Recruiting a PA: right-to-work documents and onboarding checklist
A detailed route from defining the personal assistant role to completing right-to-work, safeguarding, payroll and day-one records.
For People preparing to employ a PA through a Direct Payment
In brief
- Complete the prescribed right-to-work check before employment starts; a National Insurance number alone is not proof.
- Examples include a British or Irish passport, or a UK birth certificate combined with an official document showing the permanent National Insurance number.
- DBS, PVG and AccessNI routes differ, and an individual employer cannot directly request every level of check.
Define the job before selecting a person
Write down the duties, normal place of work, days or availability, pay, driving requirement, training and whether the role includes regulated personal care. Separate essential criteria from preferences and use the same selection criteria for every applicant.
- —Job description: what the PA will do and what is outside the role.
- —Person specification: skills or experience genuinely needed.
- —Working pattern: fixed, variable, overnight, weekend and cover expectations.
- —Pay information: base rate and separately identified enhancements.
- —Selection record: applications, interview questions, scores, references and final reason.
Right to work: acceptable examples
The employer must complete a valid check before the PA starts. The route depends on the candidate's status. Do not ask every candidate for the same immigration document and do not accept a National Insurance number, driving licence or expired biometric residence permit as standalone proof.
| Route | Examples | What the employer keeps |
|---|---|---|
| Manual check with no repeat check normally required | A current or expired British or Irish passport; or a UK birth or adoption certificate together with an official document showing the person's permanent National Insurance number and name. | A clear copy of the prescribed pages, the check date and the statement or record confirming the check. |
| Home Office online check | A candidate with an eVisa or other digital immigration status provides a share code and date of birth. | The employer views the official profile, checks the photograph and permitted work, and saves the profile page showing the check date. |
| Time-limited manual evidence | Only documents on the current Home Office checklist, used in the prescribed combinations. | Copies plus a repeat-check date before permission expires. |
| Employer Checking Service | Used in specified cases where an application or appeal is outstanding and the candidate cannot prove status through the normal route. | A Positive Verification Notice and follow-up date where applicable. |
Carry out the manual check in four steps
- —Obtain the original document. If checking by live video, the employer must still physically hold the original document.
- —Check the photograph and date of birth are consistent with the candidate, dates have not expired where relevant, work restrictions allow the job, and name differences are explained.
- —Copy the prescribed pages clearly in a format that cannot be altered.
- —Record the date on which the check was completed using wording that makes clear it was the check date, then retain securely throughout employment and for two years afterwards.
Digital status must be checked online.
Where the candidate holds digital immigration status, use the Home Office online service. A screenshot supplied by the candidate or an expired physical BRP is not a substitute.
Use the correct safeguarding route
A check is not automatically available merely because the job is called a PA role. Eligibility depends on the duties. Personal care such as assistance with washing, dressing, eating, toileting or specified prompting can amount to regulated activity; companionship alone may not.
| Area | Scheme | Practical route for an individual employer |
|---|---|---|
| England and Wales | Disclosure and Barring Service (DBS) | For an eligible personal employee, the PA applies for the Enhanced check through a suitable DBS Umbrella Body. The private employer does not directly submit the application. |
| Scotland | Protecting Vulnerable Groups (PVG) | Use an umbrella body. Since 1 April 2025, PVG membership is legally required for people carrying out regulated roles. |
| Northern Ireland | AccessNI | Standard and Enhanced checks go through an AccessNI-registered body; an individual cannot apply directly for those levels. |
Complete the day-one file
- —Signed written statement or contract with all required day-one particulars.
- —Right-to-work check record and repeat-check date where time-limited.
- —References and role-appropriate DBS, PVG or AccessNI outcome record.
- —Emergency contact and only the health information needed for work.
- —P45 or Starter Checklist information sent securely to payroll.
- —Bank details sent through the payroll provider's secure method.
- —Pension assessment and required communication.
- —Employers' liability insurance certificate where required.
- —Timesheet, holiday, sickness, expense, confidentiality and concern-reporting processes explained.
- —Training plan for any equipment, moving assistance, medication-related boundary or specialist task.
Review after the first month
Check whether the duties, hours and recording process match reality. Confirm that payroll ran correctly, the PA can submit records, training gaps are being addressed and both parties know how to raise a concern. If the job has changed materially, seek advice before informally rewriting the arrangement.
Sources and further guidance
These links are provided so readers can check the underlying official guidance. Local Direct Payment agreements and individual employment circumstances still need to be considered.