminal record check is identified as necessary, all application forms, job adverts and recruitment briefs will
contain a statement that an application for a DBS certificate will be submitted in the event of the individual
being offered the position.

Encephalitis  International  ensures  that  all  those  in  the  organisation  who  are  involved  in  the  recruitment
process have been suitably trained to identify and assess the relevance and circumstances of offences.

Encephalitis  International  also  ensures  that  they  have  received  appropriate  guidance  and  training  in  the
relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974.

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At interview, or in a separate discussion, the organisation ensures that an open and measured discussion takes
place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal
information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.

Encephalitis  International  makes  every  subject  of  a  criminal  record  check  submitted  to  DBS  aware  of  the
existence of the code of practice and makes a copy available on request.

Encephalitis International undertakes to discuss any matter revealed on a DBS certificate with the individual
seeking the position before withdrawing a conditional offer of employment.

Further information about conviction information
On the 29 May 2013, legislation came into force that allows certain old and minor cautions and convictions to
no longer be subject to disclosure.

•  Employers will no longer be able to take an individual’s old and minor cautions and convictions into

account when making decisions.

•  All cautions and  convictions  for  specified serious violent and sexual offences, and other specified
offences  of  relevance  for  posts  concerned  with  safeguarding  children  and  vulnerable  adults,  will
remain subject to disclosure. In addition, all convictions resulting in a custodial sentence, whether or
not suspended, will remain subject to disclosure, as will all convictions where an individual has more
than one conviction recorded.

•  Applicants can be directed to the guidance and criteria which explains the filtering of old and minor
cautions and convictions which are now ‘protected’ so not subject to disclosure to employers.

From 28th October 2023, the following updates apply;
Changes to the Rehabilitation of Offenders Act (affecting Basic, Standard and Enhanced checks)
Custodial  sentences  of  over  4  years  that  are  not  already  excluded  (such  as  life  sentences  or  sentences  of
imprisonment for public protection), will be able to become spent for the first time. However, to ensure the
protection of the public, the changes do not apply to persons sentenced to more than 4 years imprisonment
following  a  conviction  for  any  serious  violent,  sexual,  or  terrorist  offences  listed  in  Schedule  18  of  the
Sentencing Act 2020. These  convictions will continue to never become spent  and will therefore always be
disclosed.

In addition, rehabilitation periods for some disposals/sentences will be reduced.  For example:

•  Custodial sentences of more than 1 year and up to 4 years will now become spent 4 years after the

end of the sentence,

•  Custodial sentences of up to 1 year will now become spent 1 year after the end of the sentence.
•  Community Orders and Youth Rehabilitation Orders will now become spent at the end of the order.

Changes to Filtering Rules (affecting Standard and Enhanced checks)
The Filtering rules that dictate the content of Standard and Enhanced checks will change with the impact of all
unspent records always being disclosed.

This change will mean that in limited circumstances, some applicants will now see additional unspent records
being disclosed.  The following scenarios demonstrate the most common circumstances in which additional
records will now appear on Standard and Enhanced checks.

Scenario 1: Unspent offence on Standard or Enhanced check
Marvin is a support worker and has applied for a new Enhanced DBS check as part of his employer’s re-check
policy. His last Enhanced DBS check did not have any information on it.

Marvin’s new Enhanced DBS check shows a Restraining Order handed down in 1998. The restraining order is
‘indefinite’ so it has not become spent.

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It did not show up on Marvin’s previous Enhanced DBS certificates because it is more than 11 years old, not
for a specified offence, and not a custodial sentence.

Scenario 2: Youth Conditional Caution on Standard or Enhanced check
Yasmin received a Youth Conditional Caution for shoplifting 2 weeks ago.

While  Youth  Conditional  Cautions  have  previously  not  been  disclosed  on  Enhanced  DBS  checks,  Yasmin’s
caution will not become spent for 3 months in total and will therefore appear on her new DBS certificate.

Scenario 3: Relevant Orders and ‘drag on’
Molly was convicted of Theft and Common Assault on 24 July 2001 and received a Community Order and an
indefinite Restraining Order.

On 1 November 2023 Molly applies for a job at a care home and is eligible for an Enhanced DBS check with a
check of the adults barred list.

Molly’s DBS check contains all the information from her 2001 conviction, where previously no information was
disclosed. This is because the indefinite Restraining Order means that all disposals at that sentencing are also
unspent.  This aspect of ROA rules is commonly referred to as ‘drag on’.

Molly could apply to the court to have the Restraining Order removed.  At this point all records would become
spent and would not be disclosed.

Northern Ireland Employees
Policy
Encephalitis International complies fully with the Code of Practice, issued by the Department of Justice, in
connection with the use of information provided to registered persons, their nominees and other recipients
of  information  by  AccessNI  under  Part  V  of  the  Police  Act  1997,  for  the  purposes  of  assessing  applicant’s
suitability  for  employment  purposes,  voluntary  positions,  licensing  and  other  relevant  purposes.  We
undertake to treat all applicants for positions fairly and not to discriminate unfairly or unlawfully against the
subject of a Disclosure on the basis of conviction or other information revealed.

This policy is made available to all Disclosure applicants at the outset of the recruitment process.

Encephalitis International is committed to equality of opportunity to following practices, and to providing a
service which is free from unfair and unlawful discrimination. We ensure that no applicant or member of staff
is subject to less favourable treatment on the grounds of gender, marital status, race colour, nationality, ethnic
or  national  origins,  age,  sexual  orientation,  responsibilities  for  dependants,  physical  or  mental  disability
political opinion or offending background, or is disadvantaged by any condition which cannot be shown to be
relevant to performance.

Encephalitis International actively promotes equality of opportunity for all with the right mix of talent, skills
and  potential,  and  welcomes  applications  from  a  wide  range  of  candidates,  including  those  with  criminal
records. The selection of candidates for interview will be based on those who meet the required standard of
skills, qualifications and experience as outlined in the essential and desirable criteria.

We  will  request  an  AccessNI  Disclosure  only  where  this  is  considered  proportionate  and  relevant  to  the
particular position. This will be based on a thorough risk assessment of that position and having considered
the relevant legislation which determines whether or not a Standard or Enhanced Disclosure is available to
the  position  in  question.  Where  an  AccessNI  Disclosure  is  deemed  necessary  for  a  post  or  position,  all
applicants will be made aware at the initial recruitment stage that the position will be subject to a Disclosure

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Fundraising Manager – Briefing Pack

and  that  Encephalitis  International  will  request  the  individual  being  offered  the  position  to  undergo  an
appropriate AccessNI Disclosure check

In line with the Rehabilitation of Offenders (Exceptions)(Northern Ireland) Order 1979 (as amended in 2014),
Encephalitis  International  will  only  ask  about  convictions  which  are  defined  as  “not  protected”  for  the
purposes of obtaining a Standard or Enhanced disclosure.

We undertake to ensure an open and measured and recorded discussion on the subject of any offences or
other matters that might be considered relevant for the position concerned eg the individual is applying for a
driving job but has a criminal history of driving offences. Failure to reveal information that is directly relevant
to the position sought could lead to withdrawal of the conditional offer of employment.

Encephalitis International may consider discussing any matter revealed in a Disclosure Certificate.

We ensure that all those in Encephalitis International who are involved in the recruitment process have been
suitably trained to identify and assess the relevance and circumstances of Disclosure information. We also
ensure  that  they  have  received  appropriate  guidance  and  training  in  the  relevant  legislation  relating  to
employment of ex-offenders (e.g. the Rehabilitation of Offenders (Northern Ireland) Order 1978).

We undertake to make every subject of an AccessNI Disclosure aware of the existence of the Code of Practice,
and to make a copy available on request.

Having a criminal record will not necessarily debar you from working with Encephalitis International. This will
depend on the nature of the position, together with the circumstances and background of your offences or
other information contained on a disclosure certificate.

Scotland Employees
Policy
This policy statement relates to higher level disclosures issued by Disclosure Scotland on behalf of the Scottish
Ministers under the Police Act 1997 (“the 1997 Act”) and the Protection of Vulnerable Groups (Scotland) Act
2007 (“the 2007 Act”). Higher level disclosures are: the standard and the enhanced disclosure under the 1997
Act, and the scheme record under the 2007 Act.

Under section 122 of the 1997 Act, the Scottish Ministers have published a Code of Practice (“the Code”) which
sets out obligations that registered bodies, counter signatories and other recipients of higher-level disclosures
must comply with. We comply with the Code and the aforementioned disclosure legislation.

We  are  committed  to  equality  of  opportunity,  to  following  good  recruitment  practice,  and  to  providing  a
service which is free from unfair and unlawful discrimination. We ensure that no applicant or member of staff
is subject to less favourable treatment on the grounds of a previous conviction. We actively promote the right
mix of talent, skills and potential and welcome applications from a wide range of candidates, including those
with previous convictions. The selection of candidates for interview will be based on skills, qualifications and
experience.

We will use a higher-level disclosure check by Disclosure Scotland only where this is relevant to the particular
position or type of regulated work. This will be based on a thorough risk assessment of the position or work
and  having  considered  the  relevant  legislation  which  determines  whether  a  standard  or  an  enhanced
disclosure under the 1997 Act or a scheme record under the 2007 Act (the PVG scheme) is applicable.
Individuals will be made aware that:

•

the nature of the position or work entitles us to ask about unspent convictions and certain spent
convictions.  More  information  on  unspent  and  spent  convictions  is  available  on  the  Disclosure
Scotland website.

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Fundraising Manager – Briefing Pack

•  where a  standard or  enhanced  disclosure is deemed necessary, that the position or work will be

subject to such a check by Disclosure Scotland.

•  where a scheme record under the PVG scheme is deemed necessary, that position will be subject to

such a check by Disclosure Scotland.

If we use a criminal  record  self-declaration  form  as part of our  recruitment practice,  we will emphasise to
individuals that they should be honest in their response.

When completing the self-declaration form, an individual should reveal any unspent convictions in their name.
The individual should also reveal a spent conviction for an offence included in Schedule A1 (Offences which
must  be  disclosed  subject  to  exceptions)  of  the  Rehabilitation  of  Offenders  Act  1974  (Exclusions  and
Exceptions) (Scotland) Order 2013 (as amended) unless, in respect of the Schedule A1 offence:

I.

II.

the individual was under the age of 18 at the date of conviction and at least 7 years and 6 months
have passed since the date of conviction, or
the individual was aged 18 or over at the date of conviction and at least 15 years have passed since
the date of conviction

Individuals do not have to self-declare any other spent convictions, regardless of the role they have applied
for.  If  a  higher-level  disclosure  provided  by  Disclosure  Scotland  does  contain  information  about  a  spent
conviction for an offence other than an offence as set out above, the individual cannot be prejudiced by not
having declared it previously.

We  will  ask  that  this  form  be  returned  under  separate,  confidential  cover,  to  a  designated  person  in  our
organisation.  We  guarantee  that  this  form  will  only  be  seen  by  those  who  need  to  see  it  as  part  of  the
recruitment decision-making process.

At interview, or under separate discussion, we undertake to ensure an open and measured discussion on the
subject of any offences or other matters that might be considered relevant for the position or work concerned.
We  will  conduct  this  discussion  in  line  with  the  “central  conversation”  approach  outlined  in  the  ‘Scotland
Works For You’ guidance.

We undertake to discuss any matter revealed in a standard or an enhanced disclosure issued under the 1997
Act  or  a  scheme  record  issued  under  the  2007  Act  with  the  individual  subject  of  that  disclosure  before  a
decision on recruitment is made.

We  ensure  that  all  those  who  are  involved  in  the  decision-making  process  have  been  suitably  trained  to
identify and assess the relevance and circumstances of disclosure information. We also ensure that they have
received appropriate guidance and training about recruitment of individuals with convictions.

We will provide a copy of this policy and the Code to anyone who asks to see it.

Associated Policies
Safer Recruitment Policy
Disclosure and Barring Policy
Equality, Diversity and Inclusion Policy

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Fundraising Manager – Briefing Pack