Fit for work policy

1. Introduction

2. Purpose

3. Procedures

3.1 Assessment of fitness to work
3.2 Consumption of alcohol and other drugs
3.3 Injury or illness (work or non-work related)
3.4 Medications
3.5 Recreational activities and sport
3.6 Secondary employment or volunteer activities
3.7 Blood donation
3.8 Fatigue
3.9 Stress
3.10 Mental ill health
3.11 Personal factors
3.12 General health and wellbeing

4. Identification of support required for staff

5. Duties within the organisation

6. Equality impact assessment

7. Identification of stakeholders

8. Consultation process

9. Process for review and revision

10. Communication and dissemination

11. Implementation

12. Monitoring compliance and effectiveness

13. Associated documentation

1.0 Introduction

As part of its obligations under the Health and Safety at Work Act (1974), C&P Group Holdings Ltd is committed to providing a safe and healthy work environment for all of its staff, volunteers, contractors and service users.

In addition, all employees, volunteers and contractors working on behalf of C&P Group Holdings Ltd have a personal responsibility to present themselves for work in a suitable physical and mental condition to be able to undertake their duties efficiently and safely. This not only protects them from harm but also avoids potential harm to colleagues and the patients we serve.

There are many factors that may affect fitness for work, and these can often interact with each other. These include:

• Consumption of alcohol or other drugs
• Medications
• Injury or illness (work or non-work related)
• Recreational activities and sport
• Secondary employment or volunteer activities
• Blood donation
• Fatigue
• Stress
• Mental ill health
• Personal factors
• General health and wellbeing

2.0 Purpose

The purpose of this policy is:

• To ensure the health, safety and wellbeing of all employees and contractors.
• To ensure that employees, who may suffer from health problems that may impact their ability to carry out their role, feel supported by the organisation to be open and honest about this, and to seek appropriate assistance
• To ensure that employees are aware of the support services they can access     , and the correct procedures for accessing these services
• To ensure that all employees are aware of the potential dangers of the  factors that may influence their ability to undertake their role, and emphasise that members of staff are responsible for their own actions
• To protect workers from the dangers associated with the factors influencing fitness for work and to encourage those experiencing difficulty to seek help
• To ensure that the organisation is compliant with appropriate legislation relating to the management of fitness for work
• To ensure that the organisation fulfils its legal duty of care to the entire workforce.
• To ensure that staff are aware of their responsibilities to be fit to work including those members of staff who drive as part of their duties who must also ensure that they are aware of their requirements to be fit to drive under their responsibilities under the Road Traffic Act

3.0 Procedures

3.1 Assessment of Fitness to Work

Immediate supervisors are responsible for initial assessment of an employee’s fitness for work. If a supervisor becomes concerned about an employee’s ability to safely perform their work, either through direct supervision or report, they must take prompt action.

If an employee presents to work and the manager deems that the employee is not fit to be at work then the manager should deal with this immediately. The matter should be dealt with sensitively and initially as a matter of safety  rather than discipline.

The employee should be stood down from duties and a private discussion should take place to determine the cause of the problem. The formality of this  meeting will be dependent on the individual circumstances i.e. if the illness or  injury is obvious then a simple direction to take a break or go home on sick leave may suffice, however if the manager has reason to believe that the employee is unfit due to reasons which breach policy (e.g. intoxication) then further investigation may be necessary

Some warning signs may include:

• Lethargy
• Obvious struggle to complete tasks
• Out of character behaviour (e.g. irritability, aggression, vagueness)
• Apparent lack of attention or concentration
• Smell of alcohol /drugs on an employee
• Obvious illness or injury (e.g. flu symptoms, limping)

If an employee attends work when they are unwell or fatigued, generally they do so because they are conscientious, not because they are trying to put anyone else at risk. The supervisor needs to make a judgement based as to the correct response based on individual circumstances.

Appropriate actions may include:

• Having the employee take a short break
• Sending, or having the employee transported home on approved sick- leave
• Sending, or having the employee transported to an appropriate medical service

3.2 Consumption of alcohol or other drugs

Employees who drink excessively, or use illegal or non-prescribed drugs, are more likely to be unwell, absent from work and perform less efficiently in their job role. This has a potential impact, on the safety and wellbeing of the workforce.

This policy recognises how, unless proper arrangements are in place, alcohol and substance use/misuse related issues in the workplace, can impact adversely, not only on the wellbeing of the individual, but also on the delivery of the organisation’s strategic objectives, individual objectives and performance.

C&P Group Holdings Ltd recognises that an alcohol and/or substance misuse problem, may be an illness and may require treatment, in the same way as any other illness. C&P Group Holdings Ltd wishes to promote a fair and open culture, where staff feel that they have the freedom to request assistance if they are struggling with alcohol and/or substance use/misuse.

However, it is a fundamental principle that no member of staff should work   whilst under the influence of alcohol and/or drugs.

Alcohol or substance misuse may lead to behaviour contrary to the standards of safety, performance or conduct required by C&P Group Holdings Ltd

The use of alcohol or any illicit drug is prohibited whilst on duty and representing C&P Group Holdings Ltd, in work uniform, in a vehicle during or after work. Preserving C&P Group Holdings Ltd image is a priority at all times

Due to the complexities surrounding providing support to those with alcohol or drug related issues, detailed further information can be found in the HR management guidance

3.3 Illness / Injury

3.3.1 Influenza / Contagious Illness

Influenza symptoms include fever, chills, headache, muscle aches, sore throat, stuffy or runny nose, sneezing, dry cough, tiredness and difficulty breathing. As both common colds and influenza can spread quickly, C&P Group Holdings Ltd recommends that staff and managers consider the best approach to minimise the spread of infection. This may include working remotely or from home, if the individual feels they are able to continue to work

3.3.2 Chronic / Long Term Illness

Where it is identified that an employee may not be meeting the physical requirements of their role, due to chronic/long term illness, the individual should notify the line manager at the earliest possible opportunity so that  support / reasonable adjustments can be explored.

3.3.3 Injury

Where an individual has sustained an injury that may affect their ability to fully function at work, they should notify their line manager at the earliest possible opportunity.

If the injury was sustained at work, then it should be reported to their site manager and head office

If the injury was not sustained at work, but is likely to impact on their ability to fully function at work, them it is still important to notify their line manager at the  earliest possible opportunity so that any reasonable adjustments can be considered

3.4 Medications

Members of staff who take medications to manage illness or chronic medical conditions, should do so within the advised limits, and where side effects (such  as drowsiness) occur that may impair an individual’s ability to undertake their role, the individual should inform their line manager at the earliest opportunity.

3.5 Recreational Sport and Activities

Whilst C&P Group Holdings Ltd encourages its staff to be physically active, it is important that staff take personal responsibility for their own health and safety when taking part in recreational sport or activities. Where an individual has sustained an injury or illness as a result of taking part in sport or physical activity, that is likely to impact their ability to undertake their role, it is important that they inform their line manager and seek appropriate medical advice at the earliest opportunity.

Equally, where staff are taking part in endurance events that may cause fatigue in the following day or days, they should seek to take annual leave where possible, to ensure they are fully rested prior to returning to work

3.6 Secondary employment or volunteer activities

Where staff undertake secondary employment or volunteering activities consideration should be taken if these activities are likely to impact on an individual’s performance at work, the individual must inform their line manager

3.7 Blood Donation

While staff are encouraged to become blood and plasma donors there is a hazard associated with donating that may affect the donor for up to twenty-four hours. Loss of blood in this way may cause the donor to become dizzy and/or feel faint. It is recommended that drivers in particular refrain from this activity twelve hours following a donation; therefore, employees who fall into this category should schedule their donation to allow ample time for recovery and not compromise their capacity to fulfil their work role.

For staff in other roles, staff are also advised to exercise caution following blood donations to ensure the safety of themselves and others.

3.8 Fatigue

Fatigue management is a shared responsibility between management and workers as it involves factors both inside and outside of work

Fatigue is mental or physical exhaustion that stops a person from being able to function normally, however fatigue is more than just feeling tired or drowsy. It is normal to become tired through physical or mental effort

Fatigue is caused by prolonged periods of physical or mental exertion without enough time to rest and recover. The level of fatigue varies and can depend on work load, length or shift, previous hours and days worked, time of day or night worked, personal commitments or demands, factors affecting sleep

Where an individual feels they are suffering from fatigue either from work related or non-work-related activity they should discuss this with their line manager, so that cause(s) can be identified, and support offered.

3.9 Stress

Stress is a feeling that is created when an individual reacts to certain events. Stress can be a positive contributor to achievement and success; however negative stress can create immediate and long-term problems, with physical, emotional and behavioural issues arising. Negative stress affects how people cope with day-to-day life.

To help manage stress it may be helpful for an individual to talk to somebody about what is upsetting them. This may be simply managed by discussing the issue with a work colleague or your manager/supervisor

It may not be possible to entirely remove the stress, however managing stress better may help with physical strain injuries, emotional control and corresponding behavioural responses

Further information regarding the support mechanisms available can be discussed with the QHSE Manager

3.10 Mental Ill Health

Mental ill health is a term used to describe a range of clinically diagnosable disorders that significantly interferes with an individual’s thinking, emotional or social ability.

This includes people experiencing issues arising from but not limited to eating disorders, alcohol and drug use, sleep problems, panic disorder, depression, obsessive compulsive activities anxiety and other unexplained complaints.

If you believe you suffer from any of the above symptoms, please notify your line manager and seek medical advice.

If you have been diagnosed with any illness you should advise your manager/supervisor of the nature of the illness and discuss any alternative or change in work conditions if required.

Further information regarding the support mechanisms available can be can be discussed with the QHSE Manager

3.11 Personal Factors

Where an individual is experiencing difficulties outside of work (e.g. relationship issues, family illness), they should consider informing a colleague or their line manager so that support can be offered. C&P Group Holdings Ltd recognises that problems outside of work can be intensely personal, and therefore only asks that staff consider seeking support from colleagues at work.

3.12 General Health and Wellbeing

Individuals are responsible for their own health and wellbeing, and should wherever possible maintain their own health and wellbeing in such a way that allows them to continue to perform their duties to the required standard.

In addition, C&P Group Holdings Ltd promotes physical activity outside of work, and promotes healthy eating, both on its premises where food is provided, and encourages employees to eat healthily outside of work.

4.0 Identification of Support Required for Staff

4.1 To enable the C&P Group Holdings Ltd to provide support for staff who may struggle with their consumption of alcohol or misuse of drugs. C&P Group Holdings Ltd will undertake some testing to identify any support that may be required

4.2 Pre-employment Testing

C&P Group Holdings Ltd will inform all applicants who are likely to be offered employment, of the details set out in this policy.

Pre-employment tests will be part of a pre-arranged appointment including medical assessment. Up to 100% of successful applicants will be tested annually.

4.3 Periodic testing for Drugs and Alcohol

C&P Group Holdings Ltd reserves the right to periodically test up to 100% of all staff annually.

4.4 “Just Cause” Testing

C&P Group Holdings Ltd will test staff whose behaviour gives cause to suspect that they are unfit for work due to the effects of drugs or alcohol. Staff will not be allowed to resume work until the result of the drugs and alcohol test is known.

4.5 Positive Result

Any member of staff with a positive result will be given support and advice on the use of alcohol or drugs. Each case will be considered individually depending on the level of concern.

A person who returns a positive result will be permitted to re-take the test at a later date (within 60 days) if they can satisfy C&P Group Holdings Ltd that the previous positive result was not an indication of habitual and continuing abuse of drugs or alcohol.

All staff will be offered education and support for them to be aware of the effects of alcohol and/or drugs.

4.6 Ongoing Health Surveillance

Employees with an identified substance misuse problem, and in particular on return to work following periods of treatment, will be required to undertake ongoing health surveillance. Health surveillance for these identified staff may include periodic checks for alcohol, solvents or drugs including random testing. In such instances the guidance of Occupational Health or other specialist advisors will be sought as necessary.

4.7 Records. Monitoring and review

Any tests results will be considered as a “patient record” and will be kept on the employees file

5.0 Duties Within the Organisation

5.1 Directors, Managers and Supervisors

It is the responsibility of all staff in management/supervisory positions to ensure that this policy is communicated and implemented within their area of responsibility and control.

All staff in management/supervisory positions have a duty of care to the health, safety and wellbeing of all employees of C&P Group Holdings Ltd

Failure to exercise this duty of care could be classed as negligence and may result in liability, not only for the individual manager but for the entire Group

In a situation where a manager is made aware that a member of staff may have acted in contravention of this policy, it is imperative that the appropriate procedure is immediately implemented.

5.2 Employees

All employees are required to support this policy by ensuring that they are familiar with the content of the policy, and by complying with the protocols and procedures as laid out in the policy. Failure to comply with the policy could result in disciplinary proceedings under the Group’s Disciplinary Procedure.

C&P Group Holdings Ltd service expects that employees will:

• Report for work in a fit condition
• Demonstrate fitness for work upon request. An individual must, if requested, be able to satisfactorily demonstrate that they are fit for work
• Notify their manager if they believe that they may be unfit (whether wholly or partially) for work
• Inform their manager if they have a medical condition that could affect their fitness for work, and the likely impact this could have on their performance at work.
• Staff must ensure that they adhere to the Road Traffic Act and Motor Vehicles (Driving Licenses) Regulations  in informing the DVLA if they are unfit to drive and must be mindful of the legal framework for standards of physical and mental fitness when driving any vehicles.
• Staff should refer to the C&P Group Holdings Ltd Driving at Work Policy.

5.3 Visitors and Contractors

Visitors and contractors should also act in accordance with this policy.

This policy also applies to those carrying out business on behalf of  C&P Group Holdings Ltd which is not necessarily on C&P Group Holdings Ltd premises

Contractors, who contravene the policy, should be reported to the nominated person, responsible for monitoring the conduct of contractors on the site.

Visitors, who contravene this policy, may be asked to leave the premises immediately and will not be allowed to return without management authorization.

5.4 Occupational Health

It is the responsibility of Occupational Health to:

• Assist with the identification of illness, or any condition that may impact on an individual’s ability to carry out their duties.
• Alert managers to situations, where staff may appear to be suffering from any of the circumstances/conditions identified in this policy.
• Provide support to staff with any health-related problem that may impact on their ability to carry out their role.
• Advise managers and staff, on how to support staff with any of the issues identified above.
• Advise the individual and their managers on the actions to be taken to facilitate their planned return to work.
• Assist managers with the identification of trends in relation to any of the issues identified above.
• Advise managers where there is a need for a staff member, to refrain from any aspect of work, which may cause potential risk to either the individual or any other member of staff.

5.5 Human Resource

Members of the Human Resources department have a responsibility to:

• Provide appropriate training for managers on the application of this policy as part of absence management training.
• Ensure managers are supported when carrying out procedures in relation to this policy.
• Ensure that all staff are appropriately supported, and that all employees are treated in a fair and consistent manner.
• Review and amend this policy as appropriate, in line with new legislation in consultation with HR Dept

6.0 Equality Impact Assessment:

This policy has been equality impact assessed.

7.0 Identification of Stakeholders

This policy has the Managing Directors approval and all staff are bound by policy and required to implement it. Directors and senior managers in operational functions likely to be involved in policy development have a specific interest in its detail.

8.0 Consultation Process

This policy has been drafted in consultation with senior managers from Health & Safety and HR Depts.

9.0 Process for Review and Revision

The policy will be reviewed jointly on an annual basis to ensure that, as a minimum: –

• Individual duties are defined
• The policy is communicated to all staff
• There is a process in place for managing/supporting any employee who is struggling to maintain their fitness for work
• Arrangements are in place to provide support to staff who come forward with an issue with regard to their fitness for work

10.0 Communication and Dissemination

The following communication plan will be implemented for this policy following approval: –

The policy will be placed on site notice boards (Where applicable) and cascaded as a tool box talk session

The updated policy will be communicated via further tool box talks

11.0 Implementation

HR will ensure that all new managers are trained appropriately to follow the policy and existing managers should be given refresher training when necessary.

12.0 Monitoring Compliance and Effectiveness

13.0 Associated Documentation

The information contained within this policy should be read in conjunction with the following:

• OHSP64 – Occupational Health Policy
• OHSP99 – First Aid For Depression Procedure
• OHSP117 – Whistleblowing Policy
• OHSP119 – Fatigue Policy – Procedure