Welcoming A New Nanny

Published by Matt Mason,

Welcoming A New Nanny

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

AoN guest post

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 all over the world for many different types of people and gained a heart bursting amount of experience.

I can offer advice and tips and often, more importantly, an ear that understands all things ‘nanny’. I do my best anyway!” 

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 world of difference. And this is equally true for first-time appointments and families that are having 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 you are using nanny agencies or online search tools, it takes time and effort.  And so it should! 

They’re an essential addition to the family. Not only are they looking after the most precious family members, but they are also going to play an active role in day-to-day 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 right for either 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 welcoming 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 start-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 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 but also some that are 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 you start to consider 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 a good idea 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, it is all about the family and child in the first interview. 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 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 a lot of time further on.

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 very end of a long day as you 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 home setting if the child and the other parent is present. But wherever you choose, make sure it’s easy to find, you give the full address and that you 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, make sure 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 the time at which 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 only just beginning and previous employers and nannies do not really 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 all the things 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 off 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. As, in the case of couples, it’s vital that a new nanny gels with both parents of the household.

If this is the first time 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 child is important.

NB: Following up on references.
It is at this stage that the personal details of certainly the last 2 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. 

Adapting for COVID-19: This is difficult to adapt as it needs to take place at the nanny’s potential workplace. So it’s best to embrace the social distancing measures we have become accustomed to by keeping a safe distance and avoiding handshakes etc.

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, you’ve checked their right to work and you’re 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 is going to 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 from time to time to see how it’s going.  But try and 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, then 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

Adapting for COVID-19: Consider an online virtual nannying session. Obviously, this is hard with a baby with an unfamiliar face on a screen! However, there are ways to at least make some impression. This does depend on the age of the child, but the nanny could read a story or sing a song, or introduce a pet… Some interaction is better than none.

Step five: Meet the current nanny(s)

Step 5: Meet the Current Nanny

For some families, this doesn’t feel like a comfortable stage in the process.  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 also to the family as a whole.

And don’t worry!  Nannies are childcare professionals.  Their biggest focus is the well-being of the children that 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/or, 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 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 Contract

Typically, this is a generic document that can be tweaked where individually required so long as 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.

Nanny PAYE Logo and Number

It is extremely important that all parties concerned go through the contract with a fine-tooth comb. This will avoid any regrets down the line and although the process will have been all 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 really great and totally worthwhile experience. It’s a real chance for either the leaving nanny or parent to showcase the role. To really 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, little by little, being more active in whatever is happening. This can happen quickly or more gradually depending on how the relationship develops. 

Handing over the reins

It’s important for the new nanny to be allowed to form their new role as they like. 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

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 also have lunch and a break.

Sounds obvious but often overlooked! 

And like with any professional position, it’s really important to create moments when the family or the nanny can bring up something that doesn’t feel right.  Early on, it may even 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 any problems early on and adapting is a far better solution than letting things build up. So do try and create an environment where both the nanny and the family can give feedback without fear of a frosty reception!

The Army of Nannies Logo

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


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