Hiring Your First Team Member: Step-by-Step Checklist

Many founder-led charities go years before hiring. Then they do it in panic: "We need someone NOW." This leads to bad hires.

Plan hiring. Follow a process. Hire the right person. Here is the checklist.

Before you post: the pre-hire checklist

• Can you afford them? (Salary + tax + National Insurance + overheads = usually 40-50% more than salary.)
• Do you have 18 months of salary in reserves? (If income dips, you still pay them.)
• What will they actually do? (Write a job description before you post.)
• Can you manage them? (First hires need oversight.)
• Part-time or full-time? (Recommend part-time for year one.)

Step 1: Write the job description (1 week)

A good job description takes 2 hours to write and saves weeks of recruiting the wrong people.

Must include

• Title.
• Salary (transparency filters out people who cannot afford the role).
• Hours (full-time, part-time, flexible).
• Purpose: why does this job exist?
• Responsibilities: 6-8 bullet points.
• Requirements: 5-7 essential skills.
• Nice-to-haves: not required, but good to have.

What NOT to write

• Vague requirements like "passionate about X".
• Unrealistic demands (10 years experience for a junior role).
• "Must fit the culture" (code for bias).

Step 2: Post and recruit (1-2 weeks)

• Post on specialist job boards: Third Force Jobs, Charity Job, Indeed.
• Ask your network: "We are hiring. Know anyone?"
• Contact local volunteer centers or universities if entry-level.
• Set a closing date (1-2 weeks from posting).

You need 10-20 applications to get 3-5 strong candidates.

Step 3: Screen applications (3-5 days)

1. Read each carefully.
2. Is their experience relevant? (Not essential, but shows interest.)
3. Do they address why they want the role? (Enthusiasm matters.)
4. Are there red flags? (Huge gaps, multiple short stints.)
5. Create a shortlist: 3-5 candidates for interviews.

Step 4: Phone screen (optional, 15 minutes each)

Call each shortlisted candidate. Quick questions: "Tell me about yourself. Why are you interested? Are you available?"

This saves time in formal interviews and filters for basic fit.

Step 5: First interview (60 minutes)

Prepare

• Use the same questions for all candidates (reduces bias).
• Prepare 5-7 questions covering: role understanding, relevant experience, motivation, questions for them.

Example questions

• Tell us about a project you led. How did you approach it?
• What attracted you to this charity?
• What would you do in your first month?
• What are your strengths? Weaknesses?
• Why are you leaving your current role? (Or: what is next for you?)

After the interview

Use a scorecard to rate each candidate on: relevant skills (1-5), communication (1-5), mission fit (1-5). This makes decisions fair.

Step 6: Work sample or second interview

For finalists, give a small task: "Here is an example of what this role does. How would you approach it?"

This reveals actual capability better than interview answers.

Step 7: Reference checks (before offer)

1. Call at least one previous manager.
2. Ask: "Would you hire them again? Any concerns?"
3. Listen for enthusiasm or hesitation.
4. Check employment dates match their resume.

Step 8: Make an offer

Once checked references:

• Call them with the verbal offer.
• Send a written offer letter including: salary, hours, holiday, start date, reporting line.
• Ask them to confirm by email.
• Set a start date 2-4 weeks away (gives them notice at current job).

Step 9: Onboarding (first week)

• Assign a buddy from your team.
• Prepare their workspace, laptop, email, access.
• First-day meeting: tour, meet the team.
• Daily 30-minute checkin first week (check in, answer questions).

The closing principle

Good hiring is not quick, but it is not complicated. Follow the process, use a scorecard, and do not hire on gut feeling. Your first hire sets the tone for the team. Get it right.

This guide is part of our Charity People and HR hub, where you can explore every practical guide in this area.