Scope ORBIT GROUP POLICY Absence Policy This policy covers all staff members and Executive Directors employed by Orbit Group Limited, Orbit South Housing Association Limited and Orbit Heart Of England Housing Association. Staff members employed by these organisations also carry out work on behalf of Orbit East, Orbit South and Orbit Homes. This policy sets out both the responsibilities of Orbit and individual staff members with regard to absence management, and where issues arise enables us to act fairly and effectively. Please also refer to the Absence Procedures document. It may also be useful to refer to our separate information on other types of leave such as compassionate leave and time off for dependents. This policy does not form part of staff members contractual rights. The contents may be subject to revision from time to time. 1. Introduction 1.1 While Orbit understands that there will inevitably be some absence by staff members, it must also pay due regard to its business needs. If a staff member is frequently absent from work or is absent for a lengthy period (for whatever reason), this can create operational difficulties for the organisation, and place an additional burden of work on colleagues. In addition, it affects the quality of service we provide as well as increasing the financial burden placed on the organisation. It is therefore critical that the organisation monitors absences and that staff members comply with the requirements of this policy and its related procedures. 1
2. Definition 2.1 The key aim of this policy is to encourage and support reliable attendance among all staff members. 2.2 All staff absences will be counted for the purpose of this policy except approved holidays, family leave periods (eg maternity leave), approved compassionate leave, or time off for public duties. 2.3 Throughout this document the term sickness is used to describe sickness, injury, illness, infection, hospitalisation, recovery and any other condition that means that the staff member is not fit enough to attend work. 3. Policy Principles 3.1 Orbit aims to strike a reasonable balance between the pursuit of its business needs and the genuine needs of staff members to be absent from work because of sickness or for family, domestic or other reasons. 3.3 Orbit operates a sick pay scheme for eligible members of staff. The main elements of the scheme are outlined in the Absence Procedures accompanying this policy. 3.4 Orbit also grants a small amount of time off for fertility treatment and elective surgery. Details may be found in the Absence Procedures. 3.5 Orbit will always try to seek a medical opinion before taking steps which are likely to have an impact on the staff member s employment. 3.6 This policy and supporting procedures support the principles of the Disability Discrimination Act. 3.7 The procedures related to this policy may ultimately lead to the employment contract being terminated if absence issues are not resolved. Please refer to the related procedures document, which sets out the unacceptable levels of absence that will trigger the formal review process. 4. Orbit Sick Pay 4.1 Orbit sick pay is discretionary, but subject to meeting the eligibility criteria, Orbit will pay during sick leave as follows: 2
During Probationary Period: Up to 5 working days full pay (equivalent to 1 week) Up to 5 working days half pay (equivalent to 1 week) Thereafter during 1 st year of service: Up to 22 working days full pay (equivalent to 1 month) Up to 22 working days half pay (equivalent to 1 month) During 2 nd year of service: Up to 44 working days full pay (equivalent to 2 months) Up to 44 working days half pay (equivalent to 2 months) During 3 rd year of service: Up to 87 working days full pay (equivalent to 4 months) Up to 87 working days half pay (equivalent to 4 months) During 4 th and 5 th years of service: Up to 109 working days full pay (equivalent to 5 months) Up to 109 working days half pay (equivalent to 5 months) After 5 years of service: Up to 130 working days full pay (equivalent to 6 months) Up to 130 working days half pay (equivalent to 6 months) This is pro-rated for part time members of staff. Relief staff members are not normally eligible for sick pay. 5. The Line Manager s Role 5.1 Line managers will: manage and monitor staff absence as well as maintaining accurate records of absences and related discussions. conduct a routine return to work interview each time a staff member returns to work following a period of sickness absence. ensure that accurate monthly absence returns for all their staff are sent to the Payroll team at Garden Court. monitor absence levels and patterns. address any unacceptable levels of absence by using the Absence Procedures. 3
6. Staff Members Responsibilities 6.1 Staff members: should make every effort to recover from a sickness related absence by seeking medical advice if the problem is not quickly resolved. are required to follow the procedures related to this policy. Failure to follow these procedures may result in the disciplinary procedure being invoked. should follow the absence reporting procedure for any unforeseen absence, not just sickness. 7. Human Resources Responsibilities 7.1 The Human Resources team is available to provide advice, guidance and support to managers and members of staff in all areas of absence management. 8. Records 8.1 The line manager will keep notes of meetings and telephone conversations held, as well as copies of correspondence with regard to absence management. 8.2 Records will be held securely and confidentially. 8.3 Once any issues have been dealt with, all records will be placed on the staff member s personal file held by the Human Resources team at Garden Court. 9. Equality and Diversity 9.1 We will ensure that this policy is applied fairly and consistently to all our staff members. We will not directly or indirectly discriminate against any person or group of people because of their race, religion / faith, gender, disability, age, sexual orientation or any other grounds set out in our Equality and Diversity policy. 9.2 When applying this policy we will: act in line with Orbit's values, with respect and in consideration of the diverse needs of individual and communities take positive action to reduce the discrimination and harassment in local communities 4
9.3 This policy and any other Orbit publication is available in other formats (e.g. other languages, Braille, large print, audio). 10. Confidentiality and Information Sharing 10.1 We will only share information that meets the requirements of the Data Protection Act 1998. 10.2 Where we provide references to prospective employers we may supply the number of days absent with the reason for that absence. In the case of sickness this will only refer to sickness and not the specific ailment. 11. Monitoring and Accountability 11.1 The Executive Team will be responsible for ensuring that the policy is implemented in full. 11.2 The Executive Director Of Organisational Development will monitor the effectiveness of this policy and recommend policy changes to improve service delivery. 12. Review 12.1 Orbit will carry out a review of this policy every three years from the date of this policy. 5