Managing Attendance Policy - Halton and St Helens PCT

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NHS Professionals & Bank Work Trust staff absent from their substantive post due to sickness must not acceptassignments offered by NHS Professionals. Working on an assignment through NHSProfessionals whilst on sick leave would constitute a disciplinary offence and couldlead to summary dismissal from their substantive post. Substantive employees who are absent due to sickness cannot work a secondarypost or bank shift (whether bank for this Trust or another NHS Organisation). Bank staff with this Trust who are absent due to sickness from their substantive post(with another organisation) must speak with their Bank Line Manager beforeundertaking bank hours with this Trust In situations where, following discussion with the staff member, it is evident they arenot managing to fulfil contracted hours (such as returning after sickness on a phasedbasis), or where a condition may be aggravated by additional work, staff will not beallowed to perform Bank/Agency/Overtime work for a specified time as agreed withtheir manager on return to work.If attendance levels are generally poor (i.e. being managed under this policy and/or theDisciplinary Policy, Capability Policy), the Trust reserves the right to ensure the staff member isnot granted any Bank/Agency/Overtime work until such time as their attendance level isacceptable.Absence without PermissionIf a member of staff does not turn up for work and makes no contact, it is the Line Manager’sresponsibility to try to establish contact. Initial contact should be made by phone on the first day.If contact cannot be established a letter should be sent to the home address in line with theprocess set out below. In exceptional circumstances and serious concern for the well being ofthe member of staff, a visit in person may be necessary. The Line Manager should bear in mindpersonal and domestic circumstances and should take all reasonable steps to establish contactwith those who live alone or are known to have difficult circumstances. If in any doubt, the LineManager should seek the advice of Human Resources.If contact cannot be established, the Line Manager must follow the procedure below,maintaining contact with Human Resources throughout the process: All correspondence must be discussed and agreed with Human Resources in the firstinstance Any correspondence must be marked Private & Confidential Write to the staff member asking them to contact you to discuss their absence. Theletter must be sent recorded delivery. If you do not receive a reply and no information comes to light from other sources e.g.work colleagues, then a second letter should be sent. This letter will outline that theirpay will be stopped if no contact is made by a given date. This letter must also besent recorded delivery.Page 10 of 31
If the member of staff returns to work then the Line Manager must carry out aninvestigatory interview to establish the reasons for absence. It may be appropriate totreat the situation as misconduct, and could ultimately result in their dismissal. Pleaserefer to the Disciplinary Policy and seek advice from Human Resources in thesecircumstances. If the member of staff does not return to work then a letter should be sent stating thattheir pay has been stopped. Sick pay may be withheld until contact has been established with the member of staffand we are aware their absence is due to sickness. The Line Manager will seek theadvice of Human Resources when considering refunding sick pay where there was agenuine reason why the member of staff could not contact the Line Manager on theirfirst or subsequent days of absence. Line Managers must discuss with Human Resources the next steps where pay hasbeen stopped and there is no contact from the employee.It is important to note that the Trust is expected to make every effort to make contact with theindividual and to pay due regard to domestic and personal circumstances.Sickness and Annual LeaveIt is not permissible to replace sickness absence with annual leave.Conditions regarding sickness during or immediately prior to / after a Bank Holiday or AnnualLeave: Staff who become unwell during the course of annual leave or immediately prior to orafter a public holiday should contact their Line Manager as soon as possible to notifythem of the situation. Staff may be required to produce a medical certificate even ifthe absence is less than 7 days, where it can be demonstrated there has been aprevious record or pattern of absences at such times. If a member of staff falls sick during a period of annual leave, they must contact theirLine Manager to notify them of the situation and a Fit Note should be provide toenable the appropriate period of annual leave be reinstated. This can then be takenat a later date in agreement with the Line Manager. Staff will not be entitled to an additional day off if sick on a statutory holiday. In line with legislation employees accrue annual leave whilst on sick leave and if theyare unable to take annual leave due to sickness absence within the current year theyare allowed to carry this over until the next annual leave year and take the leave upontheir return to work If an employee returns to work within year then any accrued annual leave must betaken within that annual leave year – unless there is an agreement by their managerto allow the maximum 5 day carry over The period of annual leave that is carried over due to sickness absence will be takenat an agreed time between Manager and employer to ensure that it does not have anadverse affect on the needs of the service.Page 11 of 31
Page 1 and 2: NON-CLINICAL POLICYManaging Attenda
Page 3 and 4: Table of ContentsIntroduction .....
Page 5 and 6: SCOPEThis policy and associated pro
Page 7 and 8: Ensure Line Managers are trained ap
Page 9: When calling, employees should stat
Page 13 and 14: If there is a need for long term ap
Page 15 and 16: Medical SuspensionIn circumstances
Page 17 and 18: Over 2 and up to 3 years 4 months 4
Page 19 and 20: Stage 2Finalnote2 absences or 10 da
Page 21 and 22: Stage Two InterviewIf at any time d
Page 23 and 24: Meetings should be conducted in nor
Page 25 and 26: If the employee is regarded as unsu
Page 27 and 28: REFERENCESReferenceAgenda for Chang
Page 29 and 30: APPENDIX 2EQUALITY IMPACT ASSESSMEN
Page 31: APPENDIX 3DISSEMINATION AND TRAININ

Managing Attendance Policy - Halton and St Helens PCT

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