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A guide to hiring your first staff member

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Staff and workforce

Are you a sole trader looking to hire your first staff member?

Saying goodbye to this phase of business ownership is an exciting step, and there are some key considerations that can help you be prepared well in advance, to ensure your transition is successful.

  • Assess your current workload and identify tasks that can be delegated to this new role.
  • Clearly define the type of role you're hiring for and outline the specific responsibilities.
  • Develop a clear and concise job description outlining the role's key responsibilities, and the types of outcomes that they will need to achieve as part of the role.
  • Highlight the qualifications, experience and any special or technical requirements for the position – this may include a specific type of licence, or software they need to have experience in.
  • Ensuring that you have clear criteria for selecting the right candidate, considering both skills and cultural fit with your business.
  • Check references to validate the candidate's work history and performance.
  • Utilise online platforms suitable for your industry and the role, such as job boards, industry-specific websites or local community boards.
  • Leverage social media platforms, including your own channels, or other professional networks to reach potential candidates.
  • Generally, most application processes require a cover letter and resume. Consider whether you require any other background information from potential applicants (such as a creative portfolio, recommendation letters, or other).
  • Create a straightforward application process – consider whether you wish to receive applications via email, a job listing site such as Seek, or through a different submission portal.
  • Conduct initial phone or video interviews to assess basic qualifications and communication skills.
  • Plan face-to-face interviews for a more in-depth discussion about the role, your business and expectations.
  • Once you’ve found your ideal candidate, now is the time to draft a formal job offer letter outlining key terms such as job responsibilities, salary, start date and any other relevant details.
  • Ensure clarity on employment conditions, working hours and other expectations.
  • Employment contracts form the backbone of the employer-employee relationship, establishing the terms and conditions that govern the working partnership.
  • Ensure that you’re familiar and understanding of your obligations and requirements as an employer, as outlined by the Fair Work Ombudsman.
  • For employers navigating the complexities of hiring staff, the business.gov.au Employment Contract Tool offers valuable assistance. Tailored to business needs and compliant with workplace laws, the tool is suitable for full-time, part-time or casual employees covered by an award and receiving hourly or weekly wages.
  • Develop an onboarding plan to introduce the new employee to your business, its values and operational procedures.
  • Provide necessary training, resources and support to help them integrate smoothly into their new role.
  • Ensure that from your perspective as a business owner, and that of your new staff member, there is compliance with employment laws and regulations.
  • Create an employment contract detailing terms and conditions, including termination clauses.
  • Establish effective communication channels from the beginning, providing ample opportunities for reaching out for support or guidance, as well as clarifying reporting lines and expectations.
  • Encourage open communication to foster a positive working relationship.
  • Schedule regular check-ins to provide feedback and address any concerns.
  • Offer opportunities for professional development to help your employee grow within the business.
  • Periodically review and adapt your hiring and onboarding processes based on feedback and experiences.
  • Learn from each hiring process to refine your approach for future hires.

Remember, the success of hiring your first staff member lies not only in finding the right person for the job, but also in creating a positive and supportive work environment. Taking these basic steps will set a solid foundation for a successful employer-employee relationship within your growing business.

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