Hiring Your First Staff Member? What to Know Before Bringing on New Employees

Taking the step to bring in new employees is a huge moment for any business. Whether you're a sole trader growing your customer base or a small team finally ready to delegate, employing for the first time marks the beginning of a whole new chapter.

But with the excitement comes responsibility. Becoming an employer means taking on legal, financial, and HR obligations that can feel overwhelming without the right support. If you're unsure where to begin, Swan HR is here to guide you every step of the way.

Before You Advertise for Your New Employee

Before you even post that job ad, it’s essential to get clear on what your business needs. Think about:

The role: What tasks will this person be doing? Is this a full-time or part-time position?

The contract type: Will they be permanent, temporary, or freelance?

Your budget: Consider not just wages, but pension contributions, National Insurance, potential training, and any equipment they'll need.

This is also a good time to write a clear job description. It doesn't have to be overly formal, but it should outline the key duties, required skills, and the type of person you're looking for. Getting this right helps attract the right kind of applicants—and sets clear expectations from the start.

Legal Requirements When Hiring New Employees

When employing someone for the first time, there are several legal responsibilities you need to meet:

• Register as an employer with HMRC before the first payday.

• Carry out right-to-work checks to confirm your employee is legally allowed to work in the UK.

• Provide a written statement of employment—essentially the contract—on or before the first day of work.

• Ensure your workplace is safe and compliant, even if that’s just a home office or shared space.

• Pay at least the National Minimum Wage, according to the employee’s age and role.

• Set up a workplace pension if the employee meets the criteria.

Many new employers are caught out by these steps, not because they don’t want to follow the rules, but because no one’s told them what to expect. That’s where we can help.

Getting Payroll Right

Once you have new employees on board, you’ll need a system to pay them properly and on time. That includes deducting tax and National Insurance, issuing payslips, and submitting information to HMRC each month.

You can do this in-house using payroll software, or you can outsource it to an expert. At Swan HR, we often support small businesses with both payroll and employment contracts, saving you time and ensuring everything’s done correctly.

Policies and Paperwork for new employees

You might assume that only larger companies need handbooks and HR policies, but even your very first employee will benefit from having clear rules and guidance. At a minimum, we’d recommend:

1. A disciplinary and grievance policy

2. A sickness and absence policy

3. A holiday entitlement guide

4. A health and safety statement

Not only do these help you stay compliant, but they also create structure—and protect you if any issues arise later down the line.

Inducting Your New Employee

First impressions matter. A simple induction process helps your new employee feel welcome, confident, and ready to contribute. You don’t need a week of training sessions—but you do need to cover the basics:

What’s expected of them day-to-day

• How to access systems or tools

• Who they report to or work with

• Health and safety processes

• Where to go with questions or concerns

You’d be surprised how many new employees leave quickly because they didn’t feel prepared or supported in their first few weeks. A smooth induction is one of the easiest ways to build loyalty from the very start.

Managing Your First Hire

Once your new employee is settled in, your role as an employer shifts slightly. It’s now about maintaining clear communication, checking in regularly, and being prepared to manage any challenges calmly and fairly.

That doesn’t mean you need to have all the answers—but it helps to know where to turn when questions come up. Whether it’s holiday calculations, lateness, or performance concerns, having HR support in place gives you the confidence to handle situations appropriately.

Why New Employers Choose Swan HR

At Swan HR, we’ve helped countless business owners take the leap from working solo to managing their first team member. We understand how important (and nerve-wracking) this transition can be—and we’re here to make it easier.

Our HR support for new employers includes:

• Drafting tailored employment contracts

• Advising on pay, policies, and benefits

• Creating essential HR documents and handbooks

• Providing ongoing support with performance, absence, or conduct issues

• Managing payroll and auto-enrolment

• Offering reassurance when things don’t go to plan

We keep things clear, simple, and jargon-free—so you can focus on running your business, not worrying about regulations.

Ready to Bring New Employees On Board?

If you're thinking about employing someone for the first time, now is the perfect time to get your HR foundations in place. It’s not just about compliance—it’s about creating a positive, professional experience for both you and your new team member.

Let Swan HR take the stress out of your first hire. Get in touch today for a free initial chat and find out how we can support you every step of the way.