Recruiting and Hiring Employees in the UK: Your Simple Step-by-Step Employer Guide

Hiring the right person for your business can make all the difference. Whether you’re running a small shop or managing a large company, finding that perfect fit helps your business grow, keeps your team happy, and saves you headaches down the line.

But if you’re new to hiring in the UK, the process might feel a bit confusing. Where do you start? What rules do you need to follow? What do you need to do to find the best candidates?

In this friendly guide, we’ll walk you through every step of how to recruit and hire employees in the UK – in plain English. So grab a cup of tea, and let’s dive in.

Why Hiring the Right Way Matters

Hiring isn’t just about filling a seat. It’s about making sure you’re following UK laws and also creating a smooth experience for candidates. When done right, good hiring:

• Saves you time and money – Fewer mistakes and less turnover.
• Builds your team’s strength – A good hire brings new energy and ideas.
• Keeps you legal – Employer rules in the UK are strict. You want to avoid fines or legal trouble.

Feeling a bit overwhelmed already? Don’t worry—we’re breaking it down step-by-step next.

Step 1: Understand What You Need

Before jumping into job ads and interviews, take a moment to figure out exactly what you’re looking for. Think of it like building the blueprint before constructing a home.

Ask yourself:

• What work needs to be done? What tasks will this person handle?
• Is the position full-time, part-time or temporary?
• What skills or experience are must-haves?
• What kind of attitude and work style fits your company culture?

The clearer you are from the start, the better chance you have of finding the right person.

Step 2: Create a Job Description

Once you’ve defined the role, it’s time to write a job description. Think of it as your invitation. You want it to be accurate and appealing.

Key things to include:

• Job title
• Main duties and responsibilities
• Skills and qualifications needed
• Location and working hours
• Salary or pay range (this builds trust!)

Keep the language clear. Avoid jargon or overly technical terms unless they’re essential for the role.

Step 3: Advertise Your Job

Now it’s time to get the word out. In the UK, you’re free to advertise on many channels, but some options are more effective than others depending on your industry.

Common ways to advertise your job:

• Online job boards like Indeed, Reed.co.uk, or Totaljobs
• Social media platforms like LinkedIn or Facebook
• Your company website or newsletter
• Recruitment agencies (especially if you’re short on time)
• Local job centres or universities if the role is entry-level

Tip: Make sure your job ad complies with the UK’s anti-discrimination laws. You can’t use wording that could exclude candidates based on age, gender, race, religion, or disability.

Step 4: Review Applications and Shortlist

Applications will start rolling in. You don’t need to read every word, but look for clear signs that tell you if a person fits.

When reviewing CVs and cover letters:

• Scan for relevant experience first – Do they have what you asked for?
• Look out for red flags – Gaps in employment or vague job histories aren’t always bad, but they’re worth noting.
• Stay consistent – Use a checklist or rating system so you’re being fair.

Then, create a shortlist. These are the lucky people who move to the next stage: the interview.

Step 5: Interview Candidates

You’ve got your shortlist—now it’s time to meet your candidates.

Interviews don’t have to be formal or stiff. In fact, a relaxed setting can often bring out honest answers. But do set a structure, so you don’t forget to ask key questions.

Questions to ask:

• Tell me about your previous role.
• Why are you interested in this job?
• How do you handle challenges at work?
• What are your career goals?

Important: You must not ask personal questions about age, religion, marital status, or sexual orientation. These can be considered discriminatory under UK law.

Example: Behavioral Questions Work Wonders

Try asking “Tell me about a time you solved a problem at work.” This shows how someone thinks and acts under pressure—more valuable than just listing skills.

Step 6: Run the Right Checks

Once you’ve found your ideal candidate—don’t skip this step! You must check they’re legally allowed to work in the UK.

Every employer in the UK is required by law to check a new employee’s right to work. This can include asking for:

• Passport or national ID
• Visa or immigration documents

If you’re hiring roles that involve working with vulnerable people, like children or elderly individuals, you’ll also need to run a DBS (Disclosure and Barring Service) check.

Step 7: Make a Job Offer

Time for the exciting part—offering the job!

You can start with a phone call or email. But always follow up with a written offer that includes:

• Job title and responsibilities
• Start date
• Salary
• Working hours
• Any conditions (such as passing references)

Once they accept, it’s official—you’ve hired someone! 🎉

Step 8: Send Them an Employment Contract

In the UK, you’re legally required to give new employees a written employment contract on (or before) their first day.

This doesn’t have to be a novel, but it should cover the basics:

• Job description
• Hours, location, and salary
• Holiday and sick leave rights
• Notice period
• Disciplinary and grievance procedures

It’s best to have a solicitor look over your contract template to make sure it’s legally sound.

Step 9: Register as an Employer with HMRC

If this is your first-ever hire in the UK, you need to register as an employer with HM Revenue and Customs (HMRC).

Why? Because you’ll need to handle:

• Income tax
• National Insurance contributions
• Payroll

You should do this before your employee starts – but no more than 2 months before. You can register online on the government’s official site.

Step 10: Welcome and Onboard Your New Hire

The first few days on the job set the tone for a new employee’s entire experience.

Build a simple onboarding plan that includes:

• Office tour (or virtual intro, if remote)
• Meet-the-team session
• Training or equipment setup
• Go over the employee handbook

People remember how they were treated when they first joined a company. A thoughtful welcome goes a long way.

Final Thoughts: You’ve Got This!

Hiring in the UK can feel like a maze at first—but once you learn the map, it’s totally doable. Just stay organized, be thoughtful, and follow the rules.

To quickly recap, here are your main steps:

1. Know what you need
2. Write a clear job description
3. Advertise in the right places
4. Shortlist carefully
5. Interview with intention
6. Run legal right-to-work checks
7. Make an offer
8. Give a contract
9. Register with HMRC
10. Onboard with care

Got questions along the way? That’s normal.

For more help and official government guidelines on recruiting and hiring in the UK, you can visit:
https://www.gov.uk/browse/employing-people/recruiting-hiring

Now go out there and find that superstar employee. Good luck!