Managing Absence Policy

Policy Statement

The Company acknowledges that employees may occasionally require absence from work due to illness. However, it is essential to monitor the time lost to ensure each staff member can perform their job effectively and without endangering themselves or others. This policy aims to provide support and guidance to employees, manage absence effectively, and address any unacceptable patterns or levels of absence.

Overview

On return from absence, all employees must be interviewed by their immediate line manager. At this interview, the employee and the line manager must complete a ‘Return to work interview’ form agreeing on the reason for the absence, the period of absence, and, where appropriate, the course of action required as a result of the absence. This form must be signed by both parties before being forwarded to the employee’s personnel file.

Stage 1

In situations where an employee’s sickness record is giving some cause for concern, the employee’s Line Manager will discuss those concerns with the employee, providing support and counseling where appropriate. It is essential that any message conveyed in this manner is clear and unambiguous.

Stage 2

If there is no obvious improvement in the health of the employee or any sign of patterns emerging in an employee’s absence, the line manager will arrange for the employee to meet the next-in-line manager who will ‘formally’ review the employee’s case. At this formal stage, the employee must be offered the opportunity for appropriate representation by a work colleague or trade union official. The employee must be given the outcome of this meeting in writing, and where appropriate, they must be given notice that their level of absence is unacceptable and a period of time to improve.

Stage 3

If the employee fails to improve in the given time scale, a formal second Review must be undertaken. If possible, a more senior manager should chair this meeting. The employee must be offered the opportunity for appropriate representation at this time. Where appropriate, they must be given notice that their level of absence is unacceptable and that they are given a period of time during which to reduce their level of absence. The employee must also be informed at this stage if any further absences may result in their employment being terminated due to incapacity.

Stage 4

If there is still no improvement within the laid down time scale, a Review will be held with the appropriate Manager in the chair. The employee must be offered the opportunity for appropriate representation at this meeting. The Manager will review all the available evidence, including the Doctor’s report. If there are no special circumstances, the employee will be dismissed on the grounds of incapacity and their inability to meet the acceptable standards of attendance required by the Company.

Appeals

Every employee has the right to appeal against the outcome of any formal review stage of the absence procedure. The basis of an appeal should normally relate to one of the following areas: (i) that the Policy had not been followed correctly. (ii) that the resulting action was inappropriate. (iii) that the need for action was not warranted.

Appeals against the formal stages of the Absence Procedure

An appeal should be put in writing to the Manager. The letter of appeal may be constructed by the employee or their representative. The letter should contain the grounds for appeal and should be lodged within 7 days of receipt of the issue of a formal letter. An appeal hearing should be arranged within 7 days of receipt of the appeal letter. An appeal against Dismissal will be considered in the same way but should be heard by a manager who has not previously been involved in the case.

Procedures Checklist

Please refer to the original policy document for the detailed Procedures Checklist, which outlines the step-by-step process to be followed at each stage of the