Absence policy
INTRODUCTION
This document details Simply Play’s aims, policy and procedures in relation to sickness absence.
The organisation is committed to maintaining a satisfactory level of attendance of all our employees. We
value the contribution that our employees make to the business and its success. When an employee is
unable to come to work for any reason we miss that contribution, however the organisation has a
responsibility to ensure the continued operation of services.
AIMS
This policy aims to ensure a consistent approach to attendance management. It also aims to give clear
guidance to staff on the procedures that they are expected to follow.
POLICY
All employees are required to maintain acceptable levels of attendance at work, report absence in line with
our policy and provide Statements of Fitness to Work for periods of absence over 7 days
1.
Fit for work
Simply Play recognises its duty of care and responsibility to provide a safe working environment. Staff
should not attend work if their condition is contagious, would put others at risk or put themselves at risk
through reduced capacity to work safely or aggravating an injury or illness.
It may, however, be possible for employees to continue to work despite some illnesses or injuries, as
advised by a doctor in their Fit Note. In these cases management will discuss any doctor’s advice that an
employee may be fit for work, taking account their suggestions.
2.
Sick Pay Entitlement
Sickness absence will be paid in line with the statutory entitlements or in accordance with individuals’
contract of employment.
3.
Recording/Monitoring
In order to enable the organisation to manage staff absence effectively, records will be kept of all periods of
sickness absence and all meetings will be recorded and kept with employee files (a copy will also be
provided for the employee.)
An absence level of any 4 periods of absence or accumulated absence of 2 weeks or more, in any 12month period, is considered excessive and will trigger an attendance review between the employee and
their line manager to investigate the reason(s) for this. It will be an opportunity to discuss the reasons for
absence and any ongoing health problems or any prognosis and reasonable adjustments required.
An absence level of any 6 periods of absence accumulated absence of 4 weeks or more, in any 12-month
period, is considered unacceptable and will require the employee to attend an attendance review with a
member of the Senior Management Team, to further discuss the reasons for absence, any ongoing health
problems and any further appropriate supports.
In the case of regular ongoing sickness absence or prolonged periods of absence, the organisation may
request consent to obtain a medical report or request an individual to attend an occupational health
physician, appointed by the company, to obtain an occupational health report.
4.
Long-Term Sickness
Any continual period over 6 weeks is considered to be long-term.
Simply Play aims to be a responsible employer and will endeavour to support employees on long-term
sickness absence, whenever practicable, to enable the employee to maintain their employment.
Reviewed 01/03/2015
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The organisation will request medical consent to consult with the employee’s GP or medical Consultant, to
obtain a medical report. In some situations the company may require an employee to attend an
occupational health practitioner to obtain an independent medical report.
Employees on long-term absence must maintain regular, agreed, contact with management throughout
their period of absence, to keep them updated on progress and prognosis.
The organisation will facilitate a return to work, with an agreed rehabilitation plan, which will include any
reasonable adjustments as advised by medical personnel. This will be for a maximum of up to 4 weeks paid
leave to enable an appropriate phased return, unless there are exceptional circumstances.
The company will consider any reasonable adjustments to enable the employee to return to work and
maintain their employment with the company; in cases where this is not reasonably practicable then the
employee may be dismissed.
5.
Medical Appointments
Wherever possible appointments for doctors, dentists, etc, should be made out-with normal working hours.
It is, however, recognised that this is not always possible. In circumstances where an appointment cannot
be made out with working hours staff may be able to rearrange working hours with their Line Manager’s
prior agreement.
Staff will be required to make up any time that they are absent for this, use annual leave or take unpaid
leave if this is not possible.
PROCEDURES
If you are unable to attend work you are required to follow the procedure below:
1.
You must personally telephone your line manager by 10.00 am on the first day of your absence.
Text or e-mail notification is not acceptable.
a. In exceptional circumstances, when it is not possible to make the call yourself, someone else
can call your line manager but they must be able to provide all of the information required.
b. If your line manager is not available you should call one of the Senior Management Team (either
OOSC Development Officer, Business Development Manager or Chief Executive). If you are
unable to contact any of the Senior Management Team then you should speak to one of the
central Admin team.
c. If you are due to start earlier than 10am, eg. breakfast club or holiday session, you should call
your line manager as soon as possible and at the latest by the start of your planned shift.
2.
You will be required to inform your line manager of the reason for your absence, be prepared to
estimate your expected return to work and to highlight any of your work related activities that may
need attention in your absence.
3.
For any period of sickness exceeding 7 days you will be required to supply a Fit Note, from your
doctor.
4.
During any period of absence you will be required to maintain contact with your line manager to
keep them updated on your progress.
5.
On your return to work you will be required to attend a Return to Work Interview with your line
manager. This is to ensure that you are fit for work and to discuss any support required. It will be an
opportunity to discuss the reason for absence and any ongoing health problems or any prognosis
and reasonable adjustments required. It will also be used to complete relevant administrative
paperwork.
Please note that if you fail to follow the above procedures, without good reason, this may lead to
disciplinary action.
Reviewed 01/03/2015
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