Organisation
maintains records to demonstrate that staff welfare is supported. Suggest
any ways in which this could be improved.
Snowdrop is on online HR system which holds
records of absence, including stress-related illness and periods of
compassionate leave. This system is used by all managers and HR staff to
monitor and manage staff welfare. If member of staff has been sick for a long
period of time and this may impact their pay, a meeting will take place between
HR and their manager to discuss/ justify why pay should not be affected and
this is also documented on the system but once again only visible to management
and HR department. I believe this is a great way of recording and maintaining
such records, it is available easily and if member of staff moves to different
areas of business this information would move with them as it is attached to
their Snowdrop employee file. The only downside is that if there is ever a
system failure or cyber attack this information can easily be lost and records
won’t be held elsewhere. So it may be useful for these to be kept in staff’s
paper files.
We also have the Employee Assistance
Programme (EAP).
EAP - Employee Assist Programme
The EAP helpline is a
confidential advice service provided by First Assist and funded entirely by us.
Staff can confidentially call one of their qualified professionals on a wide
range of subjects. This includes: legal advice, money management, consumer
advice, managing stress, domestic matters, anxiety and depression, child and
dependant care, substance misuse, phobias, traumas, bereavement, emotional and
health problems. They can provide our staff with telephone and face-to-face
advice and counselling. Managers may ask
staff to contact the helpline if there are issues/problems that are affecting
staff’s attendance, performance or health at work and this would be logged in an
individual’s Personal development folders in which records of all monthly
meeting with individual member of staff are held. These files are maintained in
locked cupboards only accessible by individual’s line Manager. So there is
reassurance that no one else would be able to have access to this information
and it remains confidential. I believe this way of maintaining these records is
very effective.
Occupational
Health Advisor – Managers or Health and safety officers might ask staff to see the OHA if they are concerned about
an individual’s health. The OHA may ask member of staff permission to obtain
medical information about them from their GP. LV=
expect staff to meet any reasonable requests from their OHA about releasing
information to LV=
or to have a medical examination. My organisation pay for any medical reports
or examinations that OHA has ask staff members to have. LV= treat’s this information as confidential and
the OHA will make any appropriate recommendations to HR and Member of Staff’s
line manager. All these records are
maintained by Health and safety department (marked as confidential) and made
available to HR and Manager if it is deemed necessary. A paper file and
electronic file will be maintained
At my
organisation we also have First Aiders,
LeOn modules –online health and safety and staff welfare awareness. DSE
assessments records are kept by Health safety department and also a copy is
held in staff’s files. Staffs are also provided with free eye tests and these request and records
are also held on Snowdrop. Staff that are Working from home are provided with the following guidelines (see below bullet points) and required to sign
document confirming they understand and will adhere to the guidelines.( record
of these is held by HR and Health and safety department)
- Make sure the furniture you use is suitable
- Your working area should be well lit with access to fresh air
- Equipment provided by LV= should be kept clean
- Cables should be out of the way to avoid trips/falls
- If your equipment becomes damaged, let your line manager know and don’t try to repair it yourself
LV= Employers Liability Insurance certificate is kept
on LV=’s
internal site, so it is visible to all members of staff. We also have a
Dedicated Employee Relations function within HR, Special Investigations whose
duties extend to staff welfare. E.g. physical security, abusive callers, Harassment and Victimisation. There is confidential form that can be
filled in by employees and send to HR. each employee has the right
to discuss any issues with their ECF (employee
representative) and take them along to any meetings with management and HR. all
meeting records are held by HR’s Employee Relations
function and confidentiality of these files is key priority.
LV has a great IT security and all files are password
protected and encrypted if ever need to be sent to another department. All
paper files are locked securely. LV=’s Health and safety, HR and Management
work closely together in order to ensure staff welfare records are recorded and
maintained appropriately and regular training and briefing is provided when
changes take place with in the organisation. All staff welfare policy/forms etc
are available easily to all members of staff. I don’t believe currently any
further improvement is required and feel confident in the way LV= currently maintain their record to demonstrate
that staff welfare is supported.
Communication between my tutor / comments:
My respond:
Hi Vaughan
Thank you for your
email.
The Leon modules
keep staff informed and these are completed every six months, plus all forms
and information is available on LV=’s internal site which all staff have access
to.
Accident forms are kept
by Firstaiders and they will complete these and send to health and safety
department
As we are such a big
company, staffs hardly ever have to deal with filling in accident form etc
Kind Regards
Mona
Tutors comments:
Mona
The level of
detail is fine, and the records seem extremely comprehensive, more than I have
seen generally in the past. The only comment I can make, and the answer
may be in the many records kept, but do you have any thing as basic as an
accident book? And are staff aware of what record should be used for what, do
managers have to keep updating their staff on this?
Vaughan
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