When a valued employee announces their maternity leave, it’s essential to plan ahead to ensure business continuity and team stability. Hiring a maternity cover can be a strategic opportunity to bring in fresh talent, support your team, and maintain productivity. This guide walks you through the process step-by-step, with practical tips to attract the best candidates and ensure a smooth transition.
1. Planning and Preparation
Begin planning as soon as maternity leave is confirmed. Early preparation allows time to define the role, explore hiring options, and create a seamless handover process.
Define the Role
Clarify which responsibilities need covering. Identify essential tasks and consider whether some duties can be reassigned internally. A well-defined role helps attract candidates who are confident they can succeed.
Create a Handover Plan
Work with the employee going on leave to develop a detailed handover plan. Include:
- Key responsibilities and ongoing projects
- Training needs and documentation
- Important contacts and systems
Understand Legal Requirements
Ensure compliance with UK employment law regarding maternity leave and fixed-term contracts. Fixed-term employees have the same rights as permanent staff, including holiday pay and protection against unfair dismissal after two years.
Set a Budget
Factor in salary, recruitment costs, and potential agency fees. Consider offering incentives to make the role more appealing to top candidates.
2. Choosing the Right Hiring Option
Internal Options
- Redistribute Workload:
Can existing team members absorb some responsibilities?
- Acting Up or Secondment:
Is there someone ready to step up temporarily?
External Options
- Fixed-Term Contract:
A common and flexible solution for maternity leave cover.
- Utilising a Recruitment Agency:
Agencies such as ISE Partners are ideal for sourcing experienced professionals quickly.
Need help finding the right maternity cover? Contact our team to discuss your hiring needs.
3. Making the Role Attractive to Candidates
Fixed-term contracts can feel uncertain to candidates, so it’s important to position the opportunity positively to ensure you attract the best candidates.
Offer a Completion Bonus
Where possible, offer a financial incentive for completing the contract. This can boost commitment and attract high-calibre professionals.
Highlight Benefits
Clearly outline the benefits available to maternity cover employees, such as:
- Paid holidays
- Access to training and development
- Flexible working arrangements
Promote Internal Opportunities
Let candidates know about potential internal transfers or future openings. This shows a commitment to retaining talent and may encourage long-term interest.
Thorough Onboarding
Invest in a comprehensive induction process. Introduce the team, provide training, and ensure the new hire feels welcomed and supported from day one.
Smooth Handover and Transition
Plan a structured transition period with overlap between the outgoing employee and the maternity cover. This ensures continuity and sets the new hire up for success.
Inclusive Culture
Include maternity cover employees in team meetings, social events, and internal communications. Feeling part of the team boosts morale and engagement.
4. Recruitment Process
Write a Clear Job Description
Include:
- Key responsibilities
- Required skills and experience
- Duration and nature of the contract
- Start and end dates
Make it clear that the role is a maternity leave cover to manage expectations.
Source Candidates
Use a mix of:
- Online job boards
- LinkedIn and social media
- Recruitment agencies
Interview and Select
Conduct structured interviews to assess:
- Relevant experience
- Cultural fit
- Adaptability to a temporary role
Offer and Contract
Be transparent about:
- Contract length
- Salary and benefits
- Possibility of early return or extension
Ensure the contract includes clauses for flexibility and legal compliance.
5. Onboarding and Support
Induction
Provide a thorough onboarding experience:
- Introduce the team and company culture
- Share systems and processes
- Offer training and resources
Ongoing Support
Check in regularly, especially during the first few weeks. A supported maternity cover is more likely to succeed and integrate well.
Smooth Return for the Original Employee
Plan for the return of the employee on maternity leave. This includes:
- A phased return if needed
- Knowledge transfer from the maternity cover
- Reintegration into the team
Key Considerations
- Fixed-Term Employee Rights:
Ensure equal treatment and legal compliance.
- Keeping in Touch (KIT) Days:
Employees on maternity leave can work up to 10 days without affecting their leave or pay.
- Equality and Fairness:
Treat all employees fairly, regardless of contract type.
Final Thoughts
Hiring maternity leave cover is more than a temporary fix, it’s a chance to strengthen your team and support your people. With thoughtful planning, clear communication, and a candidate-focused approach, you can attract top talent and ensure a smooth transition.
Ready to hire? Get in touch with us today to find the perfect maternity leave cover for your business.
