How to Formalise and Hire a Carer on Caresies

You’ve posted a job, searched and invited carers, and reviewed applicants and completed some interviews. Now that you’ve found the perfect carer, it’s time to take the final step: formalising the hire and making a job offer. This guide will walk you through the process, ensuring everything is set up for success.

Step 1: Complete Due Diligence

Before extending an offer, it’s crucial to confirm that the carer meets all your expectations:

• Reference Checks:
• Call at least two referees. One should be a recent employer.
• Ask detailed questions about their work ethic, reliability, and childcare experience.
• Suggested questions:
• How would you describe their time-keeping and dependability?
• Were there any challenges working with them, and how did they handle those?
• Would you rehire them?
• Vetting Checks:
• Check whether the carer has completed police vetting or other required checks.
• If they haven’t, reach out to Caresies Support for help in getting this sorted.

💡 Pro Tip: Don’t rush this step! Ensuring all checks are complete will give you confidence in your decision.

Step 2: Make a Job Offer

Once you’ve completed your due diligence, it’s time to make an offer through the Caresies platform.

1. Go to your Dashboard and find the carer’s profile under the relevant job post.
2. Select Hire Candidate to begin the offer process.
3. Fill in the job offer details:
4. For Babysitting Jobs: Add the start and end dates.
5. For Nanny Roles: Include the proposed start date for the role.
6. Hourly Rate: Clearly state the agreed-upon pay rate.
7. Job Description: Outline the carer’s duties, working patterns, and expectations. Be as specific as possible to avoid misunderstandings later.
8. Additional Details: Include any extras, such as travel requirements, meals, or flexibility needed.

💡 Pro Tip: A detailed job offer sets clear expectations and helps establish a professional and trusting relationship from the outset.

Step 3: Review and Send the Offer

1. Carefully review all the details of your job offer.
2. Use the Preview feature to ensure it reflects everything you’ve discussed with the carer.
3. Once satisfied, click Send Offer.
4. The carer will receive an email and notification to review the offer.

Step 4: Communicate with the Carer

After sending the offer, the carer may have questions or requests for clarification. Use the Messaging Feature on Caresies to:

• Address any concerns.
• Adjust the offer if needed.
• Plan next steps, such as arranging a trial day or start date.

💡 Safety Tip: Avoid sharing personal contact details until you feel comfortable and are confident in the carer’s suitability.

Step 5: Finalise the Hiring Process

Once the carer accepts your offer, you’re ready to start planning their role:

• Babysitting Roles: Organise a trial day or confirm the first booking.
• Nanny Roles: Formalise the employment process by:
• Managing Payroll: Use a payroll service to handle tax, KiwiSaver, and payslips.
• Creating an Employment Agreement: Draft a formal document outlining hours, pay, and expectations in line with New Zealand employment law.

💡 Reminder: Employing a nanny involves legal responsibilities. Check out our Guide to Hiring a Nanny for a comprehensive overview.

Frequently Asked Questions

1. Do I have to use the job offer feature in Caresies? No not necessarily but we definitely recommend it. The job offer tool is designed to simplify the hiring process. While it’s not a formal employment contract, it helps ensure both parties have a clear reference point.

2. What happens if a carer doesn’t accept the offer? If the carer has concerns, they may reach out to discuss. You can adjust the offer if necessary or consider offering the role to another shortlisted candidate.

3. Can I make multiple offers? No, you can make offers to one carer at a time. If they don’t accept then you can withdraw the offer and offer it to someone else. However, it’s a good idea to focus on your top choice first and proceed only if they decline.

4. How do I ensure my carer is properly vetted? Check their profile for completed vetting badges or contact Caresies Support to request a police check.

We also have partnered with Dream Nannies to provide a more comprehensive vetting check for those who need it.

5. Do I need a formal employment agreement for a nanny? Yes, for nanny roles, it’s important to provide a written employment agreement that meets New Zealand employment standards. Babysitting roles may not require the same level of formality and are typically an independent contract type arrangement.

Reach out to Pay The Nanny, as they might be able to assist with providing template employment contract.

6. Can I manage payroll myself? You can, but using a payroll service, like Pay The Nanny, ensures compliance with tax obligations and KiwiSaver contributions. It’s important just to make sure that your nanny is paid fairly and compliantly.

Key Tips for a Successful Hiring Process

• Be Thorough: Take the time to complete checks and clarify all details before making an offer.
• Communicate Clearly: Keep the lines of communication open and professional with your chosen carer.
• Set Expectations Early: Use the job offer as an opportunity to outline duties, pay, and other arrangements in detail.

With these steps and tips, you’ll confidently move from finding the perfect carer to formalising their hire. Ready to make your offer? Log in to Caresies and take the next step today!