Staff Grievance Policy and Procedure

Introduction

The purpose of a grievance procedure is to enable employees to raise grievances relating to their employment in order to seek satisfactory solutions and to enable the employer to try to resolve grievances as quickly as possible in a timely fashion. The aim is also to ensure that the Project’s services are maintained and effective while all staff are treated fairly and equitably. This procedure deals with individuals as employees of the Project and their employment.

Principles

• Employers and employees should deal with issues promptly and consistently, and employers should carry out any necessary investigations.
• Wherever possible, complaints should be dealt with informally.
• The employee should have the opportunity to put their case.
• The employee should have an opportunity to appeal against the decision.
• The employee should have the right to be accompanied at any formal meeting if they wish.
• Grievances should be kept confidential as far as possible (as far as is allowed by the need to carry out a full and thorough investigation).
• Formal grievances will be heard by a Panel (usually consisting of 2 Directors and one staff member). Appeals will be heard by the Directors’ Group.

Procedure

Informal Grievance

Grievances, or problems relating to work, are sensitive issues and it is preferable to try and resolve these as quickly and informally as possible. The aim is to resolve routine grievances in this informal manner.

Step one: If possible, speak with the person(s) concerned immediately about your grievance. If this doesn’t work, you feel unable to talk to them on a one to one basis, or you feel that the situation is serious, you need to move on to step two.

Step two: Speak with a Coordinator, Ops Group Rep or Director about your grievance and see if they can help. If this does not resolve the situation, or they feel the situation is serious, you need to move on to the Formal Grievance procedure.

Formal Grievance

If you have followed the informal procedure and you think that the problem has not been solved, orif you believe the problem to be more serious, you must follow this formal grievance procedure.

Step one: Raise the grievance in writing: You should raise a grievance in writing with the Directors’ Group without unreasonable delay. You must detail in writing the specific circumstances which constitute the grievance, with dates, times, witnesses, etc. and attach any supporting evidence, as applicable. The Directors’ Group will appoint a Grievance Panel, usually consisting of two Directors and one staff member. The Grievance Panel will arrange a formal grievance meeting to be held, usually within 5 working days.

Step two: Grievance meeting: The Grievance Panel will invite you to attend a meeting, without unavoidable delay to discuss the matter. The invitation should also state that you are entitled to be accompanied by a trade union representative or colleague at the meeting. BBP will also consider whether any reasonable adjustments are required for disabled employees, such as allowing a support worker or sign language interpreter to attend the meeting.

In the Grievance meeting:

·The Grievance Panel will take notes or record the meeting.

·The Grievance Panel will introduce the meeting, read out the grounds for your grievance, ask if they are correct and require clarification if unclear.

·You will be given the opportunity to put forward your case and say how you would like to see it resolved. You may call witnesses and refer to any documents previously provided to the Grievance Panel.

·The Grievance Panel may question you and any of the witnesses.

Step three: Investigation and decision: The meeting should be adjourned by the Grievance Panel in order for them to undertake an investigation into the complaint. The investigation should be full and thorough in order to determine, as far as possible, the facts of the case and to allow the Grievance Panel to come to a decision. Where necessary, the meeting will be reconvened to allow the Grievance Panel to put further questions to you. The Grievance Panel may need to take the case to the Directors’ Group.

Having considered the grievance, the Grievance Panel will give their decision regarding the case in writing, normally within five working days. The decision will set out what action is being taken to address the grievance and will notify you of the right of appeal and the procedure to be followed if you choose to do so.

Appeal

If you are unhappy with the Grievance Panel’s decision and you wish to appeal, you should inform the Directors’ Group.

You will be invited to an appeal meeting, normally within five working days, and your appeal will be heard by the Directors’ Group. You have the right to be accompanied by a colleague or trade union representative at this meeting.

After the meeting, the Directors’ Group will give you their decision, normally within 24 hours. The Directors’ Group’s decision is final.

Confidentiality

All parties involved will be asked to maintain confidentiality.

The Directors will endeavour to respect your confidentiality as far as possible, but may need to discuss the problem and possible solutions amongst themselves. If you request that an issue not be discussed with certain individuals (because you have conflict with someone in particular) this will be respected. However, confidentiality should not be used as a barrier to solving problems. If it is felt that the problem will be prolonged by secrecy you will be informed that the grievance cannot be kept confidential.