Becoming an Employer

If you decide to employ your own Personal Assistant through PAYE, you become their employer. This gives you more control over who supports you, when they work and how your support is provided, but it also means taking on some responsibilities.

Don't let that put you off. Thousands of people employ their own PAs, and there is support available to help you manage the practical side of being an employer.

This guide is a simple overview, not legal or employment advice. Your responsibilities can vary depending on your circumstances, so check the latest official guidance if you need specific advice.

What does being a PA employer mean?

When you employ a PA directly, you are their employer. This is different from using a care agency, where the agency employs the care worker and manages the employment relationship. As an employer, you'll agree the PA's hours, duties and rate of pay, and you'll be responsible for managing their employment. This gives you much more choice over who supports you and how your support works.

Skills for Care describes employing your own PA as a way of having greater choice and control over your care and support. Their Individual Employer resources provide guidance and templates to help you through the process.

What do I need to do before my PA starts?

You'll need to agree their role, hours and pay, provide an employment contract, check their right to work and consider whether a DBS check is appropriate. You'll also need to register as an employer with HMRC and set up payroll.

Skills for Care provides a useful checklist and templates for individual employers, including guidance around contracts, pay, insurance, records and pensions. For help with recruitment checks, see References, DBS Checks and Right to Work.

Do I need to run payroll?

Yes. If your PA is your employee, you'll need to operate PAYE and make sure the correct tax and National Insurance deductions are dealt with.

You don't have to manage payroll yourself. Many individual employers use a payroll service or accountant to handle the calculations, payslips and reporting to HMRC. This can make things considerably easier, particularly if you've never been an employer before.

You can find official information about running payroll on GOV.UK.

What about holiday and sick leave?

As an employee, your PA has employment rights, including paid annual leave and, where eligible, statutory sick pay. You'll need to keep track of their holiday and agree a process for requesting time off and reporting sickness. It's a good idea to include these arrangements in the employment contract and discuss them during your PA's induction.

For more information about setting a fair rate that takes employment costs into account, see How Much Should I Pay My Personal Assistant?.

Do I need insurance?

You'll generally need Employers' Liability insurance when you employ someone. There are some exceptions, so check the rules for your particular circumstances.

Your insurance provider can also help you understand whether you need additional cover relating to your PA's work or your particular situation.

What about pensions?

As an employer, you'll need to assess your PA for workplace pension automatic enrolment and meet your responsibilities if they are eligible.

You don't necessarily need to manage the pension yourself. Your payroll provider may be able to help you set this up and manage the relevant deductions and contributions.

What should I give my PA when they start?

A good induction can make a huge difference to how well the arrangement works.

Show your PA around your home, explain your routines and discuss how you like to be supported. It's also a good opportunity to go through working hours, breaks, house rules, communication, holidays and what to do if either of you has a problem.

You should also identify any training your PA needs. Depending on your requirements, this could include first aid, moving and handling, medication or using specialist equipment.

Do I have to manage everything myself?

No. Being an employer doesn't mean you need to become an expert in payroll, pensions and employment administration overnight.

Your local authority or Direct Payment support service may be able to help, and organisations such as Skills for Care provide free resources, templates and guidance for individual employers. Their Employing Personal Assistants Toolkit includes templates for things such as employment contracts, holiday requests, sickness records and risk assessments.

Many people also choose to use a payroll provider to take care of the more complicated administration.

Is employing a PA worth it?

Being a PAYE employer does involve some additional responsibility, but you also gain much more choice and control over your support.

You choose who you employ, agree the hours that work for you and build a working relationship directly with your PA. You can also employ multiple PAs to create a team and make covering holidays and sickness easier.

If you're still deciding between employing your own PA and using an agency, read Agency Care vs Personal Assistants.

Ready to hire your own PA?

Becoming an employer might seem complicated at first, but you don't need to do everything at once. Start by deciding what support you need, find the right PA, and then work through the practical steps of becoming an employer.

Our Complete Guide to Hiring a Personal Assistant in the UK takes you through the recruitment process from start to finish.

When you're ready to find someone, create your PA Pool client profile and start searching for Personal Assistants who match your needs.