SICKNESS ABSENCE POLICY

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1 SICKNESS ABSENCE POLICY 1 POLICY STATEMENT This sickness absence policy sets out procedures for reporting sickness absence and for managing sickness absence in a fair and consistent way. The Company recognises that sickness absence can take a number of various forms, from short intermittent periods of sickness to long-term absence, and for different reasons, for example: injuries; recurring conditions; or a serious illness requiring lengthy treatment. We therefore wish to ensure that the reasons for sickness absence are understood in each case, investigated where necessary and that in appropriate circumstances, measures are taken to assist those who have been absent to return to work. The Company may vary the procedures set out in this policy, including any time limits, as appropriate in any case. 2 DISABILITIES 2.1 The Company is aware that sickness absence may be disability related. At each stage of any capability procedure relating to sickness absence, particular consideration will be given to whether there are reasonable adjustments that could be made to the requirements of a job or to other aspects of the working arrangements that will provide support at work and/or assist a return to work.

2 2.2 Any employee who considers that they are affected by a disability or any medical condition which affects their ability to undertake their work should inform their Line Manager. 3 SICKNESS ABSENCE REPORTING PROCEDURE 3.1 Anyone taken ill while at work should be given permission to leave work. Where necessary, Managers should make the appropriate arrangements for anyone who is unwell to be accompanied home or to receive medical treatment. When appropriate, Managers should follow the relevant health and safety procedure for reporting accidents. 3.2 Anyone working onshore who cannot attend work because they have been taken ill should inform their Line Manager by telephone prior to their normal start time or, where this is not possible, at the earliest opportunity thereafter during the first day of absence. 3.3 Anyone who is due to travel offshore who cannot attend work because they have been taken ill should contact a member of staff within the Logistics Department (or the Duty Manager if outwith office hours) as soon as they become aware that that they will be unable to travel offshore. 3.4 In both cases the following details should be provided by the employee: The nature of their illness; The expected length of absence from work; Contact details; and Any outstanding or urgent work that requires attention. 3.5 The person receiving notification should: Complete the Absence Monitoring Form and send it to the absent employee to complete and return. Sickness Absence Policy 2

3 3.5.2 Ensure that the appropriate Managers are notified Ensure arrangements are made, where necessary, to cover work and to inform colleagues and clients (while maintaining confidentiality). 3.6 Anyone who has reported in unwell or who has left work after being taken ill should expect to be contacted by their Line Manager. They will want to enquire after the employee s health and be advised, if possible, as to their expected return date. Managers should :- Make contact with the employee Enquire as to the progress of the illness Enquire about the steps that have been taken to improve the condition, such as attending a doctor or taking medication Find out when the employee expects to return to work Offer the support of the Company Medical Advisor Advise the employee of the requirement to submit a medical certificate Note the outcome of the call on the Absence Monitoring Form and, where appropriate, contact a member of staff within the Human Resources Department to advise 3.7 Anyone absent on sick leave should thereafter expect to be contacted from time to time by their Line Manager in order to discuss their wellbeing, expected length of continued absence from work and any of their work that requires attention. Sickness Absence Policy 3

4 3.8 Employees who have concerns about their absence should raise these with their Line Manager or a member of staff within the Human Resources Department at any time. 3.9 Employees who expect to be absent for more than 7 calendar days must obtain a medical certificate from their GP covering the period of absence thereafter and stating the reason(s) for it. The medical certificate should be submitted either to the employee s Line Manager if they work onshore, or to a member of staff in the Logistics Department where they work offshore. Any medical certificate received from an onshore employee should be forwarded immediately to the appropriate member of staff within the Human Resources Department If the absence continues, further medical certificates must be obtained to cover that period In cases of suspected abuse or where there is a concern about the level of or reason for absence, an individual may be required to provide a medical certificate for absences of less than 7 days. 4 UNAUTHORISED ABSENCE 4.1 Cases of unauthorised absence will be dealt with under the Company s disciplinary procedure. 4.2 Absence that has not been notified according to the sickness absence reporting procedure will be treated as unauthorised absence. 4.3 If an employee fails to report for work and has not telephoned their Line Manager to explain the reason for their absence, their Manager will make reasonable effort to contact them by telephone and in writing. A Manager s failure to make such an effort or success in making contact will not excuse an employee s failure to notify the Company of his absence, as directed under this policy. Sickness Absence Policy 4

5 5 SICK PAY 5.1 Each employee s entitlement to contractual sick pay is set out in their contract of employment and further provisions may also be found in the Collective Bargaining Agreement applicable to their sector. 5.2 All employees are entitled to statutory sick pay or an equivalent sum from the Company. 6 MEDICAL ADVICE 6.1 The Company may, at any time in operating this policy, ask an employee to undergo a medical examination by the Company s Medical Advisors. Refusal or failure to do so may be dealt with in terms of the Company s disciplinary procedure 6.2 The employee will be asked to agree that any report produced in connection with such an examination be disclosed to the Company and its advisors. The employee will also agree that the Company and its advisors may discuss the contents of the report with a relevant doctor. 6.3 Where an employee who works offshore is absent due to illness within the range of symptoms below, they require to undergo a Fit to Return medical prior to being permitted to return to work: Stress related illness Back problems Fractures Employees who have undergone a medical operation Skin conditions (Eczema / Dermatitis / Infectious Skin Disease) Heart problems Depressive / Anxiety disorders Epilepsy Narcolepsy / Sleep Disorders Sickness Absence Policy 5

6 Obesity Gastroenteritis The above list is not exhaustive. However, where the symptoms are less serious than those mentioned, there is no requirement to undergo a Fit to Return medical prior to returning to work. Employees who work offshore who are absent with Sickness and Diarrhoea must be symptom free for 48 hours before returning to work. Employees who are food handlers must supply two clear stool samples to the Company s Medical Advisors prior to returning to work. There is no requirement for such employees to undergo a Fit to Return medical in those circumstances, as long as the results are negative. 7 RETURN-TO-WORK INTERVIEWS 7.1 The Company may arrange for anyone absent on sick leave to have a returnto-work interview with an appropriate manager. This manager completes the Return to Work Form as the interview is conducted. 7.2 A return-to-work interview gives the Company the opportunity to confirm that it ecorded the reason for and number of days of absence. It also gives those returning from sickness absence the opportunity to raise any concerns or questions they have on their return to work and to bring any matters that they consider relevant to the attention of their Line Manager. 7.3 A scanned electronic copy of the completed Return to Work Form should be ed to the HR Administrator for filing. The original should be filed within the employee s personnel file on site. Sickness Absence Policy 6

7 8 RETURNING TO WORK FROM LONG-TERM SICKNESS ABSENCE 8.1 The Company is committed to helping employees return to work from longterm sickness absence. As part of its sickness absence meetings procedure (see below), the Company will, where appropriate and possible, support returns to work by: Obtaining medical advice; Making reasonable adjustments to the workplace, working practices and working hours; Considering options for redeployment; and/or Agreeing a return to work programme with everyone affected. 9 SICKNESS ABSENCE RELATED CAPABILITY PROCEDURE 9.1 Where an employee s absence gives rise to concerns about their continued ability to perform their duties consideration should be given to whether it would be appropriate to commence the Company s capability procedure. Such concerns may arise either as a result of an individual s high level of absence or because of the nature of the cause of their absence Sickness Absence Policy 7