The hiring process

Successful recruitment starts with defining what role you need to recruit for – take a look at this guide for standard role descriptions and associated tasks to help you decide, then download the relevant job description. You may want to edit or add some responsibilities to this job description, depending on your farm and system.

1. Recruit for the right role

Start by clearly defining the role you need to fill. Outline the responsibilities, skills, and qualifications required, and consider how the position fits into your farm’s long-term goals. A well-defined role ensures you attract candidates who meet your needs and reduces confusion later in the process. Think about whether the role is permanent, seasonal, or part-time, and set realistic expectations for working hours and conditions. This step is crucial for aligning your recruitment strategy with your operational requirements.

Below is a list of templates to help you:

2. Advertise the role

Promote the job through channels that reach your target audience, such as Farm Source, Trade Me Jobs, or Seek. Using recruitment agencies or not-for-profit work placement services such as Work and Income or Student Job Search and online job boards, and local community platforms can be helpful. Include key details like job title, hours, responsibilities, location, and benefits. Be sure to include if accommodation is available and roster options too. A clear, appealing advertisement helps attract qualified candidates and sets the tone for your farm’s values and culture. Make sure to comply with employment regulations when advertising. If there is a chance your role will need to be filled by an international candidate, there are strict guidelines around advertising. Learn more about this in our immigration section.

3. Shortlist applicants

Review applications carefully and compare them against your criteria. Look for relevant experience, skills, and cultural fit. Shortlisting ensures you focus on the most suitable candidates, saving time during interviews. Keep the process fair and consistent by using a checklist or scoring system. Our phone screening template might be useful.

4. Application forms

Ask each shortlisted applicant to complete an application form to gather essential information about candidates. These forms help you compare applicants fairly, unearth any areas you might need to explore in more detail, and ensure compliance with employment laws. Include sections for personal details, work history, and references. This step provides a clear record for decision-making.

5. Interview process

Plan structured interviews to assess candidates’ skills and suitability. Prepare questions that cover technical abilities, communication style, problem-solving, goals and cultural fit. Consider involving another team member for a balanced perspective. Interviews are your chance to evaluate communication skills and clarify expectations. There are legal requirements around discrimination and privacy that you need to be aware of when conducting an interview and reference checking. For more information, see the Employment New Zealand website.

6. Check references

Contact referees to verify the candidate’s work history and performance. Ask about reliability, teamwork, and any concerns. Ask if they would re-employ the person and in what capacity. Reference checks provide valuable insights and help confirm your decision before making an offer. You may choose to complete a criminal conviction check. More information on this can be found on the Ministry of Justice website.

7. Select the right person

Evaluate all information: applications, interviews, and references to choose the best candidate. Consider both technical skills and alignment with your farm’s values and fit within the team. Document your decision-making process for transparency.

8. Make a job offer

Prepare a formal offer outlining pay, hours, and conditions. Calculate a competitive job offer using our Farm Assistant Job Competitiveness Calculator. Communicate clearly and allow time for questions. A well-structured offer sets the foundation for a positive working relationship.

Remember they must be allowed time to seek independent advice before signing and you should write this in the letter of offer. Be prepared for the applicant to come back and negotiate terms and conditions. Accommodation, if included should state the rent to be paid for this and how it will be paid. A separate tenancy agreement should also be provided.

Don’t forget to contact those who were not successful once your chosen candidate has accepted the role.

9. Welcome your new staff member

Once both parties have agreed to the offer it is important to talk through and sign the employment agreement and job description with your employee BEFORE they start work. Onboard the new hire effectively. Provide training, introduce them to the team, and explain farm policies. Focus on communication and planning. A strong start helps build confidence and ensures they integrate smoothly into your operation. Help with onboarding can be found here.

Talking Dairy podcasts

How do we find skilled, capable and enthusiastic farm staff when they just don’t seem to be available? In this episode, Lee Astridge, a leading agriculture recruitment and HR specialist, shares actionable tips to help you navigate the recruiting process and make your farming business an attractive option in a tight labour market.

Looking for ideas on how to recruit and retain good staff for your farm? We sat down with Jane Muir, DairyNZ’s lead advisor – people, to discuss this topic in our latest Talking Dairy podcast.