PA Hub

Employing your own PA gives you greater flexibility, choice, and control over how your support is provided, helping you shape support around your life and what matters most to you. It also means taking on some important legal responsibilities as an employer, and we’re here to help you understand these and feel confident every step of the way.

Key points:

• You choose the right PA for you, building a support team that fits your life

• You decide the hours, duties, and schedule to suit your routine

• You stay in control of payroll and records, with systems to support you

• You follow clear employment guidance, with help available to keep everything on track

• Friendly support is available whenever you need it, so you don’t have to manage things alone

You can learn more about SDS options here →

CoWL: Self-Directed Support | Discover Your Options — Carers of West Lothian

SDS Scotland: The SDS Handbook - The SDS HandbookThe SDS Handbook

Becoming an Employer – things to think about

1. Understanding your role
   Take time to build a clear picture of your role as an employer, so you feel confident and in control from the start.

2. Providing clear employment information
   This helps create a positive working relationship and helps everyone understand their responsibilities.

More information on becoming an employer - https://www.gov.uk/employing-staff

Your SDS budget is there to support you in a way that works best for your life, and using it confidently and responsibly helps you get the most from your support.

Keeping simple, organised records of your spending such as payslips, invoices, and receipts which makes it easy to show how your budget is being used and keeps everything clear and manageable.

As part of this, you may be asked to complete a Return of Expenditure form, which helps the council understand how your funding is being spent. Keeping your records up to date makes this process straightforward and stress-free.

Any spending should be agreed in advance with your social worker to make sure it fits with your agreed support plan, giving you reassurance that everything is in line with your budget.

Staying on top of your finances also helps you plan ahead, ensuring your funding covers wages, employer costs, training, and insurance. Overall, this supports a smooth, transparent system that keeps your support safe, sustainable, and working well for you.

A good job role helps you attract the right PA and sets clear expectations from the very beginning, supporting a positive and professional working relationship.

Keep it simple and focus on the essentials: who you are, what support you need, when you need it, and any key requirements such as driving, experience, or training. Include the main tasks, hours, rate of pay, and the qualities you’re looking for, along with clear instructions on how to apply.

Providing clear and accurate information not only helps people quickly see if the role is right for them, but also supports you in meeting your responsibilities as an employer.

Check out SDS Scotland Employer tool to create a job role for your PA: PA Employer DocLaunchTool - Self Directed Support Scotland

You must check that your PA has the legal right to work in the UK before they start employment. This is a legal requirement for all employers. You can do this by checking their original documents (such as a passport or birth certificate), or by using the official online Home Office Right to Work Checking Service.

➡️ Use the gov.uk online checking service here:
https://www.gov.uk/view-right-to-work[gov.uk]

It is strongly recommended that your PA joins the PVG Scheme, and it will soon become compulsory for PAs working in care roles.

Find out more about PVG scheme here: Protecting Vulnerable Groups (PVG) scheme – Protecting Vulnerable Groups (PVG) scheme - mygov.scot

The SSSC help ensure Scotland has trusted, skilled and confident social care workforce.
You can keep up to date with news, training, and sector guidance here:

• Website: www.sssc.uk.com

• Telephone: 01382 346428

When you employ a PA, providing a written contract sets clear expectations and supports a strong, respectful working relationship from the outset.

Be clear about the hours you need each week, whether these are fixed or flexible, and any arrangements around holidays or sickness cover. This helps your PA understand what’s expected and plan their time with confidence.

You’ll also agree an hourly rate of pay that meets the Scottish Living Wage for Care Workers, and clearly explain how and when your PA will be paid. Including any training or support you will provide helps your PA feel prepared and valued in their role.

Having all of this set out in writing ensures everyone is on the same page, builds trust, and helps things run smoothly day to day.

You can find more information here: Payroll services for PA Employers - The SDS HandbookThe SDS Handbook

You must pay your PA the agreed hourly rate. The direct payment you receive includes funding to allow you to pay your PA the minimum hourly rate for workers providing direct adult social care, currently £13.45 per hour. This is in line with the real Living Wage.

Learn more: Scottish Living Wage – https://scottishlivingwage.org/what-is-the-real-living-wage/

As an employer, you are also responsible for:

• Paying annual leave

• Paying National Insurance, if applicable

• Paying tax, if applicable

• Paying pension contributions, if applicable

• Providing a payslip every time your PA is paid

You will need to register as an employer with HMRC.
You can do this up to 4 weeks before you pay your PA for the first time.                                      

You may wish to ask a bookkeeper or payroll service to support you with this process.

You must check whether you need to automatically enroll your PA into a workplace pension scheme.

You can find more information here: Payroll services for PA Employers - The SDS HandbookThe SDS Handbook

All SDS Option 1 employers must have Employers’ Liability Insurance.

This protects both you and your PA if they are injured or become ill as a result of their work.

Most employers also choose Public Liability Insurance for extra peace of mind.

Employers’ Liability Insurance is a legal requirement, and not having it can result in fines.

Many people in West Lothian use specialist PA employer providers. As soon as you employ a PA, you must arrange Employer’s Liability Insurance.

More information about PA employers insurance here: Employers' Liability Insurance for PA Employers - The SDS HandbookThe SDS Handbook

Providing training helps your PA feel confident and able to support you safely.

This can include practical skills such as moving and handling, first aid, or more tailored training linked to your individual needs or condition. Taking time to introduce your PA to how you like things done is also an important part of their learning.

Training benefits both you and your PA by improving safety, building confidence, and ensuring consistent, high-quality support. Many employers include training as part of the role, creating opportunities for their PA to develop their skills, grow in confidence, and provide the best possible support over time.

Have a look at SDS Scotland’s training locator for more information: Training Locator - Self Directed Support Scotland

It’s important to have a simple backup plan in place in case your PA is unwell, on holiday, or unable to work at short notice.

Thinking ahead about who could step in such as another PA, a relief PA, or a trusted family member helps make sure your essential support continues smoothly. While a family member can sometimes be employed as a PA, this usually needs to be clearly agreed with Social Policy and supported by a strong reason, as it is not the preferred option. However, family members can often play a helpful role as part of your backup plan.

Having emergency contacts, clear instructions, and alternative arrangements in place gives peace of mind and helps avoid last‑minute stress, ensuring your support remains reliable and consistent.

Its also helpful to have an Emergency Plan in place. You can download a copy here:

or call CoWL for a paper copy.

• Self-Directed Support | Discover Your Options — Carers of West Lothian

• The PA Employer Handbook - The SDS HandbookThe SDS Handbook

• PA Employer DocLaunchTool - Self Directed Support Scotland

• Payroll services for PA Employers - The SDS HandbookThe SDS Handbook

• Employers' Liability Insurance for PA Employers - The SDS HandbookThe SDS Handbook

• Advice | Acas