Nanny Finding And Welcoming A New Nanny

Published by Matt Mason,

Nanny Finding And Welcoming A New Nanny

Welcoming a new nanny into your home the right way can make a huge difference to a child’s well-being and happiness.  And it can also help to quickly establish a solid working relationship on which you’ll come to depend.

AoN guest post from Nanny Laura

Laura Green Professional Nanny and consultant with Army of Nannies

The approach outlined comes from 30 years of tried and tested advice and tools. All in the name of matching incredible and individual nannies with lovely families.

“My name is Laura. I have nannied for 30 years. I have been fortunate to work for many fantastic families with (I think, at my last count) 47 babies and children! I’ve worked worldwide for many different types of people and gained a heart-bursting amount of experience”.

Our steps to welcoming a new nanny

Here, we offer some simple steps and processes to follow – from the first interview to 3 months in – that can make a difference. And this is equally true for first-time appointments and families that have to replace an in-role nanny.

Investing time and effort

From the off, finding a new nanny – or a nanny finding a new family – is a project in itself.  Whether using nanny agencies or online search tools, it takes time and effort.  And so it should! 

They’re an essential addition to the family. They look after the most precious family members and will also play an active role in daily family dynamics.

Therefore, it stands to reason that you should put time and effort into welcoming the new nanny into your family.  There’s little point in taking on a nanny only to find out 3-months in that things aren’t suitable for the family or the nanny.

Building and sharing your onboarding plan  

Building an onboarding plan reduces the chances of the fit not being right.  Also, by sharing the plan with prospective nannies, they know you recognise the importance of the role.

Top tip: When you’ve designed your onboarding plan, write it up and give it to any nannies you intend to interview.  If you do this, both parties know what to expect and go into the process fully informed.  And nannies will realise you are taking the whole process seriously. However, this should be adapted to suit the character of the family. Every family is different in its approach which is why families and nannies need to be matched accordingly. A nanny will learn a lot from an onboarding plan about a family!

The Rolls Royce approach

The Ideal way to welcomng a new nanny

At first glance, this seems over-engineered. But if you think about what you’ll expect from the role and the duties of a nanny – it’s really not!

When building your onboarding plan, we hope this framework acts as a helpful starting point. And you can adapt the process to suit your family situation.  

Step one to welcoming a new nanny:  The first interview 

The first step of welcoming a new nanny - the interview

To get to this point, you’ve likely seen the CV and decided that this nanny is worth a further look. Perhaps you’ve even had a telephone call or exchanged emails to arrange the first interview. 

Do some prep:

This is your chance to meet the nanny face-to-face and to ask some initial questions.  It’s always good to do a bit of prep for this interview.  Make sure you have a list of standard questions and some specific to the nanny you are meeting. 

Take notes: 

And if you’re seeing several nannies, take some notes there and then. That way, there’s no confusion when considering who is right for your family. Be aware that this may seem quite formal and slightly unnerving, having the interviewer sitting opposite with a pen and paper jotting down ‘notes’! So it would be good to say, ‘I hope you don’t mind me jotting a few things down. It’s so I don’t miss anything!’. This will ease the interviewee.

Be friendly:

So often, the first interview is all about the family and child. Of course, this is of vital importance and relevance…! However, as this is an early chance to get a personal first impression, I think it’s equally important for the parent to say (with a big smile!): ‘Tell me a little about yourself. What sort of things do you like doing in your more than precious spare time?’ The parent can and should then provide similar information to the nanny. Ice broken.

Invite questions:

First impressions made. The interviewer needs to allow the interviewee to take the stage, as this must be a two-way conversation.  So make sure that there are questions from both sides! 

Talk about the next steps:

And, towards the end of the interview, don’t be afraid to ask if they’d be interested in going onto the next stage. Asking a straightforward question at this stage could save you much time later.

Top Tip:  Try and make this a 1-2-1 meeting so you can get to know each other and explore the working fit.  But sometimes, little ones also attend as the family don’t have childcare – hence they need a nanny!

Attending: Ideally, the nanny and one of the parents.

Interview duration: Around an hour (unless a non-starter!). 

Pick a good time: Try not to run this at the end of a long day, as neither party will get the most out of the interview.

Stick to your time: Try not to cancel and move it around – after all, you’re recruiting for a professional position.  And the professional you want may be put off if this isn’t your priority. 

Where to host it: Depending on who attends, a cafe is good for 1:1, and a home setting is good if the child and the other parent are present. But wherever you choose, make sure it’s easy to find, you give the full address and advise the best means of getting there by public transport.

Adapting for COVID-19: Consider using an online video chat facility like FaceTime, Skype or Zoom.

And finally, be safe: As with any first meeting, ensure you’ve shared the details of the meet-up with someone close, i.e. when and where it’s taking place and what time you expect to finish.

Step two: Reference checking

Step 2 to welcoming a new nanny: Reference checking

At the end of the first interview – either right at the end or by email after you’ve made your top selections – is a great moment to request and provide written references. 

Ideally, two from two

Ideally, two from a prospective nanny’s previous employer(s). And also, if you can, two from the family’s previous nannies. These should be available from when previous employers’ references are available. This makes the process more equal and reassuring to both parties.

They should be without personal details attached as the process is just beginning, and previous employers and nannies do not want to be bombarded with calls!

Families Appoint A Nanny Square Banner

Our checklist for families appointing a new nanny is a handy resource that may help you check through everything you need to do before making an appointment.

Step three to welcoming a new nanny: The second interview

Step 3: Inteerview two banner

Both parties should be feeling positive and maybe even excited by this stage! 

If either party is not feeling it, the foundation is unstable from the off. The best impressions are made by anyone when feeling excited about actually looking forward to going to work at silly o’clock on a Monday morning with a gorgeous child and a fab family! Everyone works better and puts more into their job if their heart is in it.

The bigger picture

Only a couple of nannies will likely make the second interview. If you don’t want surprises in the first few weeks of working together, here’s the time to cover and explore the broader expectations of the role and how you would like to work together.

Meet the family

It’s also the time to introduce any other adult family members. In the case of couples, it’s vital that a new nanny gels with both parents.

If this is the first time a nanny meets the child, as possibly his or her nanny, see how they engage together. Even at this stage, the visible chemistry between the nanny and the child is essential.

NB: Following up on references.
It is at this stage that the personal details of certainly the last two references should be made available to both parties. That is previous employers and of course nannies! 

Attending: The nanny and, if a couple, both parents and the little one(s) for sure!

Duration: Around half an hour to an hour (unless a non-starter!)

Where to host: This can be out of the home, but often, this is best approached at home as it will give the nanny a view of her potential workplace.  This is especially important for live-in nannies. 

Sidebar: Remember the UK Right to work checks
Employing a nanny comes with responsibilities. And one of those is checking their right to work in the UK. We can either advise a service or you can follow the governments advice by clicking on the image below. Failure to do this can result in a significant fine, so please don’t forget to check!

Right to work advice

Step four: The paid trial

Step 4 to welcoming a new nanny: the paid trial

You’ve likely whittled it down to one, checked their right to work, and are now ready to invest a little money to see if this is THE ONE. And, just like the first interview, this is the nanny’s chance to do a final half-day (or thereabouts) check that this family will be her new work home, too. 

Give nanny space

The paid trial (yes, paid!) is all about the chemistry between the nanny and her charge(s).  By all means, check in occasionally to see how it’s going.  But try to avoid being a constant shadow as this will pressure the dynamic and likely won’t give a fair reflection of how things will be.

After all, if a candidate has made it this far, they need to be given the benefit of the doubt that they are good at their job!

Close with a chat

Towards the end of the day, have an open chat and field any final questions.  Fingers crossed, your journey to finding a new nanny is near complete.

If you are really and truly feeling good and interested, then it is a good idea to leave the trial saying something to the effect ‘I really enjoyed our time and think today was a success! Certainly for me! Many thanks for your time!’’ (always with a smile!) Again as mentioned before, this should be something openly said by both parties.

Attending: The nanny, her prospective charge(s) and a parent

Duration: Half a day

Where to host it: At home

Step five: Meet the current nanny(s)

Step 5: Meet the Current Nanny

For some families, this doesn’t feel like a comfortable stage.  But for nannies, it’s gold.  It gives them a headstart on what to expect and helps to ensure that any hints and tips are passed on.  In turn, this supports all-important continuity for the child and the family.

And don’t worry!  Nannies are childcare professionals.  Their most significant focus is the well-being of the children they care for.  

Top tip:  Let the nannies sort this out together.  In most instances, it will be a telephone call.

Attending: The nanny that’s leaving and, for larger households, other nannies that are in the role

Duration: Leave that to the Nannies to arrange

Step six to welcoming a new nanny: The formal job offer

Step 6: The Nanny job offer

All being wonderful and right for all, the new prospective employer will provide a formal written ‘Offer of Employment. 

This should include:

A friendly appreciation of the chosen candidate. Words like ‘thrilled!’ and ‘delighted!’. This is a welcome, after all!

Followed by formal stuff:

  • Start date
  • Hours of work / hourly rate in gross terms so it allows for tax and National Insurance
  • Address of place of work
  • Description of role
  • Invitation for the nanny to ask any questions or voice any concerns before a contract is drawn up

Step seven: The contract

Step 7: The Nanny Contract

Typically, this is a generic document that can be tweaked where individually required so long as it is mutually agreeable. You can find examples of these online from a variety of nanny organisations.

Recommendation:  Do consider using a nanny PAYE specialist. We exclusively recommend NannyPaye – a 5-star Trustpilot business.

A quick call with them will help you understand what you need to do as an employer and how they can help you with a lot of the responsibilities you now have to manage.

NannyPaye telephone number 01737 816 320 on a white background

All parties concerned must go through the contract with a fine-tooth comb. This will avoid any regrets down the line, and although the process will have been very relaxed and friendly up to this stage, this is a job, and there have to be rules and understandings in writing for everyone’s peace of mind.

Top Tip: Be mindful that this contract has to work for both parties.  Presenting a contract that’s too one-sided could lead to difficult conversations early on!

Once read through (a good couple of times!), both parties sign and date it. All the information set within the Offer of Employment will be set within the contract (start date, salary etc.).  Signing and dating can be done electronically.

Step eight: The probation period and the handover

The Proabtion and Handover banner which is step 8 of welcoming in new nanny

The handover should be a great and worthwhile experience. It’s a real chance for the leaving nanny or parent to showcase the role. To show what it’s like to be doing this!! Equally, it is the new nanny’s chance to shine! It’s a time of learning everyone’s ways (particularly the little one(s).

Baby steps

The very beginning is all about observing and not treading on any toes. Then, gradually become more active in whatever is happening. This can happen quickly or slowly, depending on how the relationship develops. 

Handing over the reins

The new nanny needs to be allowed to form their new role. This may mean ‘alone time’ with the child. Often, this makes their life easier and less confusing for the child. Too many cooks and all that! This is supposed to be a relaxed and smooth process.

The idea is that, bit by bit, the new nanny takes full charge by the end of the handover. Making whoever was in charge at the start… no longer in charge!

Handover complete.

Step nine: Full appointment and the contract

 Position filled and full contract banner to Wecloming a new nanny

You’ve done it! You’ve found the one. And now it’s time to let your new nanny, nanny!

Welcoming a new nanny your way

They will need guidance on where things are in the home relevant to their workspace and duties and made to feel relaxed enough to make a cup of tea during the day and have lunch and a break.

It sounds obvious but often overlooked! 

Welcoming a new nanny illustration

And like any professional position, it’s essential to create moments when the family or the nanny can bring up something that doesn’t feel right.  Early on, it may be a good idea to schedule a weekly moment to ask how it’s going. This is best kept as an informal chat rather than a sit-down and making-notes meeting. Both parties are likely to be more relaxed and open that way.

Addressing problems early on and adapting is a far better solution than letting things build up. So do try to create an environment where the nanny and the family can give feedback without fear of a frosty reception!

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Finally, good luck with your search and selection.  And we hope Army of Nannies’ smart matching criteria have played a part in helping a fantastic nanny find an excellent nanny!


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