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DBS Update Service – Applicant Guide

Please read this document carefully and follow steps 1 to 4 to ensure you complete all necessary steps.

 

For roles within Public Health Wales (PHW) that require a Disclosure and Barring Service (DBS) check, it is a condition of employment that you subscribe to the DBS Update Service and maintain your subscription annually for as long as you remain in a DBS-eligible role.  The cost of subscribing to the Update Service will be reimbursed in your pay when you begin employment.

Subscription to the DBS Update Service supports ongoing safeguarding.  Your Electronic Staff Record (ESR) will be linked to the DBS Update Service to enable routine status checks every 60 days.

What is the DBS Update Service?

The DBS Update Service is an online subscription service provided by the DBS. It allows individuals to keep a DBS certificate current and portable, and enables employers to carry out quick, free online status checks instead of requesting a new DBS check. 

In the NHS, the Electronic Staff Record (ESR) is linked directly with the DBS Update Service. Once a DBS certificate is registered with the Update Service, ESR automatically re-checks its status every 60 days and automatically notifies People and OD if the information on a DBS certificate changes (such as the removal or addition of a caution or conviction).

This helps Public Health Wales to:

  • Enhance safeguarding across our services
  • Receive real-time notifications if your DBS status changes
  • Reduce the need for repeated DBS checks in future
  • Build trust with the communities we serve

Step 1: Completing the DBS Application and ID Check

You must first complete the DBS online application included in your conditional offer pack and complete the required identity check. Full instructions for these steps are provided in your conditional offer documentation and must be completed as soon as possible.

Step 2:  Advance Payment Support (If required)

If paying the £16 subscription fee upfront would cause financial difficulty, please contact People Support in confidence. You will be sent a form to arrange an upfront bank transfer.

Processing the bank transfer usually takes around one week, therefore, please request the form as soon as possible to ensure you have enough time to subscribe. 

Step 3: Await email confirmation that your application has been sent to the DBS

Once your DBS application has been checked and submitted to the DBS, you will receive an email from Trac. This email will include your DBS application reference number, which will begin with the letter ‘E’ followed by a 10-digit number. As soon as you receive this email, complete Step 4. 

Step 4: Subscribe to the DBS Update Service

  1. Visit: www.gov.uk/dbs-update-service
  2. Select ‘Subscribe to the Update Service’
  3. Choose the option to register using your DBS application number which starts with an E (or if you already have a DBS Certificate issued in the last 30 days, use the certificate reference which starts with 00)
  4. Complete the online registration form and make the £16 payment using a debit or credit card
  5. Complete the DBS Update Service Subscription Notification Form – this is an important step which allows us to update Trac and initiates reimbursement of the subscription fee (unless an advance payment was arranged).

It is strongly recommended that you subscribe at the earliest opportunity. You must subscribe no later than 30 calendar days from the date of issue printed on your DBS certificate. If you do not subscribe within this 30-day timeframe, you will be unable to join the Update Service and a new DBS check will be required.

Your DBS Certificate

You will receive a paper DBS certificate sent directly to your home address. This certificate is your property and must be retained in a safe place, as it may be required by Public Health Wales during your employment.

Ongoing Requirement to Maintain Subscription

You must renew your DBS Update Service subscription every year for as long as you remain employed in a DBS-eligible role with PHW. Failure to maintain your subscription may affect your continued employment in that role.

Support and Queries

If you have any questions about the DBS Update Service, reimbursement, or wish to request an upfront payment in confidence, please contact People Support.