the manual Workplace Wellbeing Charter The Manual Page 1

Transcription

1 the manual Workplace Wellbeing Charter The Manual Page 1

2 Introduction The Workplace Wellbeing Charter is an award which recognises the positive way you manage your business and support your workforce. It demonstrates that you are working to a set of locally and nationally agreed standards. The standards contained in the charter are not exhaustive and are intended to set a minimum standard on which your organisation can build. The Workplace Wellbeing Charter is a free and voluntary scheme open to all public, private and voluntary sector organisations of any size. Standards page Leadership 5-6 Attendance Management 7 Health and Safety Requirements 8 Mental Health & Wellbeing 9-10 Smoking (and Tobacco-related ill health) 11 Physical Activity 12 Healthy Eating Alcohol & Substance Abuse 15 Standards related web-links Visit our website: Wellbeing.charter@bristol.gov.uk Telephone: Workplace Wellbeing Team Bristol City Council Room 201, City Hall, College Green BS1 5TR Page 1 Workplace Wellbeing Charter The Manual

3 The Charter Involves: Self assessing against a set of nationally agreed standards Devising an action plan to drive future change Working with staff and other organisations to implement good practice Reducing sickness absence and improving staff wellbeing How will it benefit your organisation? Evidence shows that investing in health and wellbeing is cost effective for employers. Improved employee health and wellbeing has been shown to improve business performance, productivity and profitability. What are the benefits to your organisation? Financial reasons Encouraging staff to be healthy and active can reduce sickness absence by 20-30%. Sickness absence costs the Bristol economy between million per year. That s 10 million lost working hours. Stress and back pain are the major causes of sickness absence but much of this is preventable. Population changes The working age is increasing and there is a greater need to manage chronic illness and long term conditions at work. It s important to ensure that an ageing workforce is a healthy workforce. Reputation Successful organisations know that staff satisfaction and wellbeing bring business benefits. Being a good employer enhances an organisation s reputation, makes it attractive to work for, and improves overall performance. Happy, healthy staff are a good advertisement for any organisation. Legal compliance The Charter s standards help organisations to fulfill their legal obligations under health and safety and equalities legislation. Workplace Wellbeing Charter The Manual Page 2

4 To express interest or find out more, or visit: wellbeingcharter Identify future targets for re-accreditation in two years time. Complete self-assessment framework. Organise initial visit with Charter Co-ordinator. Onsite accreditation. Choose which standards to pursue. Gather evidence. Follow up meeting with Charter Co-ordinator. Discuss accreditation process. Getting Started In the next section you will find information about the charter s standards and how to get started on working towards improving the health and wellbeing of your workforce. Identify member(s) of staff from your workforce to become the Workplace Wellbeing Charter Champion. The role of the Workplace Charter Champion(s) will be to lead and co-ordinate the Charter within your organisation. To enrol or to get more information please complete the registration form via the website: Wellbeing.charter@bristol.gov.uk or call Page 3 Workplace Wellbeing Charter The Manual

5 Standards Explained There are three levels which your organisation can work towards. The charter recognises that smaller employers may find it hard to achieve the same level of activity as a larger employer: Level What it means Commitment Your organisation has addressed each area and provides employees with tools to help to improve their health and wellbeing. Achievement Excellence Having put the buildings blocks in place, steps are being taken to actively encourage employees to improve their lifestyles. Interventions are in place to address serious health issues. Not only is information easily accessible and well publicised, but the leadership of the organisation is fully engaged in wellbeing. Employees have a range of intervention programmes and support mechanisms available to them to prevent ill-health, stay in work or return to work as soon as possible. Healthy lifestyles are actively promoted. You must complete the minimum standards, which are Leadership, Attendance Management and Health and Safety at commitment level before moving on to the next level. You can choose to complete any of the remaining five standards alongside these three or as development for the organisation. Carry out a self-assessment to identify the current position in your organisation and discover where there are gaps. You then use this information to make an action plan, work out how you d like to meet those standards and what needs to happen in your organisation to make this happen. If you want to gain accreditation you will need to decide which level of award you want to achieve and must be able to show that you can fully meet the standards through the collection of evidence. The evidence can take a variety of forms: Written policies Staff surveys Photos Information leaflets Meeting minutes s Assessment Process The assessment process will involve a review of the evidence that your organisation has gathered, followed by an opportunity to discuss outstanding questions with members of staff within your organisation. This will all take place on the site of your organisation. For further information please view Guidance Notes for Employers. Support Support is available from the Workplace Wellbeing Coordinator within Bristol City Council throughout the whole process. Next Steps To register your interest or to get more information please complete the registration form via the website Wellbeing.charter@bristol.gov.uk or call Workplace Wellbeing Charter The Manual Page 4

6 Standards for Leadership Commitment The organisation has assessed its needs and priorities around health and work. Equality guidance and legislation is in place, and known and adhered to by all staff. Evidence of consistent and positive approach to employee wellbeing at senior level of business. Management demonstrate that they understand the importance of effective communication with staff. Achievement A communication policy is in place and available to all staff. An effective policy and procedure to tackle bullying and harassment. Effective policies in place to manage disciplinary and grievance procedures. Effective policies in place for attendance management and return to work procedures. A system is in place that recognises and rewards good work. Agenda and minutes showing senior management has prioritised health & wellbeing Evidence that health, safety and wellbeing is on the agenda of meetings An equality & diversity policy is in place & accessible It is included in induction for staff Posters/leaflets in workplace Notes of equality group meetings or inclusion of issues in staff meetings Evidence that health, safety and wellbeing is on the agenda at meetings at all levels s/communication with details of health & wellbeing initiatives Health & wellbeing Champion in the workplace Evidence that staff are consulted at all levels s/newsletters/other communication asking for staff suggestions Evidence that employees can suggest ideas Minutes available from meetings at different levels Communication policy in place and all staff aware of it Bullying and harassment policy in place and all staff aware of it Disciplinary & grievance policy is in place and all staff aware of it Examples of grievance procedures being used Absence management policy is in place and all staff aware of it Evidence that staff appraisals/reviews are conducted regularly Evidence of a reward scheme for staff Copy of a completed staff review and development plan Letter/ from managers to staff recognising good performance Managers understand the main issues that impact on the health and wellbeing of their team. Line managers have management training. Evidence of consulting with staff on key health issues Documentation/minutes of training that includes staff health issues Training for the designated workplace wellbeing champion. Details of training courses attended/commissioned Evaluation forms from training attended Page 5 Workplace Wellbeing Charter The Manual

7 Standards for Leadership Excellence Line managers demonstrate collaborative working, shared decision-making process and autonomy for staff. Line managers have training in how to have difficult conversations, developing people skills and resolving disputes. Employees offered learning and development opportunities to maximise their potential. Work-life balance is embedded in the organisation s conditions of employment. Alternative working practices are offered where reasonably practical. Regular team meeting minutes Employee suggestion scheme Evidence of manager attendance at appropriate training courses, including conflict resolution, mediation, etc Inclusion in selection criteria for managers Copy of staff personnel development reviews Example of a corporate training plan Copy of skills assessments & training plans Work life balance and flexible working policies in place and known to all staff Clear procedure for staff & documentation showing implementation of flexible working Evidence of managing organisational change appropriately. The organisation has a health, work and wellbeing action plan. Evidence that staff are consulted at all levels relating to organisational change Examples of staff engagement events/training days Meeting minutes with union reps/staff engagement Copy of action plan that addresses health, safety and wellbeing needs of staff Workplace Wellbeing Charter The Manual Page 6

8 Standards for Attendance Management Commitment Absence rates and causes are collected and monitored. Interventions are undertaken where patterns indicate trends of absence. Contact is maintained with absent employees to provide support and aid return to work. Achievement A clear attendance management policy is in place and procedures are known to staff. Documented return to work procedures are in place and followed. Return to work interviews are conducted and recorded with concerns /appropriate support recorded and provided. Reasonable adjustments are made in line with recommendations made in a Statement of Fitness to Work. Records of employee sickness and absence Absence forms are available Absence review meeting minutes are available Return to work plans are available Sickness absence procedure showing that employee contact is maintained Absence management policies are available and all staff are aware of them Evidence of staff knowledge & awareness for example, survey/signed statements Copy of written return to work procedures and forms A (anonymised) completed return to work form detailing issues of discussion and actions taken Copy of a Fit Note and reasonable adjustments being made to assist return to work The return to work procedures include the possibility of phased return to work Evidence of the use of phased return (if applicable) Excellence Absence trends are monitored across the organisation and specific programmes are designed and implemented to address these issues to prevent further absence. The organisation s return to work policies are designed to support rehabilitation and early return to work with adjustments made to accommodate this when necessary. The organisation raises awareness of, and supports staff to manage, long-term conditions in the workplace. Page 7 Sickness absence information is available, showing that causes are recorded Interventions have occurred/been planned to reduce these issues Policies allow the possibility of acquiring further support to aid staff in return to work (for example, occupational health services, physiotherapy, counselling) Workplace adjustments include the possibility of relocation to a different role The absence management policy makes provision for staff with long term health conditions Campaigns or awareness raising of long-term conditions (for example, cancer, diabetes,asthma, heart disease, etc.) Workplace Wellbeing Charter The Manual

9 Standards for Health and Safety Requirements Commitment Demonstrate an awareness of legal obligations in relation to health and safety and display health and safety law poster. Responsibilities under Equality Act 2010/ equality legislation are known and adhered to. All staff are informed of workplace risks and controls in place to minimise them. Appropriate training is given to all staff on health and safety. A documented/photo of the health and safety Policy, Documented risk assessments (if more than 5 employees) Documented accident reporting Evidence by job adverts, recruitment policies, meeting notes, etc. A company equality and diversity policy Induction package detailing relevant health & safety policies/procedures Examples of risk assessments conducted specific to the workplace Signatures stating staff have been made aware of the health and safety policies Appropriate notices displayed Training records to show that induction includes health and safety Evidence that health and safety training has been completed by employees for example, certificates for successfully completing courses Achievement Relevant policies and procedures are in place to demonstrate compliance with health and safety legislation. Systems are in place for staff to raise and resolve health and safety issues. All health and safety policies and workplace activities are regularly monitored for new hazards and improvements made. Excellence Staff representatives have been involved in the development or evaluation of health and safety policies. There is a clear emphasis on prevention across all policies. All managers have received appropriate health and safety training. There is an identified health and safety representative. Regular health and safety meetings are held and recorded. Evidence of fully documented health and safety policies, risk assessments and procedures that are relevant to the particular workplace/business Staff fully aware of policies and practices Good record of compliance with local enforcing authority Health & Safety representative in place Team meeting minutes with health and safety on the agenda Records of regular review of risk assessments with staff input/ comments and review dates. Evidence that H&S inspections/checks are taking place (for example, completed health and safety checklists) Evidence that staff groups have been involved in the development of policies procedures and work instructions minutes of meetings, signed statements, etc) Evidence of staff having the opportunity to suggest improvements to existing procedures Names and contact details of health and safety representatives - role and time allocation Health and safety training for representatives and managers (CIEH level 3 or equivalent) Health and safety meeting minutes and actions Workplace Wellbeing Charter The Manual Page 8

10 Standards for Mental Health & Wellbeing Commitment Provide information about mental health and wellbeing, including work-related stress, and make sources of further information readily available to staff at all levels. Ensure employees are aware that mental health and wellbeing issues are valid and addressing these issues is fully supported by the organisation at all levels. The organisation should provide commitment to, and appropriate information about resilience (the ability to recover quickly from illness or change). The organisation ensures employees are made aware of their legal entitlements regarding working conditions, for example Equality Act Evidence that employees have been given information about mental health and stress at work Posters/leaflets/information promoting mental wellbeing Policies/procedures and/or information encouraging employees to speak with managers if struggling at work. Staff statements showing they are fully supported in seeking to address mental health issues Examples of providing information to staff Included in absence management policies/strategies Legal entitlements covered in staff handbook/induction Contract of employment and statement of working conditions Achievement Undertake and act on an organisational stress risk assessment following recognised standards. Provide information and support to line managers to reduce stigma around mental ill-health and to improve the identification of, and support to people with mental health problems in the workplace. Evidence of implementation of the health and safety executive management standards for workrelated stress in policies, procedures and everyday activity. Bullying and harassment and whistle-blowing policies and systems are in place and staff at all levels are made aware of them. Page 9 A suitable & sufficient workplace stress risk assessment has been carried out Risk Assessment and resulting action plan available Manager training in mental health awareness (for example, copy of certificate) Minutes of meetings and information promoting mental wellbeing and reducing the stigma of mental health A mental wellbeing/stress policy detailing the HSE Management Standards approach to stress Policies in place and staff know about them Awareness of Public Information Disclosure Act 1998 Workplace Wellbeing Charter The Manual

11 Standards for Mental Health & Wellbeing Excellence A mental health and wellbeing strategy is in place, or is being developed and followed, that addresses investment in the mental wellbeing of the workforce and recruitment/retention issues. This policy has been developed collaboratively with staff. Ensure organisational and individual change is accompanied by support, information or targeted intervention programmes for example, retirement, redundancy planning. Staff consultation surveys about the mental wellbeing of staff which cover working conditions, communication, work-life balance, staff support and work-related, or other causes of, stress with action plans drawn up to address major issues. Procedures, guidance or policies are in place that address how staff are kept informed of change within the organisation. Education and development opportunities are routinely available to managers and staff to enhance their skills and knowledge around workplace mental health issues. Social support groups, volunteering and out-of-work activities are actively encouraged and supported by the organisation. Evidence that staff have been involved in the development of mental wellbeing policies, procedures and work instructions & information is cascaded to all Mental health policy offers support and investment in staff experiencing mental ill health and stress The mental health policy supports recruitment of staff with mental health issues Evidence that individuals have been fully supported during organisational change (for example, Case studies) Retirement & pension advice clinics Job skills workshops Staff survey/consultation documentation Report of recommendations and action plan Good practice adopted Consultation policy/procedures are in place Signed statements from staff that communication & consultation is adequate All staff have mental health awareness training Evidence of promotion of supporting networks and referral pathways for those experiencing mental ill health Evidence that these are promoted throughout the organisation through posters, s, etc, and staff are encouraged to participate Workplace Wellbeing Charter The Manual Page 10

12 Standards for Smoking (and Tobacco-related ill health) Commitment All staff are aware of the smoke-free and tobacco control laws and how they are applied in their workplace. Sources of further information and support to quit smoking are readily available. The organisation complies with smoke free legislation, including signage. Organisation has a clear stance on control of tobacco. A smoke-free policy is in place and staff are aware of it. Evidence/statements that staff are aware of smoke free laws Evidence that employees have been given information about the effects of smoking and availability of support to stop smoking Posters, leaflets, information promoting stop smoking initiatives Compliance with smoke-free legislation (for example, signs etc.) A written smoke free policy Achievement No smoking signs are displayed at all building entrances and company vehicles. Excellence Building managers, reception staff, ground staff and those operating in communal areas are aware of how to report breaches of the smoke-free policy. Open areas (outdoor) that are accessed by passing public or customers are clearly signposted as smoke-free and steps are taken to prevent smoking in these areas. Actively promote stop-smoking services and allow staff time to attend. Actively promote stop-smoking services. Photo evidence of smoking signs in vehicles and building entrances The smoke free policy has a section indicating how to report breaches of the smoke free policy The smoke free policy has a section that smoking is prohibited in open areas belonging to the organisation Reports demonstrating compliance Promotion of Example of guidance provided to managers for example, giving staff time to attend smoking cessation clinics Posters & support material widely available Page 11 Workplace Wellbeing Charter The Manual

13 Standards for Physical Activity Commitment Information is made available on the benefits of physical activity. The minimum legally required breaks are taken by all staff. Achievement Physical activity in the workplace is actively encouraged and supported by the physical environment. Staff are encouraged to take regular breaks. Physical activity opportunities in the local area are actively promoted to staff and supported by the organisation. Out of hours groups are supported or memberships of local groups that promote physical activity. Evidence that information has been given to staff regarding the benefits of physical activity - for example, posters/ newsletters promoting workplace activities or sports clubs Staff aware of the legal minimum requirements for breaks (statements from staff) Guidance provided and recorded Staff are encouraged to walk or cycle rather than drive Use of stairs is promoted Physical activity is promoted through arranged sessions Managers encourage staff to take breaks and lead by example (staff feedback to confirm) Employees are encouraged to organise activities and this is promoted throughout the organisation via posters, s, etc. Evidence that activities have the support of the organisation, such as flexibility to attend, provision of facilities or funding, etc Excellence Opportunities for physical activity linked to the workplace have been investigated and implemented. These activities are sustained over long periods to become embedded in the organisational culture. The organisation has a travel plan designed to remove barriers to physical activity in travelling to work and promotes physical activity during working hours where possible. Provision of in-house sports for example, football, walking, jogging opportunities Provision of a gym or partnerships with sports/leisure providers for discounted rates Walking routes near the workplace are promoted to staff Promotion of alternative travel options a travel plan has been adopted Cycling mileage is given A cycle to work scheme/cycle purchase scheme is in place and facilities provided for cyclists (parking/showers, etc) Workplace Wellbeing Charter The Manual Page 12

14 Standards for Healthy Eating Commitment Provide information on healthy eating. The organisation actively promotes healthy food options. Where food is provided on site (vending machines, canteens/ restaurants or mobile catering) healthy options are provided. Any kitchen facilities or beverage areas are in good condition, and comply with food hygiene regulations. Evidence that staff have been given information about the benefits of healthy eating ( s, leaflets, notice board, posters, etc.) Information on healthy choices available Where vending machines are in place, they provide some healthier options Healthy, balanced food options must be available Healthy options marked/promoted Photo of the kitchen facilities Environmental Health inspection report FHRS 3 star or above Achievement Any on-site catering facilities provide healthier options that are actively promoted. All workplaces have access to fresh drinking water. Staff are supported to eat healthy meals. Evidence that a balance of food, including healthier options are available (menu) Environmental Health inspection report FHRS 4 star or above Photo evidence of water units or taps Information is provided on healthier options and eating a balanced diet using the Eatwell Plate Staff involvement in menus Subsidised fruit or healthy options Page 13 Workplace Wellbeing Charter The Manual

15 Standards for Healthy Eating Excellence A corporate healthy eating food plan, guidelines or similar has been produced in consultation with staff that covers: Corporate hospitality Catering provision Local sourcing of food using local providers Vending/in-house catering pricing strategy to promote healthy options Local healthy food availability for staff considered as part of facilities management Tailored programmes to improve understanding and take-up of healthier diets are offered. Food policy in place, with collaboration of staff Food policy includes review of in-house menu & complies with national guidance on healthy catering & hospitality Food policy covers promotion of healthy eating by placing specification requirements on canteen contractors to include healthier food options. The food policy supports procurement of local suppliers Caterers have received training that improves the understanding and implementation of healthier menus Signing of the Bristol Good Food Charter and review of operations and practices in accordance with it Staff engagement & training that improves understanding of healthy diets Information is accessible and well promoted Incentives to promote healthier food options All food policies, plans and provision are reviewed on a regular basis with active staff engagement. Policies are supported at board level. Wherever possible, eating facilities are provided away from work areas that are clean and user friendly. Use of these facilities is promoted to ensure regular breaks from the work area. Evidence that the food policy has the commitment of management The food policy is reviewed on a regular basis Staff provided with suitable area to eat which is well used Workplace Wellbeing Charter The Manual Page 14

16 Standards for Alcohol & Substance Abuse Commitment Employees are provided with information about the effects of alcohol and substance misuse. Sources of further information and support are readily available. Employees are supported in seeking help to treat alcohol or substance misuse issues. Posters, leaflets, etc promoting safe drinking Evidence that employees have been given information about the effects of alcohol and substance misuse and How to seek advice/support Evidence that the employer will support employees in need of help or treatment Achievement A policy is in place regarding the use of alcohol and other substances in the workplace that is clear and consistent. Employees are aware of the policy, what it means and the support available. Managers at all levels are aware of why staff may be reluctant to come forward with their problems with alcohol and substance misuse. Managers actively promote the use of external help and rehabilitation when approached. Employees need to be aware of link between alcohol, substance misuse and stress in the workplace. Excellence Staff representatives from various levels of the organisation are involved in the development or review of the policy which addresses alcohol and other substances. Alcohol policy includes guidelines on the use of alcohol at business functions. Employee code of conduct has been established and well publicised. Managers have access to information on how to identify the signs of alcohol / substance misuse and are aware of where to obtain support or signpost employees with a problem. New staff are made aware of how to access relevant policies, information and support services at the point of induction. Page 15 Alcohol and substance misuse policy is in place The policy supports employees requiring help Staff understand the links between alcohol substance misuse and stress and mental ill health Managers have been trained in the policy/guidance and how to deal with staff having alcohol issues Clear signposting of support/referral pathways available Mental wellbeing and alcohol misuse are included in managers training Evidence that staff have been involved in the development of alcohol policies, procedures and work instructions for example, via minutes, s, signed statements Copy of employee code of conduct and evidence that it has been cascaded to all employees Good staff awareness of the code Managers have attended alcohol awareness training for example, Identification & Brief Advice (IBA) Tools training for managers Signposting to local services All alcohol and drug misuse policies and procedures are promoted at the point of induction Induction checklist showing this Workplace Wellbeing Charter The Manual

17 Workplace Wellbeing Charter Useful Internet links Leadership Attendance Management Health and Safety Requirements Mental Health & Wellbeing ACAS Equality & Diversity audits; guidance on bullying/harassment, grievance & disciplinary, conflict at work, attendance & return to work, work life balance & flexible working and Equalities legislation: Management Standards and HSE line manager competency tool: Occupational health services: and Managers training and understanding the impact of change - Chartered Institute of Personnel & Development: and Guide to flexible working: and ACAS Attendance & return to work guidance and Health, Wellbeing & Managing Attendance: Sickness Absence Management recording: Health For Work Advice line: or Long term conditions: Human resources advice: Fit Note Guidance: Fit For Work services: Information on Occupational Health Services & Employee Assistance programmes (EAP): Support of staff - NICE Guidance: HSE Guidance for compliance: Equality Act 2010: and NICE wellbeing guidance: Mental Health Foundation: Resources: Time to Change: Access to Psychological Therapies: Working conditions, stress assessment & Equality Act guidance and and Mental Health Support Service: Mindful Employer resource: Other useful information: Workplace Wellbeing Charter The Manual Page 16

18 Workplace Wellbeing Charter Useful Internet links Smoking (and Tobaccorelated ill health) Physical Activity Healthy Eating Alcohol & Substance Abuse Legislation: Information & Support to stop smoking: and NICE guidance: Guidance on legal limits of tobacco: BHF Stay Active Bristol City Council - Active Bristol: Bristol leisure: Promoting Physical Activity in the Workplace NICE Guidance: Corporate challenges: and Active travel: Sport and leisure: Healthy eating advice: and Supporting healthy eating: and Healthy options catering (examples): Healthier and Sustainable Food & Catering Procurement: Bristol City Council Good Food Charter: Food for Life Catering Mark (Soil Association) - National Scheme for sustainable & healthy food recognition: Food safety regulations/advice: Environmental Health: Information/advice: and Model Policy: Tools and training for managers: Links with stress: and Page 17 Workplace Wellbeing Charter The Manual

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