Employing People for Your Business – Next Steps: Hiring Your First Employee Properly

Building on the basics

In “Employing People for Your Business – The Basics,” we covered when to register for PAYE and when to use subcontractors. This follow‑up dives deeper into one vital aspect small employers often trip over: hiring your first employee properly. We’ll use our local example, “Sparkle & Shine Cleaning Services,” to walk through practical, compliant steps in the UK, with a focus on a part‑time cleaner.

Think of this as your checklist from “I’ve found a great candidate” to “they’re on the rota and being paid correctly.” This is also where working with a specialist business consultancy like Blue Bee Partners is highly advisable—we streamline the whole process, so you don’t lose time wrestling with admin or risk avoidable issues.

1) Define the role and pay it correctly

• Job description: Duties and performance standards.

• Employment status

• Pay: At least National Minimum Wage/National Living Wage for the age bracket.

• Holiday pay: Statutory minimum is 5.6 weeks pro‑rated for part‑time. Decide whether you’ll:

  • Accrue holiday (e.g., 12.07% of hours worked), or

  • Use a fixed entitlement based on contracted hours.

    
    

Tip: For variable hours, consider using a fixed reference period to calculate average holiday pay so it reflects typical earnings including regular overtime.

2) Pre‑employment checks and right to work

• Right to work: Check original documents in person or use the official online share code service where applicable. Keep a copy and a record of the check date.

• References: Obtain at least one employment or character reference

• Driving and insurance: If they’ll drive between sites, check licence

  
  

3) Contracts, policies, and onboarding essentials

• Written contract of employment

• Contract type:

  • Fixed hours contract if you can guarantee hours.

• Core policies to issue and explain:

  • Health & safety

  • Sickness reporting and pay

  • Conduct and performance.

  • Data protection and handling client keys/alarm codes.

Note: Blue Bee Partners can provide compliant, plain‑English contracts and policies tailored to cleaning roles, and set up an onboarding pack that’s ready to use.

4) Payroll setup and pensions

• Register as an employer (PAYE): If not already done. Collect starter information (P45 or Starter Checklist).

• Payroll process:

• Auto‑enrolment:

• Expenses:

Blue Bee Partners can implement or oversee your payroll and auto‑enrolment, so submissions happen on time and letters go out correctly, reducing compliance risk and saving you hours each month.

5) Health and safety for cleaning roles

• Risk assessments

• COSHH

• PPE

• Reporting accidents

• Manual handling:

  
  

Blue Bee Partners can create practical risk assessments and COSHH documentation suited to your actual products and sites, and deliver concise toolbox talks for your team.

6) Probation, feedback, and performance

• Probation period: Commonly 3 months with clear standards (punctuality, quality, client feedback, adherence to procedures).

• Quality control

  
  

We can provide the templates and coach managers on holding effective reviews that are fair and documented.

7) Record‑keeping and data protection

• Keep tidy records:

  • Contract, right‑to‑work copy, training logs, absence records, payroll, pension assessments, holiday taken.

• GDPR:

  • Store minimal data securely, set retention periods, restrict access, and provide a privacy notice explaining how you process employee data.

Blue Bee Partners can set up your file structure and privacy notice so you’re audit‑ready without the faff.

Common pitfalls to avoid

• Misclassifying staff as subcontractors to dodge PAYE—high risk and costly if challenged.

• Underpaying when travel time should count as working time.

• “Rolling up” holiday pay instead of paying it when leave is taken.

• Missing auto‑enrolment assessments and letters.

• Skipping proper COSHH training and documentation.

  
  

Working with a consultancy like Blue Bee Partners helps you avoid these pitfalls, keep everything compliant from day one, and reclaim your time so you can focus on winning and delivering work.

Simple first‑hire checklist for Sparkle & Shine

• Role defined and pay set (meets NMW/NLW).

• Right‑to‑work check completed and documented.

• Contract and day‑one particulars issued.

• H&S induction delivered; PPE issued; training recorded.

• Added to payroll; RTI process ready; payslip format tested.

• Auto‑enrolment assessment set up; communication templates ready.

• Rota created; travel time and expenses rules clarified.

• Probation plan and review dates diarised.

• Data privacy notice shared; records set up.

  
  

Hiring your first cleaner the right way builds a compliant, scalable foundation. It protects your business, keeps costs predictable, and helps you attract and retain good people—so you can say yes to more work with confidence. This is why it’s highly advisable to work with a business consultancy like Blue Bee Partners: we make the whole process smooth, take the time burden off your plate, and help you avoid issues before they arise.

If you’d like templates (contract, day‑one particulars, induction checklist, COSHH log, holiday calculator) contact us at contact@bluebeepartners.co.uk for a free quote.