Before employing the first person

Employing someone creates a system, not one form

Before the first working day, establish who the employer is, what the role is, how the person will be paid and which checks and protections apply.

Do this now

1. Define the role, status, hours, place of work, pay and supervision.
2. Check the right to work using the current official process and keep the required evidence securely.
3. Register as an employer and set up PAYE when required, allowing enough time before the first payday.
4. Arrange employers' liability insurance where required and display or provide the certificate correctly.
5. Provide the required written statement and fair policies.
6. Check minimum wage, working time, holiday, sick pay and family-related rights.
7. Assess automatic-enrolment pension duties and communicate with the worker.
8. Set up secure personnel, payroll and health-and-safety records with limited access.

What good looks like

The person knows the role, pay, hours, manager and policies. Payroll has been tested, required checks are evidenced, insurance is in force and deadlines have named owners.

Common mistakes

• Calling someone self-employed without assessing the real arrangement.
• Starting work before right-to-work or insurance actions are complete.
• Calculating affordability from salary alone.
• Giving payroll or medical information wider access than necessary.
• Assuming a payroll provider owns every legal responsibility.

When to get professional help

Use employment, payroll or HR advice for variable hours, overseas workers, sponsorship, apprentices, transfers, dismissals, health issues or uncertain status.

Keep in your roadmap

Record the start date, responsible manager, checks, payroll cycle, insurance and pension milestones, probation review and document locations.