Templates

A job description outlines the tasks and responsibilities you want your personal assistant (PA) to carry out.

A person specification lists the skills, experience, and personal qualities you are looking for in a PA.

If you have a care plan, it may include specific needs or requirements. Be sure to take these into account when writing your job description and person specification.

Job Description

After shortlisting candidates who applied for your PA role, you will need to contact them to invite them to attend an interview. We have created a standard letter template that you could use.

Interview Invitation

If you receive job applications from individuals you do not wish to progress to the interview stage, you can use this template to thank them for their interest in the role and inform them they have not been shortlisted for an interview.

Not Progressing to Interview

If, after interviewing a Personal Assistant, you decide they are not the right fit for the position, you’ll need to inform them through a formal letter.

The following template can help guide your response.

Not progressing post interview

If you identify training needs for your PA, use this template to outline the areas for development, the method of monitoring progress, and the deadlines for completing the training.

Print document

Once you have selected a PA and you are happy with the pre-employment checks, you will need to write to your PA to offer them the job.

Here's a useful template for you to use.

Job Offer

If you decide to work with a Self-Employed PA, a contract—referred to as a Service Agreement—will be required between both parties. We’ve provided a generic template for your use, but we strongly recommend checking it with your funding authority to ensure all essential details are included.

Service Agreement

An Employment Contract is established as soon as your Personal Assistant (PA) begins working for you. In simple terms, it’s an agreement where the PA agrees to perform specific duties in exchange for pay and other benefits. By starting work, your PA confirms acceptance of the terms and conditions you have offered—whether these were given verbally, in writing, or are implied by law.

Both you and your PA are legally bound by the agreed terms. By law, you must provide your PA with a written statement outlining the ‘main particulars’ (key terms and conditions) of their employment on their first day.

Employment Contract

As an employer, ensuring the health and safety of your staff is one of your most important responsibilities. This isn’t just a legal requirement—it also helps create a positive and productive working environment. When your PAs feel safe and supported, they are more likely to perform well and provide better care.

As an employer, you must be able to show that you have taken reasonable care and reasonable steps to prevent injury or harm to your PAs. The simplest and most effective way to do this is by completing a risk assessment. This provides written evidence that you have considered potential risks and taken appropriate action—so if something does go wrong, you can demonstrate that you acted responsibly.

Risk Assessment

The aim of this policy is to support good conduct and performance. This policy sets out the action which will be taken when disciplinary rules are breached.

Disciplinary Policy

It's important to maintain records of all activities throughout your contract with your PA, including tracking any sickness or absences. This template is provided to help you log those details.

Sickness Form

It is important to agree a holiday allowance per year with your PA and keep a record of their holiday dates taken throughout the year.

Holiday Form