Once you’ve determined the type of employee you need and their responsibilities, the next step is to proceed with the hiring process.
Effective working relationships begin with a well-defined recruitment process that clearly outlines the role, working conditions, and employment rights. With careful planning, you can establish a strong foundation and propel your business forward in the long run.
Task checklist:
- Specify the role.
- Select an employee category.
- Verify costs using our Employee Cost Calculator.
- Identify the suitable candidate.
- Extend an offer.
- Execute the agreement.
- Prepare accordingly.
- Finalize any outstanding paperwork.
- Assist with their integration.
Step 1: Make an offer
You must:
- Verify the candidate’s eligibility to work legally in New Zealand.
- Provide details about the 90-day trial period, if applicable.
- Inform the candidate about any unions or collective agreements provided by the unions.
You should:
Take some time to discuss the role and the terms you’re proposing, such as work hours and location, salary, training needs, fringe benefits, and vacation entitlements.
Keep in mind that once an offer is accepted, whether verbally or through signing a letter or employment agreement, the individual becomes an employee.
Step 2: Sign the employment agreement
You must:
- Provide the candidate with a tailored employment agreement that outlines their employee type and includes all agreed-upon conditions.
- Supply them with a written job description.
- If there is a collective agreement, offer a form for indicating their union membership preference.
- Reiterate and incorporate details of the 90-day trial period into the agreement, if applicable.
- Allow sufficient time for the candidate to review the agreement and consult with others if needed.
- Ensure the agreement is signed before the candidate commences work (or travels from overseas to New Zealand).
Keep in mind that if they begin working (or start travelling for the job) without an employment agreement, minimum employment standards will apply.
Creating an employment agreement
Step 3: Get ready for their first day
You should:
- Arrange everything they require to start, such as a computer, uniform, work tools, company policies, safety equipment, security pass, and email access.
- Plan their first day and organize an induction process.
- Include them in any applicable insurance policies you have.
It’s crucial to be fully prepared for new employees to help them settle in quickly and start contributing to your business sooner. If this is your first employee, remember to register as an employer with Inland Revenue.
Register as an employer — Inland Revenue
Step 4: Complete any remaining paperwork
You must:
- Ensure they are enrolled in KiwiSaver if eligible.
- Have them complete a tax code declaration (IR330).
- Provide any necessary union forms within their first 10 days of employment; return forms to the union unless the employee opts out.
- Our webpage outlining how to onboard a new employee will walk you through each step of this process.
Set up their payroll and calculate their wages.
Starting employees in KiwiSaver (IR348) — Inland Revenue
Complete my tax code declaration— Inland Revenue
Step 5: Settle in your new employee
You must:
Explain the health and safety procedures in your workplace by:
- Demonstrating how our systems and processes operate.
- Introducing them to any other team members.
- Collecting their emergency contact information and providing them with yours.
Remember, investing effort in finding the right employee, helping them adjust to their role, and ensuring they understand their tasks benefits not only you but also your team and business as a whole.
Health and safety: Worker engagement and participation
Tips: Everyone you employ needs a written employment agreement.
It’s a legal requirement and also forms a solid foundation for the employment relationship.
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