1. Check if the candidate has the right to work for you in the UK, including the type of work
they are allowed to do, and for how long if there’s a time limit. You could face a civil penalty
if you employ an illegal worker and have not carried out a correct right to work check. You’ll
need their date of birth, right to work share code (if they have one), or ask for documents
digitally and make checks on a video call. 

2. Check if the new employee needs a DBS check (criminal record), for example, if they will be
working in healthcare or with children. Ensure these checks are done before starting the
role or at the earliest opportunity.

3. Agree a contract and salary with your new employee and make a job offer. If they accept,
then they have a contract with you as their employer. Ensure you are paying at least
minimum wage (depending on their age and type of work), and that you are providing at
least the minimum legal requirement of annual leave (5.6 weeks’ paid holidays, which
includes Bank Holidays).

4. Send your new employee (worker) a statement of employment particulars (setting out their
main conditions of employment in one document) or contract of employment (and
handbook if there is one) no later than the first day of employment. There are rules about
what should be included. Any changes to the main conditions of employment should
thereafter be notified to he worker no later than one month after any change.

5. Check if your new employee needs to be put into a workplace pension scheme, so you can
meet your auto enrolment duties from day one. Assess staff to see if they meet age and
earnings criteria. If they do, enrol them and ensure you make the payments. Write to your
new employee within 6 weeks to tell them how auto enrolment applies to them. You must
complete your declaration of compliance online within 5 months of the employee starting
work with you. Each time you pay your staff, you must monitor changes in their age and
earnings to see if they need to be put into your scheme. You must continue to manage
requests to join or leave your scheme. Always keep records and maintain contributions.
Every three years you must carry out re-enrolment to put back in any staff who have left
your scheme.

6. Inform HMRC about your new employee and register as an employer, on or before their first
pay day. If the employee does not have a P45 then use HMRC’s ‘starter checklist’ to check
their tax code. You usually pay employees through PAYE if they earn £120 or more per
week. You will need to know their date of birth, gender, full address, national insurance
number and start date. Also, if applicable, you will need to know the date they left their last
job, total pay and tax paid for the current tax year, student loan deduction status, national
insurance number and existing tax code.

7. Ensure you have carried out a full induction with your new starter, on day 1 if possible,
including health and safety, building layout, points of contract, emergency contact
information, introduction to systems, introduction to colleagues, setting up email and phonenumbers,
keyfobs for access etc. if the employee is working remotely, ensure to contact
them regularly to support them.

8. Check whether your new employee has any disabilities and whether they need any
reasonable adjustments to carry out their role. Ask the employee what adjustments they
think they need and try to accommodate. Considere whether you need to refer the
employee to an occupational health expert for a report and continued 1-1 support. Beware
employees who mention a health concern in passing, for example they are struggling to read
the writing on the screen. There may be underlying issues, for example diabetes, which the
employee may not have mentioned. Gently probe the employee (in private) to find out if
they need assistance. Remember to keep notes of any conversations, no matter how brief
or informal.

9. Carry out a DSE (display screen equipment) assessment at the earliest opportunity, even if
your new employee is working remotely. It is you duty to protect your employee’s health
and ensure their workstation does not aggravate existing issues or cause new ones. Further
DSE assessments should be carried out periodically throughout employment. Keep all
records of any assessments.

10. Beware asking the employee about their COVID vaccination status, unless it is essential to
their role.

Please note, the above is not an exhaustive list. If you need help with any of the above, please
contact us for assistance. We can guide you through the whole process and help alleviate future
potential risks of complaint and even expensive litigation.