Schedule 23: Health and Safety Policy
About This Policy
This policy sets out our arrangements for ensuring we meet our health and safety obligations to staff and anyone visiting our premises or affected by our work. This policy does not form part of any employee's contract of employment and we may amend it at any time. We will continue to review this policy to ensure it is achieving its aims.
Your Responsibilities
All staff share responsibility for achieving safe working conditions. You must take care of your own health and safety and that of others, observe applicable safety rules and follow instructions for the safe use of equipment.
You should report any health and safety concerns immediately to your Line Manager. If you cannot contact your Line Manager, you should report the concern to HR.
You must co-operate with managers on health and safety matters, including the investigation of any incident. Failure to comply with this policy may be treated as misconduct and dealt with under our Disciplinary and Capability Procedure.
Training
We will ensure that you are given adequate training and supervision to perform your work competently and safely. Staff will be given a health and safety induction and provided with appropriate safety training.
Equipment
You must use equipment in accordance with any instructions given to you. Any equipment fault or damage must immediately be reported to your Line Manager. If you cannot contact your Line Manager, you should report the concern to HR. Do not attempt to repair equipment unless trained to do so.
Accidents and First Aid
Details of first aid facilities and the names of trained first aiders are displayed on the notice boards. All accidents and injuries at work, however minor, should be reported to your Line Manager and recorded in the Accident Book.
Fire Safety
All staff should familiarise themselves with the fire safety instructions, which are displayed on notice boards and near fire exits in the workplace. If you hear a fire alarm, leave the building immediately by the nearest fire exit and go to the fire assembly point shown on the fire safety notices.
Fire drills will be held and must be taken seriously. We also carry out regular fire risk assessments and regular checks of fire extinguishers, fire alarms, escape routes and emergency lighting.
Risk Assessments and Measures to Control Risk
We carry out general workplace risk assessments periodically. The purpose is to assess the risks to health and safety of employees, visitors and other third parties as a result of our activities, and to identify any measures that need to be taken to control those risks.
Computers and Display Screen Equipment
If you use a computer screen or other display screen equipment (DSE) as a significant part of your work, you are entitled to a workstation assessment and regular eyesight tests by an optician at our expense. Further information on workstation assessments, eye tests and the use of DSE can be obtained from HR.
Schedule 29: Well-being Policy
Introduction
We have a legal duty to manage risks to the health and safety of our employees. This includes considering the wellbeing of all employees at work. 'Wellbeing' encompasses mental, physical, emotional and social health. We will support you in each of these areas.
Please note that this Policy does not form part of your contract with us. We reserve the right to amend or remove this Policy.
This Policy:
- Sets out our commitment to workplace wellbeing
- Identifies the different aspects of wellbeing and how they might impact you at work
- Provides practical advice on things that you and we can do to maintain your workplace wellbeing
- Provides details of support available from us and others to assist with the promotion of wellbeing both in and outside of the workplace
This Policy applies to all those working for us at any location and in any capacity. It applies to all our employees, workers and contractors.
Our Wellbeing Principles
We are guided by the following general principles in our approach to wellbeing:
- We will give non-judgmental and proactive support to individuals who experience mental health problems
- We will give employees (including managers) information on, and increase their awareness of, wellbeing through access to training
- We will set you realistic targets so that you do not work unreasonable hours
- We will comply with our legal duties to consider reasonable adjustments in the workplace
- We will identify any wellbeing issues by asking about health and wellbeing in appraisals and at exit interviews
- We will treat all matters relating to individuals and their health problems in the strictest confidence in accordance with our Data Protection Policy
The Different Aspects of Workplace Wellbeing
There are several different aspects of health and wellbeing. We aim to provide a healthy and balanced workplace which supports each of these aspects.
Mental Wellbeing
Mental wellbeing concerns your feelings and any health conditions which are not physical in nature. How you feel has a significant impact on your wellbeing. Mental health issues, such as stress, anxiety and depression, can dramatically impact your working life and your ability to work effectively.
We want to have an open dialogue with you regarding your mental wellbeing. If your work affects your mental health, then you should raise this with your line manager or HR. They will offer support to manage the issue, or point you in the right direction.
A healthy work-life balance is important. We encourage you to approach us informally with any requests you may have for flexibility, whether short-term or long-term, to support your mental wellbeing. We also have a Flexible Working Policy for formal requests.
We encourage you to take practical steps to safeguard your mental wellbeing at work on a day-to-day basis, for example by taking regular breaks during the working day. Use your holiday entitlement effectively to help to maintain a healthy work-life balance. Do not work whilst you are on holiday.
You should also consider mental health support therapies, treatments and any courses available on mindfulness, meditation and similar approaches as a means of supporting your mental wellbeing at work. Discounted gym membership and the Headspace meditation app is provided via the Vitality Health Insurance Company benefit.
Emotional Wellbeing
Emotional wellbeing is an aspect of mental wellbeing which focuses on how you feel about the workplace. Do you feel supported by your colleagues and managers? Do you have a clear understanding of the expectations placed on you? Do you feel supported in your workplace development and career progression?
We will ensure you are clear about the expectations placed on you in your job role by providing a full job description and regular one-to-one discussions with your line manager regarding your performance. We will discuss your career aspirations with you so that you feel happy and fulfilled in the role you are doing and the direction of your career.
We encourage you to let us know if you experience emotional difficulties associated with your work so that we can provide you with support. You should raise issues with your line manager in the first instance. We have a Grievance Policy which you can use if you believe that emotional wellbeing issues are not being handled effectively.
Physical Wellbeing
Physical wellbeing relates to your body's physical health. This includes things such as diet, exercise, injuries and physical health conditions.
We will support your physical wellbeing in the workplace in several ways. We have health and safety procedures in place to minimise any risks to physical health posed by the working environment itself (please see the Health & Safety Policy above).
It is important to stay hydrated during your working day. We provide water coolers on site, which we encourage you to use. NHS guidance recommends drinking a minimum of 1.2 litres of water per day.
You can make a difference to your physical wellbeing by making good health choices: healthy eating, undertaking regular physical exercise, refraining from smoking and avoiding excessive alcohol consumption.
We encourage you to take breaks away from your workstation during the day. Consider taking a short walk during your lunch break — outside if possible. If you experience difficulty taking an exercise break and this affects your wellbeing, you should raise this with your line manager. They will offer support to allow you to take reasonable time out.
Social Wellbeing
The employment relationship is an interactive one. You work alongside colleagues. The workplace should be a place of collaboration and not isolation. Social wellbeing is focused on promoting healthy interactions in the workplace, preventing isolation and encouraging respect among colleagues.
We have a zero-tolerance policy on bullying and harassment in the workplace (see our Anti-Harassment & Bullying Policy).
If you have difficulties with workplace relationships, then this can be a source of stress and unhappiness at work, impacting your emotional and mental wellbeing. We urge you to reach out to your line manager for support with any issues you may experience. You can also utilise our Grievance Policy to ensure that workplace issues are handled and resolved appropriately.
We hold social events throughout the year which provide opportunities for social interaction with your colleagues — information will be shared via the WhatsApp group or email.
You can support the emotional wellbeing of your colleagues by reviewing our policies on Anti-Bullying & Harassment and Equality & Diversity to check that your own social behaviours are in line with our expectations of you.
We encourage you to make an effort to make time during your working day for social interaction with your colleagues. This could mean taking a tea break with a colleague or taking the time to ask them a non-work related question.
When working from home, we encourage you to make sure that you don't become isolated from workplace interactions. Use virtual communication tools, such as Teams, to keep in touch with colleagues remotely. Set up virtual lunches and tea breaks to catch up and take a break from your work.
Return to Work Following Absence
If you are absent from work because of ill health, then we will support you on your return to work, in line with our Absence Management Policy. If we believe that we will be assisted by medical input, then we may ask for your consent to get a report from your doctor and/or occupational health.
Options such as a phased return or adjusted duties will be considered as part of any return-to-work process. We want to facilitate a positive, healthy and effective return to work, in line with our wellbeing principles set out above.
Schedule 30: Menopause Policy
Introduction
The menopause is something that we are all affected by, either directly or indirectly. We want you to understand what the menopause is and how it might affect people. We want to remove any stigma associated with the menopause. This is the best way of making sure that everyone impacted by it feels supported and understood.
This Policy:
- Sets out what the menopause is
- Explains how it might affect people, both directly and indirectly
- Provides a clear explanation of the support networks in place to help those who may need support on this issue
- Sets out expected conduct and behaviour towards colleagues who are affected, directly or indirectly, by the menopause
Please note that this Policy does not form part of your contract with us. We reserve the right to amend or remove this Policy. This Policy applies to all employees, contractors, agency workers, casual workers, interns and volunteers working for us.
What is the Menopause?
Menopause occurs when a woman stops having menstrual periods. It is triggered by a reduction in the production of the hormone oestrogen. Menopause usually occurs between 45 and 55 years old. However, the timing and symptoms are different for everyone.
It is not only those who identify as women who will experience menopause. Some transgender men, non-binary people and intersex people or people with variations in sex characteristics may also experience menopause. In this Policy, reference to a specific gender should be taken to include all genders.
The menopause is split into perimenopause and postmenopause. Perimenopause marks the start of menopausal symptoms and may last several years. Postmenopause is the time after a woman experiences her last period.
What are the Common Symptoms of the Menopause?
The menopause affects each person differently. Three out of four women will have symptoms and one out of four women will have severe symptoms. Symptoms are both physical and psychological in nature and can change over time. Common symptoms include:
- Hot flushes
- Headaches
- Poor concentration
- Dry eyes
- Anxiety
- Low mood
- Lack of confidence
- Panic attacks
- Poor sleep
- Weight gain
- Fatigue
- Poor memory
- Joint and muscle pain
The Role of Managers
We are committed to supporting you through the menopause. This process starts with creating an environment where discussion about the menopause is not taboo — it is out in the open and understood. We do not want our employees to feel embarrassed or awkward.
For managers, recognising the symptoms of the menopause is vital to treating an affected employee fairly. It can explain certain behaviours that you might otherwise put down to a bad attitude or poor performance. If you are a manager and think that someone who reports to you may be going through the menopause and it is affecting their performance, if you are not sure what to do, please contact HR.
Women who do not get the right support can lose confidence in their ability to do their job (some even decide to leave) and may find that their mental health suffers.
Support Through the Menopause
We know that the menopause is a very personal matter, so we will not raise it with you even if we think you are displaying symptoms. We might ask how you are, in general terms. You can then decide whether to talk to us about the menopause or not. We encourage you to do so because we want to support you.
We have a four-step procedure that applies to discussions around the menopause and the action we will take:
Step 1
You could start by speaking with your GP or medical specialist about your menopause-related concerns. You could also talk to HR, or you could go straight to your line manager (Step 2) if you feel comfortable doing that.
Step 2
Meet with your line manager. You should expect to be able to have a private, friendly, honest and constructive conversation. We will discuss with you ideas that could make things easier for you. Adjustments will depend on different factors, but things you could ask us to consider include:
- Modifying your dress code
- Giving you a desk fan
- Allowing you more frequent breaks
- Extending deadlines
- Agreeing a flexible working arrangement (a change in working hours or homeworking, for example)
- Altering some aspects of your duties
Your conversation with your line manager will be confidential. They will probably need to discuss issues and possible solutions with others, including HR or your GP. Those people are subject to duties of confidentiality.
We will work hard to balance your needs with those of your colleagues; however, on occasions, we may not be able to find a solution that works for everyone. We will keep notes of the things we discuss and will comply with our data protection responsibilities in respect of the information that passes between us.
After your initial meeting with your line manager, and periodically after that, we may carry out health and safety risk assessments and/or seek advice from occupational health.
Step 3
Taking account of any specialist advice, we will agree with you the adjustments that we will make. We will meet with you to make sure that the adjustments are working for you and us. If any modifications are needed, or if anything new needs to be put in place, we will discuss that with you.
Step 4
We will meet with you on an ongoing basis to check that your symptoms are being managed effectively. You may find that your symptoms change over time. Please tell us if that happens, so that we can look at making further or alternative adjustments.
Once your symptoms pass, we expect you to tell us, and we may discuss with you removing the adjustments in place. We may need to consult with your doctor at various points to make sure everything is being done that should be done.
Indirect Impact
We are aware that you may be indirectly affected by the menopause. It may directly affect a loved one or family member, and this may cause concern or distress. We are committed to supporting you too. We urge you to talk to HR so we can discuss how we might best support you.
Our Expectations of Our Staff
We may not be able to tell you about any menopause-related issues that a particular colleague is experiencing. We need you to accept that and respect their privacy. Employees must treat each other fairly.
Any unfavourable treatment, harassment, teasing or inappropriate comments in relation to the menopause or a colleague's symptoms could constitute age, disability or sex discrimination. You are expected to treat each other with respect and compassion.
We have a zero-tolerance policy on bullying and harassment (see our Anti-Harassment & Bullying Policy). If you treat a colleague badly (including making unwanted comments or jokes) because of their menopause symptoms, you could be disciplined.
