The more you know about the role, its tasks and responsibilities, the more specific you can be in communicating your requirements through advertising. This will lead to the most appropriately skilled and experienced people applying. Advertising widely, and in the right places, means more people will hear about your role, which gives you a higher chance of finding the right employee for you.
- Write a detailed and accurate job description that includes the job title; purpose of the role; reporting lines; the tasks, duties and responsibility areas. Also include the expected roster and hours of work and specify seasonal variation.
- Think about the attitude, skills and experience the successful applicant will need to have to work on your farm and include this in your advertising.
- Consider what information the candidate will need to decide if this is the job for them, try and make it as appealing as possible.
- Decide on the terms and conditions you will offer the new employee.
- Advertise your role on Fencepost, a website dedicated to publicising dairy farming roles; through word-of-mouth, by telling friends, HR Consultants, your team and associates; approach potential applicants directly, and use other methods which you know are successful in your area (e.g. the local community newspaper or newsletter, on local noticeboards etc).
- For a full employment check list, click here.
- Being organised and professional from the beginning indicates to people that you have high standards. This is likely to attract successful and motivated applicants.
- The QuickStart recruitment kit can help you or alternatively you could employ a specialist recruitment company
- Job descriptions should be reviewed to ensure they reflect the current job. They should also be reviewed when you start the recruitment process.
- Communicate early and let candidates know where you are at in the recruitment process.
Quick Questions & Answers
How do I calculate the total package value?
Total Package Value (TPV) is the total value of the remuneration package including cash and non-cash benefits. To calculate what the TPV is for a staff member, assign a monetary amount for each item/benefit and add them up. For cash items (e.g. wages/salary) this is obvious, but for some items you may have to investigate what is fair and then use your discretion (e.g. accommodation, meat, meals).
Learn about the different terms and conditions you can offer your employee as well as remuneration options.
Paying the minimum wage is not likely to attract the best applicants, but it is a minimum legal requirement so you need to know what it is.
Think about other ways you can engage your staff.
What can be included in the Total Package Value?
All cash and non-cash benefits an employee will receive should be included in the Total Package Value (TPV).
Including all benefits makes it more likely your employee will recognise their value. It will also help to ensure that the correct tax is paid - tax on all benefits must either be paid through the employee’s PAYE or through Fringe Benefit Tax (FBT).
Items that could be included in a TPV are:
- salary / wages accommodation
- incentives / bonuses milk
- Non cash:
- landline / mobile
- vet bills
Make sure you discuss the TPV with your employee so they understand what they will be receiving, how you worked out the values for each item and any implications for the tax they will pay.
Learn more about the terms and conditions you could offer your employee.
Find out how to make a job offer which includes an employment agreement.
What value do I put on accommodation?
The IRD requires that a fair market rental is charged for accommodation provided to dairy farm employees. This is often incorporated into the Total Package Value (TPV), or total earnings, that you offer as the terms and conditions for the job.
To fulfil IRD requirements you can either:
a) Take the rent out of the person's wages after tax has been paid. Note: the provision of accommodation is a taxable benefit so it is liable for PAYE.
b) Pay an accommodation allowance, which covers the value of the accommodation, within their wages and then deduct the rent back once tax has been paid on the total wages.
c) Pay Fringe Benefit Tax on the value of the accommodation.
Options a) and b) are essentially the same, there is just more paperwork in option b). Option c) is the only method which can be considered free rental.
The amount of rent paid for accommodation must be clearly written into the employment agreement and the employee must agree in writing to the deduction of rent from their wages. If they do not agree then no deduction can occur.
Find out more about employment agreements and why you must have them. Make sure your agreement includes any accommodation or other wage deductions and that they are specific.
Learn about your other legal responsibilities as an employer.
How do I write an advert to exclude unsuitable candidates?
Be specific about the job and the skills required. This doesn't guarantee that unsuitable people will apply, but it will definitely help!
A detailed advert means the potential employee can see clearly what would be expected of them, and gives them the opportunity to assess whether or not the position might be a good match, or not.
When is the best time to begin the recruitment process?
As soon as you know you will be requiring new staff.
Once you know you have a vacancy to be filled then the first thing to think about is what you want in your employee. This might involve:
- Developing a people strategy for your entire team.
- Reviewing/writing a job description - thinking about what worked and what didn't with your previous employee, their workload and their crossovers with other team members.
- Identifying the skills you need and the skills you would like.
- Making sure the skills and job description you have developed fit with your business and personal goals.
Learn how to write a job description – a legal requirement and the first step in ensuring your employees know what is expected of them.
By this stage you should have pinpointed what you want and need in your new employee. So this is the time to advertise!
Get tips to help ensure your job advert is attractive to the best applicants.