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Quick Guide to Onboard New Joiner

Posted by Ju-Vern See on Aug 27, 2015 in How To

You’ve advertised for a role and have found the ideal person to come onboard your business. You are really excited and want to offer her the job.

Now, you need to make sure things are in order when she joins.

Quick Guide to Onboard New Joiner

Let’s walk through how we will make sure that everything is in order when your new starter joins the company.

1. Job offer

The first thing to do is to offer her the job.

It may be that you already have had a phone conversation or email correspondence about the role and remuneration that she has accepted.

Although it’s not mandatory to have the job offer in writing, it is always good practice to formalise the process to confirm additional details such as;

  • Salary
  • Holiday entitlement
  • Place of work
  • Probationary period
  • Pension plan
  • Notice period

Here is a template job offer letter you can use to make your own.

2. Contract

Although contracts are commonly written down, there is actually no legal need to have it on pen and paper and can be verbally agreed.

However, what is legally required is the Written Statement of Employment that should include the following details at the very least;

  • the business's name
  • the employee's name, job title or a description of work and start date
  • if a previous job counts towards a period of continuous employment, the date the period started
  • how much and how often an employee will get paid
  • hours of work (and if employees will have to work Sundays, nights or overtime)
  • holiday entitlement (and if that includes public holidays)
  • where an employee will be working and whether they might have to relocate
  • how long a temporary job is expected to last
  • the end date of a fixed-term contract
  • notice periods
  • collective agreements
  • pensions
  • who to go to with a grievance
  • how to complain about how a grievance is handled
  • how to complain about a disciplinary or dismissal decision

Here is a template that the government has produced that includes all the points above.

Broadly speaking, the contract and the Written Statement of Employment contain similar information so you can also use the list above to draft up a contract.

3. Equipment

A couple of weeks before your new joiner starts, you want to check and make sure that they have everything they need to do their job when they start. This could include;

  • Computer/Laptop
  • Mobile phone
  • Company email address and added to all relevant mailing lists
  • Security pass to office building
  • Uniforms

As an employer, you will also need to make sure you have your employees’ personal details on record so you can set them up on payroll and check that they have the right to work in the UK.

We use this New Employee Details form for everyone who starts with us to make sure everything is in order.

4. First day on the job

It’s really important that your employee has a good first impression of your company. That is why it’s crucial to make sure they feel welcomed.

Here are a few tips to make sure the first day goes smoothly.

  • Make introductions to everyone that she will be working with
  • Give a tour of the office building of where the bathrooms, kitchen and meeting spaces are
  • Have a mentor or manager assigned for any questions that may crop up
  • Organise for a team lunch on the day

Every company is different and will have their own views on employee onboarding but here’s how a typical first day could look like;

  • 9am – New joiner arrives and shown to desk to settle down
  • 10am – Introductions to team members she will be working with
  • 12pm – Welcome lunch
  • 2pm – One-on-one with line manager to set goals and tasks for the week

I hope you found the post helpful and puts you in a great position to continue growing your business!