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Policy Appendix – Capability Process
Capability Process
Introduction
These guidance notes should be used in conjunction with the Bupa UK Sickness Absence policy.
1. Short term sporadic absence.
1.1 Managing absence triggers
If your sickness absence levels hits the triggers as stated in the Bupa UK Sickness Absence Policy you will
be managed as follows:

2 separate occasions in a 6 month rolling period you may be issued with a letter of concern.

Following the issue of a letter of concern, if you are absent again in a 6 month rolling period you may
be invited to a formal capability hearing, the outcome of which may be a written warning which will
remain on file for 12 months.

If you are absent on a further 2 separate occasions in the 12 months following the issue of a written
warning you may be invited to a formal capability hearing, the outcome of which may be a final written
warning which will remain on file for 12 months from the date of issue.

If you are absent on a further 2 separate occasions in the 12 months following the issue of a final
written warning you may be invited to a formal capability hearing, the outcome of which may be
dismissal with notice. Where there is an underlying medical issue/ disability then redeployment to an
available, alternative role may be a consideration as an alternative to dismissal.
1.2 Formal capability hearings
If you are invited to a formal capability meeting your manager will write to you giving you at least 48 hours
notice. A note taker will also be present to record the meeting content in writing. You can request a copy of
these notes for your records and should check that you feel they are an accurate representation of the points
discussed.
Potential outcomes of a formal absence capability meeting are:

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Written Warning
Final Written Warning
Redeployment / dismissal
If you do not attend the formal hearing or ask to reschedule, your manager will arrange a second hearing.
Should you fail to attend on this occasion the meeting may take place in your absence and a decision made
with the information available to us at that time.
2. Long term absence (over 28 days)
1
If you are absent for over 28 days your manager will request that you attend a wellbeing meeting during which
they will explore the likelihood of you returning to work and if there is any support they can provide to enable
this.
If, following further informal discussions, you do not return to work you may be invited to a formal capability
hearing during which your manager will fully explain the next stages of our process should you remain absent.
3. Managing absence relating to an underlying condition or disability
If you have an underlying condition and/or disability you should discuss this with your manager at the earliest
opportunity so that they can understand if they are able to support your attendance and wellbeing at work.
Your manager may introduce an Attendance and Wellbeing Plan to support you and review this regularly.
They may also, with your approval, seek expert guidance from your GP or Occupational Health to help them
understand more of your condition and what support or adjustments should be considered.
If your absence levels become a matter of concern your manager will hold informal discussions with you.
Should your absences remain higher than we can sustain you may be invited to a formal capability hearing
during which your manager will fully explain the next stages of our process should your absence levels remain
a concern.
Other relevant information
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Bupa UK sickness absence policy
Bupa UK sick pay appendix