Candidate Terms & Conditions 2026

1. Definitions

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• Agency – Peace of Mind Dental Staffing.

• Candidate / Worker – Any dental professional registered with the Agency.

• Client – The dental practice where the Worker is placed.

• Assignment – A temporary or locum shift booked through the Agency.

• AWR – Agency Workers Regulations 2010.

• GDPR – UK General Data Protection Regulation.

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2. Registration Requirements

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To remain active with the Agency, Candidates must provide and maintain:

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• Proof of right to work in the UK

• GDC registration (where applicable)

• Enhanced DBS

• Indemnity insurance

• Hepatitis B immunisation

• Up‑to‑date CV

• Two references

• Mandatory training certificates (where applicable)

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Failure to maintain compliance may result in suspension or removal from the Agency’s register.

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3. Employment Status

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Dental Nurses (PAYE)

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• Paid monthly via the Agency payroll

• Tax and NI deducted at source

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Hygienists, Therapists & Dentists (Self‑Employed)

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• Paid directly by the Client

• Responsible for own tax, NI, and invoicing

• Must sign a Declaration of Suitability for each booking

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4. Accepting Assignments

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• Candidates may accept or decline any shift.

• Once accepted, the Candidate is expected to attend and complete the Assignment.

• Any issues must be reported to the Agency immediately.

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5. Lateness & Reliability

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Candidates must arrive in time to begin work at the agreed start time.

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If running late, the Candidate must notify the Agency and the Client as soon as possible.

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The Agency reserves the right to suspend or remove a Candidate from its active register where:

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• The Candidate is late on three (3) or more occasions within a three‑month period, or

• The Candidate fails to notify the Agency of lateness on any occasion.

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This ensures a reliable and professional service for Clients.

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6. Non‑Engagement / Inactivity

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To maintain an accurate and reliable workforce list, the Agency may suspend or remove a Candidate who:

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• Has not accepted or attended any shifts for three (3) months, or

• Has not updated their availability for three (3) months, or

• Has not responded to Agency communication within a reasonable timeframe.

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Candidates may re‑register at any time, subject to compliance checks.

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7. Conduct & Professional Standards

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Candidates must:

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• Act professionally at all times

• Follow GDC standards (where applicable)

• Maintain confidentiality

• Comply with Client policies and procedures

• Treat staff and patients with respect

• Report any incidents, concerns, or complaints to the Agency immediately

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The Agency may remove a Candidate for conduct concerns.

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8. Timesheets

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• Candidates must accurately record hours worked.

• Timesheets must be signed by the Client.

• Failure to submit timesheets may delay payment (PAYE) 

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If a Client refuses to sign, the Agency may rely on the Candidate’s record.

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9. Pay

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PAYE Workers

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• Paid  monthly in arrears

• Paid only for hours worked

• No pay for breaks, travel, or unworked time

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10. Holiday (PAYE Workers Only)

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• Statutory holiday entitlement applies

• Holiday pay accrues based on hours worked

• Holiday must be requested in advance

• Unused holiday is paid on termination of registration

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Self‑employed workers do not receive holiday pay.

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11. Sickness

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Candidates must notify the Agency as soon as possible if unable to attend a shift.

PAYE workers may be eligible for Statutory Sick Pay if criteria are met. Self‑employed workers are not eligible for SSP.

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12. Health & Safety

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Candidates must:

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• Follow Client health and safety procedures

• Use PPE provided

• Report hazards or incidents immediately

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13. Data Protection

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The Agency processes personal data in accordance with UK GDPR for recruitment and placement purposes.

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14. Permanent Roles

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If a Candidate is offered a permanent role by a Client:

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• The Candidate must inform the Agency immediately

• Any finder’s fee is payable by the Client, not the Candidate

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15. Termination of Registration

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The Agency may suspend or remove a Candidate where:

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• Compliance documents lapse

• Conduct concerns arise

• Repeated lateness occurs

• The Candidate fails to notify lateness

• The Candidate is inactive for 3 months

• The Candidate repeatedly cancels shifts

• The Candidate breaches these Terms
  
  Candidates may request re‑registration at any time.
   

16. Additional Operational Policies
 

Travel & Mileage Clause - Travel Distance

Some assignments may require staff to travel more than 20 miles from their home address to reach a dental practice. Peace of Mind Dental Staffing (“POM”) will contribute to travel costs. Mileage will be paid at £0.45 per mile when your home to work distance is more than 20 miles each way.
 

Urgent Travel / Taxi Use

Where a dental nurse is required urgently and no reasonable transport option is available, POM may, at its discretion, authorise reimbursement for a one-way taxi journey to the practice. The nurse is responsible for their return journey unless the practice is located in an area that is exceptionally difficult to access, in which case POM may review this on a discretionary basis.
 

Pre-Authorisation Requirement

All taxi travel must be pre-approved by POM before booking. Unauthorised travel will not be reimbursed.
 

Uniform & Appearance Policy
 

All staff representing Peace of Mind Dental Staffing must maintain a professional, hygienic appearance at all times. These standards ensure patient safety, infection control compliance, and a consistent professional image across all dental practices.
 

Uniform Requirements
 

Clean, ironed dental scrubs in a professional colour.

Closed-toe, clean clinical footwear suitable for long periods of standing.

A clean, presentable overall appearance at the start of every shift.
 

Hair & Personal Hygiene
 

Hair must be tied back neatly and kept away from the face.

Facial hair must be clean and neatly trimmed.

No strong perfumes, aftershaves, or scented products.
 

Nails & Hand Hygiene
 

Nails must be short, clean, and natural.

No acrylics, gels, extensions, nail varnish, or nail decorations are permitted.

Hands must be free from cuts or coverings that compromise hygiene.
 

Jewellery
 

Only plain stud earrings may be worn.

No rings except a plain wedding band.

No bracelets, bangles, watches, or necklaces while on duty.
 

Clothing & Accessories
 

No long sleeves in clinical areas unless required for religious reasons, in which case sleeves must be secured above the elbow during procedures.

No visible piercings other than a single pair of stud earrings.

False eyelashes are permitted but must be subtle, natural-looking, and not excessively long, thick, or dramatic, in line with infection control and safety standards.
 

Compliance
 

Failure to meet uniform and appearance standards may result in removal from an assignment, cancellation of shifts, or disciplinary action where appropriate.

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