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Starting a New Job in the UK? Here's What Your Employer Legally Has to Do

Starting a New Job in the UK? Here's What Your Employer Legally Has to Do

Published on 1 August 2025

As a Virtual Assistant who helps busy business owners with HR admin and employee onboarding, when it comes to bringing someone new on board, there are a few very important legal boxes that need ticking.

So whether you’re an employee about to start a new job, or an employer welcoming someone into the team, here’s a quick breakdown of what has to happen by law in the UK and when.

Let’s make sure you’re not winging it on Day 1!

1. The Contract: You MUST Have It on Day 1

Yes, seriously. UK law says that all employees (and workers, not just full-time staff) must receive a written statement of employment details on or before their first day. This isn’t just a good practice, it’s a legal requirement.

As a VA, I often prep these contracts for clients and here are a few things on what they must include at the least:

  • the employer’s name
  • the employee’s or worker’s name, job title or a description of work and start date
  • how much and how often an employee or worker will get paid
  • hours and days of work and if and how they may vary (also if employees or workers will have to work on Sundays, during the ‘night period’ or take overtime)
  • holiday entitlement (and if that includes public holidays)
  • where an employee or worker will be working and whether they might have to relocate
  • if an employee or worker works in different places, where these will be and what the employer’s address is
  • how long a job is expected to last (and what the end date is if it’s a fixed-term contract)
  • how long any probation period is and what its conditions are
  • any other benefits (for example, childcare vouchers and lunch)
  • obligatory training, whether or not this is paid for by the employer

For employees, it must also include the date that a previous job started if it counts towards a period of continuous employment.

Don’t skip it!

2. Pay Must Meet National Minimum Wage

If you're working in the UK, your employer is legally required to pay at least the National Minimum or Living Wage, based on your age. These rates are updated every April, so make sure you’re up to date!

💡 VA Tip: I often add a wage check to onboarding checklists for clients. It's a tiny step that prevents a big legal headache later.

3. You Need to Be Set Up With HMRC

Behind every new starter is the payroll setup:

🧾 Register with HMRC 🧾 Deduct Income Tax and National Insurance properly 🧾 Issue a payslip every pay day (yep, every time!) 🧾 Check if the employee should be auto-enrolled in a pension 

A good accountant/payroll provider helps, but the employer is still responsible for doing it right.

4. Keep It Safe, Legal, and Supportive

Employers must make sure the workplace is safe and inclusive.

This includes:

  • Following health and safety laws
  • Having grievance and disciplinary policies
  • Making reasonable adjustments if someone has a disability

💡 VA Tip: I can create onboarding handbooks with a quick breakdown of these policies so new starters don’t have to dig through folders on Day 3 wondering where the loo policy is.

5. Time Off: Know What You’re Entitled To

Everyone in the UK is entitled to at least 28 days paid holiday per year (pro-rata for part-time roles). This can include bank holidays, or be added on top, depending on the employer.

Also, don’t forget about:

  • Sick leave and sick pay (Statutory Sick Pay is a legal minimum)
  • Parental leave
  • Emergency time off

6. Right to Work Checks

Before you start, employers are legally required to check that you have the right to work in the UK. That usually means a passport, visa, or settled/pre-settled status check. It’s a non-negotiable step.

💡 VA Tip: I can help clients keep digital records of these checks, it keeps things tidy and compliant.

Final Thought from Your VA

Starting a new job is exciting, but it shouldn’t be confusing. If you’re starting a role and don’t get a contract on Day 1, ask for it. Politely, but firmly. Employers, if you're not sure what to include, get support, like from a friendly Virtual Assistant (hint hint!).

Getting the onboarding process right isn't just about ticking boxes; it’s about showing professionalism, building trust, and laying the foundation for a positive working relationship.

Need help with onboarding admin or contracts? Get in contact. Let’s make sure your team starts off on the right foot, legally and happily. 🙌