Step 5: Offer the Job

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Tell the PA you want to employ 

When you have chosen who you want to employ, you should contact them and offer them the job. You should send them the offer in writing, you can download a sample Job Offer Letter here. 

The letter should tell them that you will need to carry out checks such as references checks and possibly a DBS check first. You should arrange enough time between offering the PA the job and their start date so that you have time to carry out these checks. 

Complete the relevant checks on the successful PA 

Reference checks 

You can request references by: 

• Email or post – this is often the best way to get the most information. You can send a copy of the job description so that the referee understands what the job involves. 
• Phone – this is often quicker than waiting for a reference in writing and some people feel more comfortable saying things over the phone. However, a short phone call does not always give the referee enough time to think about their answer or consider what the job involves. You should follow up a phone reference with a written reference. 
• Via the candidate – if the candidate provides you with a reference before you have requested it, you should follow up with the referee by phone. 
  
  

DBS checks 

DBS stands for Disclosure and Barring Service, and a DBS check helps you to know whether people have a criminal conviction. 

• A DBS check should only be completed for the successful job applicant 
• It costs £23 for a standard DBS check or £40 for an enhanced check, as of January 2021 
• Most applications usually take around 4 weeks to process 

For more information on DBS checks, you can visit the GOV.UK website. 

Right to Work checks 

You also need to check that the PA you have chosen has the right to work in the UK. You should check and keep a copy of certain documents before your Personal Assistant starts working for you. 

These documents can depend on the type of worker you are employing but usually include: 

• British or European passport 
• A birth certificate confirming that they were born in the UK or Republic of Ireland 
• A letter from the Home Office confirming they have a legal right to work in the UK. 

For more information about right to work checks, visit the GOV.UK website. 

Tell the unsuccessful candidates 

When your chosen PA has accepted the job, you should send a letter or email to the other people you interviewed. This letter should explain that they have not been successful and have not got the job. You can download a sample Unsuccessful Candidate Letter here.