Yippee, you are doing well, it’s time to stop using family and friends and calling in favours and take that very grown up step of hiring your very first staff member.
Firstly, well done, that’s quite an achievement, feel very very proud.
Secondly, you are petrified right, well this blog post will hopefully calm things down. Now down to business.
The job description & person specification
- Think about what you want them to do, and write that down, forget job titles at this stage, just think job content.
- Think about what kind of person in terms of attributes, experience and qualifications (and be reasonable, I’ve come across 2 man bands operating from their front rooms wanting Oxbridge graduates, to do admin)
- Research similar roles and no harm in having a nosey at what your competitors are doing (if it ain’t broke etc), this gives you some pointers to setting a salary
- Once you have an idea of the salaries the competition are paying, you need to figure out if you can afford it, always remember you need to add another 30% plus in on costs to cover Employers NI (12% of total salary), pension (more of which later), their work environment, other benefits etc
- You are now ready to draw up a job description (which describes the role) and a person specification (which describes the attributes at a minimum a person must have to be suitable).
- Decide where you are going to find them, i.e. LinkedIn, Twitter, Instagram, websites, agencies, print media
- Draft an ad for the job
- Its always worth thinking about at this stage where you are actually going to put them, do you need to buy a desk, hire office space even, computers cost how much?
They’ve started to apply. Wow another milestone passed, people are interested and want to work for you, nervous yet?
- Work out in advance of the interview what you want to learn from them
- Do you just want to have a one on one interview and deal with it all in one go
- Do you want a demonstration of their work presentation style
- Do you want someone else’s opinion
- Prepare well in advance, draft questions, give enough time per person (there is nothing worse that candidates bumping into one another in the corridor or reception.
- You’ve decided you’ve found the one!
- You need out of politeness to let the others down gently, you never know when you’ll bump into them again, so be nice.
You found your first staff member
(now the real fun starts)
- You need to offer them the job (provisionally usually), apply for references, make sure you have employers liability insurance (up to 5 million at least). Look at the partnership tab on this website which will help you.
- Give them written particulars which at a minimum should contain salary, pension arrangements, start and finish (where applicable), place of work, date of pay, where they are based, disciplinary and grievance processes, termination and leaving, probation, any benefits, confidentiality etc. If you don’t do this within 28 days of them starting well you have been told!
- Why not think about including a staff handbook (give us a call) and HR policies & procedures (again you know where we are) and you are covered.
- So references, qualifications all check out, terms are agreed and a start date sorted
Before they start
You need to think about a probation period, how you are going to pay them (we can point you to some brilliant payroll providers and accountants), what sort of induction (please have one) process you are going to have.
You are pretty much now ready to welcome your first employee. Good luck and well done, the second time is always easier.
You are on your way. Contact us if you need help with HR support or your first staff member in the future.
Its Halloween – scary stuff I’m about to tell you
Pension – auto enrolment – get your head out of the sand right now.
Most of the blog posts here are driven by a client query or question. However I am not asked that often about pensions, so I am driving this one. and its about Pensions – very exciting I know but it is Halloween so read on regardless and be afraid, be very afraid.
Bottom line is this, all employers big or small need to have set up a pension scheme by the very latest 1 April 2017. No if buts or maybes.
So you all need to be thinking about pension – auto enrolment NOW!
In a short sentence, all UK employees over the age of 22 and up to the state pension age, earn more than £10k per annum in all workplaces need to be automatically enrolled in a workplace pension scheme unless they choose to opt out. Its the law so no getting around it.
If you have a workplace pension scheme and you already contribute to ALL of your employees pensions then read no further, however you will have to automatically enrol every employee unless they choose to opt out.
Will it cost employers?
So how much is all this going to cost me, well the law says a minim percentage of your ‘qualifying earnings’ must be paid into your workplace pension scheme.
‘Qualifying earnings’ are either:
- the amount you earn before tax between £5,824 and £42,385 a year
- your entire salary or wages before tax
You as the employer chooses how to work out an employee’s qualifying earnings.
|The minimum an employee pays
||The minimum you the employer pays
||The government pays
|0.8% of their ‘qualifying earnings’ rising to 4% by 2018
||1% of the employee’s ‘qualifying earnings’ rising to 3% by 2018
||0.2% of the employee’s ‘qualifying earnings’ rising to 1% by 2018
If an employer offers a defined contribution scheme, the minimum amounts can go up in October 2017 and October 2018.
The minimum amounts could be higher for employees or your employer because of each companies pension scheme’s rules. They’re higher for most defined benefit schemes.
In other schemes the employee and you the employer have the option to pay in more than the legal minimum. An employee can pay in less – as long as you the employer puts in enough to meet the legal minimum.
This really is a minefield and I suggest those of you who have not even thought about pensions yet as you may believe ‘you are too small’ then you need to contact a financial adviser and get one in place. NOW!
This rather scary looking staging chart shows the dates you need to have a pension scheme in place.
These two websites are very helpful
Don’t ignore it, CLICK on those two links and act.
You have been warned!
Staging dates by PAYE scheme size or reference
|PAYE scheme size or reference
|120,000 or more
||1 October 2012
||1 November 2012
||1 January 2013
||1 February 2013
||1 March 2013
||1 April 2013
||1 May 2013
||1 June 2013
||1 July 2013
||1 August 2013
||1 September 2013
||1 October 2013
||1 November 2013
||1 January 2014
||1 February 2014
||1 April 2014
||1 May 2014
||1 July 2014
||1 August 2014
||1 October 2014
||1 November 2014
||1 January 2015
||1 March 2015
||1 April 2015
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 92, A1-A9, B1-B9, AA-AZ, BA-BW, M1-M9, MA-MZ, Z1-Z9, ZA-ZZ , 0A-0Z, 1A-1Z or 2A-2Z
||1 June 2015
|Fewer than 30 with the last 2 characters in their PAYE reference number BX
||1 July 2015
||1 August 2015
|Fewer than 30 with the last 2 characters in their PAYE reference number BY
||1 September 2015
||1 October 2015
|Fewer than 30 with the last 2 characters in their PAYE reference number BZ
||1 November 2015
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 02-04, C1-C9, D1-D9, CA-CZ or DA-DZ
||1 January 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 00 05-07, E1-E9 or EA-EZ
||1 February 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 01, 08-11, F1-F9, G1-G9, FA-FZ or GA-GZ
||1 March 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 12-16, 3A-3Z, H1-H9 or HA-HZ
||1 April 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers I1-I9 or IA-IZ
||1 May 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 17-22, 4A-4Z, J1-J9 or JA-JZ
||1 June 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 23-29, 5A-5Z, K1-K9 or KA-KZ
||1 July 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 30-37, 6A-6Z, L1-L9 or LA-LZ
||1 August 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers N1-N9 or NA-NZ
||1 September 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 38-46, 7A-7Z, O1-O9 or OA-OZ
||1 October 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 47-57, 8A-8Z, Q1-Q9, R1-R9, S1-S9, T1-T9, QA-QZ, RA-RZ, SA-SZ or TA-TZ
||1 November 2016
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 58-69, 9A-9Z, U1-U9, V1-V9, W1-W9, UA-UZ, VA-VZ or WA-WZ
||1 January 2017
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 70-83, X1-X9, Y1-Y9, XA-XZ or YA-YZ
||1 February 2017
|Fewer than 30 with the last 2 characters in their PAYE reference numbers P1-P9 or PA-PZ
||1 March 2017
|Fewer than 30 with the last 2 characters in their PAYE reference numbers 84-91, 93-99
||1 April 2017
|Fewer than 30 unless otherwise described
||1 April 2017
|Employer who does not have a PAYE scheme
||1 April 2017
|New employer (PAYE income first payable between 1 April 2012 and 31 March 2013)
||1 May 2017
|New employer (PAYE income first payable between 1 April 2013 and 31 March 2014)
||1 July 2017
|New employer (PAYE income first payable between 1 April 2014 and 31 March 2015)
||1 August 2017
|New employer (PAYE income first payable between 1 April 2015 and 31 December 2015)
||1 October 2017
|New employer (PAYE income first payable between 1 January 2016 and 30 September 2016)
||1 November 2017
|New employer (PAYE income first payable between 1 October 2016 and 30 June 2017)
||1 January 2018
|New employer (PAYE income first payable between 1 July 2017 and 30 September 2017)
||1 February 2018
Information taken from www.gov.uk/workplace-pensions