My HR Knowledge Bank
Welcome to My HR Knowledge Bank. You will find frequently asked questions on all current HR Policies and procedures, links to all policies, useful forms, guidelines and toolkits.
SICKNESS ABSENCE |
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If an employee is in work but experiencing back pain what support can be offered?
The manager should complete a risk assessment and if the employee carries out a desk based role a Display Screen Equipment/Workplace assessment may be required to ensure that the workstation is adequate, safe and not causing any problems which may be able to be resolved easily.
If further assistance is then required the employee can be referred to Occupational Health. Adjustments or specialist equipment may then be recommended.
Further guidance is avaialble in the Sickness Absence Policy and Reasonable Adjustments Policy.
Both Council policies can be accessed here.
If an employee works 3 days a week and is absent for two weeks, would this hit the ten day trigger?
Yes the whole period would be counted as the employee is unfit to attend work.
An example of how this may work can be accessed here.
If an employee's GP supports a phased return to work after a long term absence does Occupational Health need to be involved?
No, Occupational Health does not need to be involved . The manager can agree the phased return with the individual unless there are issues recommended regarding reasonable adjustments.
Is annual leave entitlement affected by a period of sickness absence?
Contractual holiday entitlement will continue to be accrued during a period of sickness absence.
The leave should be taken when the employee returns to work in the same leave year where possible (before the end of March). If the leave cannot be taken by the end of the leave year the employee will be allowed to carry over the statutory element of their leave to the next holiday year.
Details can be found in the Sickness Absence Policy or an example can be accessed here.
The Council's Sickness Absence Policy can be accessed here.
Should an employee who submits a fit note from their GP citing work related stress be contacted?
Regular communication with the employee is essential during any absence, however, if the employee believes their absence is related to workplace stress or conflict in the workplace, advice should be sought from Human Resources who may recommend that an alternative manager takes over responsibility of managing the employees absence.
What assistance or processes are in place when dealing with a very complex long term sickness case?
A case conference can be arranged to discuss the issues and consider a way forward.
A case conference would involve the manager, the employee, a Trade Union Representative or work colleague, a Human Resources representative and the Occupational Health Practitioner.
The Case Conference Guidance Notes provide assistance.
What is the process if an employee can't get an appointment with their doctor before their fit note needs to be renewed?
Employees should make sure that they make an appointment in plenty of time to renew their fit note. If this is not possible the manager should be informed and told the date of the new appointment.
Employees must ensure that the fit note is backdated to ensure there is no gap in medical cover.
What is the purpose of a 2nd stage meeting?
A 2nd stage meeting may take place where a manager has concerns regarding an employees attedance, e.g. if they hit any of the Councils stipulated trigger points.
The meeting would be chaired by a more senior officer to the line manager and would discuss the attendance record, support mechanisms and raise awareness of the improvement required together with the consequences of not meeting this. A monitoring period will be determined as appropriate.
An example of how this may work can be accessed here.
What sick pay is in place for employees?
If an employee becomes sick payment will depend on continuous service. Details can be found in the Sickness Absence Policy.
Any sickness taken in the previous 12 months will be deduced from the entitlement.
The Council's Sickness Absence Policy can be accessed here.
When should an employee contact their manager if they are unable to attend work due to illness?
When the employee is absent from work due to ill health, the employee must make contact on:
- Day 1
- Day 4
- Day 7
- Upon receipt of a 'fit note'
- Day 14
- 14 days plus - as agreed with their manager (preferably weekly)
If one of the notification days falls on a weekend, if the employee does not normally work on the weekend, they must contact their manager on the Friday before the actual notification day.
Please note that these are calendar days, not working days.