A Complete Guide to DBS Compliance for Churches Using ThirtyOne:eight

Introduction 

Running safe, legally compliant ministry is no longer an optional — it is absolutely essential. Whether your church works with children, young people, or vulnerable adults, DBS safeguarding checks are a core responsibility. But understanding the process, keeping everything organised, and staying ahead of renewals can quickly become overwhelming, especially for overstretched administrators or volunteer teams. 

That’s where Thirtyone:eight comes in — and where we, at JWB Virtual Ministry Assistance, provide ongoing DBS support that keeps your church compliant without adding more work to your plate. 

In this blog, we’ll break down how DBS works through Thirtyone:eight, the roles your church must have in place, and how we partner with you to keep the whole process running smoothly. 

Why DBS Compliance Matters for Churches 

DBS checks protect the most vulnerable people in your congregation — and they ensure that you’re meeting the legal and safeguarding standards required in the UK. 

But churches are unique. You have multiple ministries, a mix of volunteers, leaders with varied availability, and high turnover in some roles means that the DBS process can quickly become messy, forgotten, or incorrectly processed. 

Many churches tell us: 

• “We don’t even know how to get started with DBS processing” 

• “We didn’t know who was responsible for DBS.” 

• “We have no system for tracking renewals.” 

• “We keep falling behind or missing expiry dates.” 

• “We’re not sure who actually needs a DBS check.” 

With a clear process and the right support, DBS compliance stops being stressful and instead becomes part of your church’s healthy safeguarding rhythm. 

Understanding ThirtyOne:eight’s Role 

Thirtyone:eight is a Christian safeguarding charity approved to process DBS checks for churches and Christian organisations. 

To work with us, your church must: 

✔ Already have a Thirtyone:eight account 
or 
✔ Be ready to set one up before we begin supporting you 

They act as your Registered Body — meaning they’re authorised to process and confirm your DBS applications legally and securely. 

The Two Roles Every Church Must Have 

It’s recommended that every church appoints two safeguarding roles. These roles remain within your church, even when we provide external support. 

1️⃣ Safeguarding Lead (Your Internal Point of Accountability) 

This person typically oversees safeguarding within your church. Their responsibilities include: 

• Making sure safeguarding policies and procedures are followed 

• Deciding which roles require DBS checks 

• Receiving DBS outcomes or alerts 

• Providing safeguarding guidance to volunteers and staff 

This remains an internal church responsibility — we don’t take on this role. 

2️⃣ Safeguarding Recruiter (We Take On This Role) 

This is the person who manages DBS administration. When you work with us, we can act as your Safeguarding Recruiter depending on the package which you choose. 

Our responsibilities include: 

• Managing the end-to-end DBS process 

• Sending application links 

• Ensuring the correct level of check is selected 

• Verifying ID online 

• Submitting applications to Thirtyone:eight 

• Recording outcomes 

• Tracking renewal dates 

• Maintaining your DBS database (depending on your package) 

This significantly reduces the admin burden and ensures a consistent, compliant process every month. 

How We Support Your Church’s DBS Process 

Our level of involvement depends on the support package you choose, but typically, we help with: 

✔ Online ID Verification 

We verify applicants’ documentation digitally, removing the need for in-person checks (based on satisfactory ID documentation submitted online). 

✔ Managing Monthly DBS Applications 

Depending on your package, we process between 1 and 4 checks each month — with additional checks available as add-ons. 

✔ Centralised DBS Database Management 

For higher-tier packages, we maintain your DBS records and send renewal reminders three months before each expiry date. 

✔ Clear, Consistent Communication 

We keep you updated at each step, so you always know where every applicant is in the process. 

✔ Tailored Support Based on Your Ministries 

We help you categorise roles: 
Who needs a DBS? What level? Work with children? Adults? Regulated activity? 

We reduce confusion so you stay compliant. 

What We Don’t Do 

To be clear and transparent: 

⛔ We do not act as your church’s Safeguarding Lead 
⛔ We do not provide safeguarding training 
⛔ We do not offer DBS support for churches without a Thirtyone:eight account 
⛔ We do not make decisions about whether roles require DBS (your Safeguarding Lead does) 

But when the foundation is in place, we streamline everything else — and keep it moving month after month. 

Why Churches Choose Our DBS Support 

Church leaders tell us they value our service because it: 

✨ Removes admin overwhelm 
✨ Keeps DBS on track 
✨ Provides accountability and record-keeping 
✨ Ensures volunteers don’t fall through the cracks 
✨ Helps ministries run safely and smoothly 
✨ Works perfectly alongside ChurchSuite and other systems 

We make DBS compliance a simple, repeatable process — instead of something that gets rushed when “someone remembers.” 

Want Ongoing DBS Support for Your Church? 

If your church needs reliable DBS management, we would love to help. 

Whether you’re processing one check a month or coordinating a large volunteer team with high turnover, our role-based packages give you a clear, structured and compliant way forward. 

➡️ Book a discovery call and we’ll help you choose the best package for your church — or create a bespoke option if you need something unique. 

Click on the FREE consultation link below this blog or email us at admin@jwbvirtualministryassistance.co.uk .