How To Make A Job Offer

Who: This process is for the Administrator or General Manager

What: This process shows you how to make a job offer to a potential new employee

When sending a job offer email to a potential employee, the following documents are needed:

• Job offer letter

• Contract

• Job description

• IRD Tax Code form

• KiwiSaver Deduction ks2 form

• KiwiSaver Opt-Out ks10 form

• MOJ Check Third Party form

These documents are to be attached to an email from the assist inbox using the following template:

Job Offer Email Template

Subject: [Name] Job Offer - [Position] / Strictly Savvy

Email: Hi [Name],

We are very excited to have you join the Savvy Squad!

Attached is your job offer letter.

Firstly, we require you to review your contract and job description and let us know if you have any questions on these ASAP. Your contract must be signed and returned to us before your start date.

Secondly, you will need to fill in our employee info and emergency contact forms online via the following links:

Employee Information Form - https://airtable.com/shr8oZ0jcFxiCyavf

Employee Emergency Contact Form - https://airtable.com/shriYUXkyacbX36Tn

Additional employment forms, including tax code declaration, KiwiSaver and MOJ request for criminal conviction history, are attached. If you are unable to print and complete these forms at home, please let me know and I will have printed copies ready for you to complete on your first day. Please note that you are required to fill in either a KiwiSaver deduction OR opt-out form, not both.

Let me know if you have any questions.

The team look forward to meeting you on [start date].

Kind regards,[Insert Email Signature]

Process to create a Job Offer Letter

1. Jo will provide you with the details for the Job Offer Letter. Details needed are:

• Person's name (full names need to be used in all employment documents, not nicknames)

• Address

• Salary figure, and additional remuneration info - home office allowance, health insurance, KiwiSaver, mobile phone etc

• Hours (usually fulltime = 40 hrs)

• 90 day trial

2. Download the template from SharePoint - Management > HR > Job Offer Letter Templates

3. Draft the letter using the details from Step 1 and save it to the person's HR Folder in "Raw Files"

4. Send the SharePoint link to the document to Jo in Teamwork chat for review

5. Once approved, create a pdf version of the document, save it to the person's HR Folder in the "Employment Docs" folder and attach a copy to the draft job offer email in the assist inbox

Process to create a Contract

1. Jo will provide you with the details for the Contract. Details needed are:

• Person's name (full names need to be used in all employment documents, not nicknames)

• Address

• Salary figure, and additional remuneration info - home office allowance, health insurance, KiwiSaver, mobile phone etc

• Hours (usually fulltime = 40 hrs)

• 90 day trial

2. Download the template from SharePoint - Management > HR > Contract Templates

3. Draft the contract using the details from Step 1 and save it to the person's HR Folder in "Raw Files"

4. Send the SharePoint link to the document to Jo in Teamwork chat for review

5. Once approved, create a pdf version of the document, save it to the person's HR Folder in the "Employment Docs" folder and attach a copy to the draft job offer email in the assist inbox

Process to create a Job Description Letter

1. Jo will provide you will the details for the Job Description Letter. This is usually just a downloaded template with no amendments needed, but sometimes Jo will want to add or remove things from it

2. Download the template from SharePoint - Management > HR > Job Descriptions

3. Save a copy to the person's HR Folder in "Raw Files"

4. Send the SharePoint link to the document to Jo in Teamwork chat for review

5. Once approved, create a pdf version of the document, save it to the person's HR Folder in the "Employment Docs" folder and attach a copy to the draft job offer email in the assist inbox

Other attachments

1. Download the following forms from SharePoint - Management > HR > New Employee Paperwork:

• IRD Tax Code form

• KiwiSaver Deduction ks2 form

• KiwiSaver Opt-Out ks10 form

• MOJ Check Third Party form

2. Attach the above forms to the draft job offer email in the assist inbox

3. Advise Jo that the job offer email is ready for her to review and send