Welcome to My Nanny Toolkit
About My Nanny Toolkit
We were inspired to create My Nanny Toolkit because we wanted to give parents and nannies a simple, positive way to work through the hiring and management process.
To create the toolkit we’ve spoken with hundreds of nannies and parents about the problems they have faced in their employment arrangements.
What stood out to us is that most of the problems we’ve heard about could be avoided with better preparation and ongoing communication between families and their nannies.
My Nanny Toolkit is 100% dedicated to helping you avoid common relationship issues and ensuring you and your nanny can work together well as a team.
Our simple 3 step strategy
Step 1- Preparation
With good preparation a family can be very clear on both the duties they want their nanny to complete, and the type of nanny who will fit well with their family.
Step 2- Interview success
Once you’re clear on your requirements when you interview you’ll be much more focussed. You’ll find yourself able to communicate your expectations clearly, weed out nannies who aren’t suitable and ultimately make better hiring decisions.
Step 3- Communication
Once you’ve found your dream nanny we’ll show you how to establish clear management routines and boundaries from day 1 on the job to get your nanny off to a flying start.
We suggest you review ALL THREE steps before you embark on nanny interviews.
We’re confident if you follow our simple system you’ll set your family up for nanny success!
Good luck, and we look forward to hearing how you get along.
Rachel Lewis and Lisa Bentley
Directors, KiwiOz Nannies Ltd
Step 1: Preparation
There are lots of excellent nannies and au pairs out there- but how do you know which person is going to be the very best for your family?
Taking some time to think about your family, what’s important to you and what you really expect from your nanny will help you narrow down applicants and make better hiring decisions.
Establishing your expectations
To help you clarify your needs we’ve compiled a ‘Dream Nanny’ template which outlines some common expectations parents have in terms of a nannies behaviours, values and attitude.
Every family is unique so our dream nanny template may or may not be perfect for you. If not, compile your own dream nanny template using the form provided.
We’ve also included a ‘Dream Employer’ template to outline some common hopes nannies have in terms of how their employers will treat them.
Creating your employment agreement
Working alongside your dream nanny expectations you should have a formal employment agreement. Employment agreements are legally binding documents signed by a nanny and their employer, which outline the key requirements and boundaries of the role including start date, hours, salary, holiday and sick leave etc.
Employment agreements vary from country to country, and you can often find sample nanny employment agreements online by completing a simple google search. You can also refer to our sample employment agreement- but make sure you double check it according to your own countries employment rules and regulations.
3 top tips for writing a nanny employment agreement:
1. Be thorough.
Avoid employment issues in the future by clearly addressing all of your obligations. Make sure you include protocol for what happens if the match isn’t right or if something goes wrong- if the trial is unsuccessful how much notice will you/ the nanny need to give? What happens if you lose your job and don’t need the nanny anymore? If the family/ nanny has to move overseas or return home because of a family emergency?
2. Be realistic.
One of the biggest complaints from nannies is that expectations outlined at the interview often don’t correlate with what’s expected on the job. For example, they may be told at interview that the contractual hours are 8am-6pm, but when they get started they quickly realise that the Mum is frequently not home until 6.30pm.
We strongly suggest you be realistic about what you expect your nanny to do. There will be a great nanny out there happy to fulfil your requirements and who will stay long term in your role. If you don’t provide absolute transparency from day one, your nanny may lose trust in you as an employer, and you may lose your nanny.
3. Be fair.
In most countries it is the employer who is legally responsible for organising and paying tax for their nanny. If you choose to skip this important step, you compromise your standing as a professional employer, and may not be able to attract a professional nanny to your role. If you expect high standards from your nanny, you should expect to fulfil this basic standard as a fair compromise.
Sample employment agreement
This sample employment agreement can be used as template contract between you and your nanny. Many specifications herein vary from country to country, so ensure you double check the minimum legal requirements for your area.
Employer
Name:
Address:
Employee
Name:
Address:
Dated:
Job Title
Daily nanny
Commencement Date
The employment will commence on xx/xx/xx, and is of a permanent duration.
Days/ Hours of work
The nanny shall normally work the following days/ hours: Monday to Friday xxam until xxpm. There is to be one night babysitting per week included in the salary, on a Mon- Thur night. The employer agrees to give at least 48 hours notification of babysitting requirements. These hours of work can only be changed by mutual agreement.
Remuneration
The total salary payable is XX gross per week. This amount is payable weekly in arrears. Remuneration will be reviewed after the first 6 months and annually thereafter based on performance. The employer will pay xx/hour for any overtime hours worked.
The Employer shall ensure that the Nanny is given a pay slip on the date of payment detailing gross payment, and tax deductions made. The Employer shall be responsible for arranging and organising payment of any tax due.
The Nanny shall be reimbursed by the Employer for all reasonable expenses incurred by her in the performance of her duties under this contract, provided that the expenses are incurred with the approval of the Employer and provided the Nanny produces such evidence of expenditure as the Employer may reasonably require.
Place of work
The Nanny is employed to work at the Employer's home at or such other place(s) as the Employer may reasonably require from time to time.
Holidays
The employee will be entitled to 4 weeks paid holiday per year plus statutory holidays; should the need arise to work statutory holidays then the employee will be given time off in lieu. Holiday dates must have prior agreement of the employer who can request the candidate takes two weeks leave at their own convenience e.g. to coincide with their own holidays. The employee will give the employer four weeks notice of any upcoming holidays. The employer will give the employee four weeks notice of any upcoming holidays. In the first and final year of service entitle to holidays will be on a pro-rata basis. Pay in lieu of holiday and carryover into the next year will not normally apply but may be granted at the discretion of the employer.
Travel:
Outline the nannies role when family is on holiday- does she go with the family, are her hours and pay the same?
Notice Periods
The employee will be required to give and entitled to receive 1 calendars months notice to terminate the contract. The employer reserves the right to pay salary in lieu of notice. There will be a probationary period of 4 weeks during which time the notice period will be 1 week on either side.
Sickness
If the Nanny is unable to attend work due to sickness or injury she shall (insofar as she is able) promptly notify the Employer either in person or by telephone (as appropriate) on the first day of absence and provide the Employer with such evidence of her sickness or injury and the cause of it as the Employer may from time to time reasonably require.
The Nanny shall be entitled to receive (*either statutory sick pay in accordance with the Government scheme during periods of sickness absence) or payment during her absence on sick leave in accordance with the following:
(a) Full pay for the first (5) days sick-leave
(b) Half pay for (2) days and
(c) thereafter Statutory Sick Pay in accordance with the Government's scheme.
The Employer shall be entitled to require the Nanny to undergo examinations by a medical practitioner appointed by the Employer, and the Nanny shall sign the necessary consent form to authorise the medical practitioner to disclose to the Employer the results of the examination and discuss with the employer any matters arising from the examination which might impair the Nanny's ability to properly discharge her duties).
(If the Nanny takes sick leave due to injuries caused to her by a third party, and the Nanny recovers damages from the third party for her injuries, the damages recovered shall include all payments made to the Nanny by the Employer during the sick leave and all payments recovered shall then be paid to the Employer as soon as possible.)
Pension
The employer does not provide a pension scheme.
Cars
The employee will have access to family vehicles during work hours only.
General:
Nanny understands Family has a smoke free home and that smoking by Nanny or Nanny’s
guests is never permitted in the home. Nanny agrees never to smoke while providing childcare to
Family’s children even on walks, trips to playground, outside activities or field trips. All guests
must be pre-approved by Family before being allowed entrance into Family’s home. Alcohol
consumption is never permitted while Nanny is on duty. Nanny hereby certifies that Nanny does
not use illegal drugs and understands that such use is cause for immediate termination. Nanny is
allowed to use home phone for local and long distance calls. Nanny agrees to limit personal calls to 15 minutes or less. Nanny agrees to reimburse Family for all long distance charges. If Nanny
does not have valid CPR and (Infant) First Aid certification, Nanny agrees to complete these courses within ______ days of signature of this agreement.
Confidentiality
It is a condition of employment that now and at all time in the future as may be required by law the employee shall keep the affairs and concerns of the householder and its business/ transactions confidential.
Disciplinary and Grievance
Issues arising should normally be resolved satisfactorily through the course of regular communication. However should this not be the case the following will apply:
If the employee has any grievances against the employer, she has the right to go direct to the employer who agrees to deal with the grievance in a fair and reasonable manner.
If the employer deems disciplinary actions to be appropriate then the procedure will be:
Stage 1 Formal Verbal Warning
Stage 2 Written Warning
Stage 3 Dismissal
The procedure may be entered at any stage depending on the severity of the issue. Examples of misconduct which would bring about disciplinary action would include breach or confidentiality, acts or omissions adversely affecting the child’s well being, consistently failing to maintain standards or follow instructions, unreliability in time-keeping or attendance.
Termination:
The following are grounds for immediate termination with cause:
A. Allowing the children’s safety to be compromised
B. Dishonesty or lying to Family
C. Stealing
D. Misuse of Family automobile
E. Breach of confidentiality clause
F. Persistent tardiness of more than 15 minutes without valid reason.
G. Unapproved guests.
H. Smoking or consumption of alcohol while on duty.
I. Illegal drug use.
Changes and Amendments
In the event of the birth of another child (need to specify how/if contract would continue/alter):
This contract can be changed or amended if both parties agree
Employer _____________________ Employee ____________________
Signature _____________________ Signature ____________________
Date _____________________ Date ____________________
Appendix- Duties and Additional Information
Children’s names and ages:
Routine:
Outline a typical day, the time children wake up, school drop-off, mealtimes, bath times, homework etc. Mention time slots where your nanny could complete any nursery duties that may need doing.
Duties:
Nanny agrees to perform the following checked duties as requirement of her employment:
- Put the absolute safety of the children first before all other responsibilities.
- Tend to children’s basic needs such as bathing, dressing, changing diapers, brushing teeth, and afternoon naps.
- Administer medicine to children as directed by Family.
- Prepare meals for children during scheduled hours; clean up kitchen and dining table when completed.
- Participate and supervise activities with children, which would include: games, walks, play dates, playground outings and reading to children daily.
- Limit television/video and computer games to ______ minutes per day.
- Research and plan activities that have substantial child development, social relationship skills and educational value.
- Keep a daily Nanny journal with a narrative of the children’s meals, naptime, medication, activities and educational progress.
- Keep the children’s bedrooms and play area clean and organized; which includes making the beds, vacuuming carpet, cleaning and disinfecting toys, etc
- Clean children’s laundry (clothes and bed linens).
- Use Nanny’s automobile to drive children to activities and events. Mileage will be paid to Nanny bi-monthly at a rate of ______¢ per mile. Nanny must submit mileage to Family each week. Family will provide children’s car seats.
- Use Family automobile to drive children to activities and events.
- Teaching good behaviours and discipline according to agreed guidelines.
- Shop for and prepared children’s food including preparation of bottles and maintaining freezer stocks if appropriate.
- Maintain children’s equipment is in safe and clean condition e.g buggy, car seat, high chair, outdoor toys.
Other expected duties:
Is there any housekeeping involved? Outline the requirements:
After school activities:
Outline all after school activities and how they affect the general routine. It may be easier to include this on a weekly timetable. If you have older children it can be a good icebreaker to ask the children and the nanny to design a weekly timetable together- make sure you check it over!
Other points and notes:
E.g. Use of the phone, visitors to the house or nannies abode(for live in nannies)
E.g. Kitty of ______ is provided each week, please place all receipts in envelope provided.