Absence Process

Absence notification confirms that the employee has reached a trigger point. Trigger points are built into the absence procedure to alert managers that further action may be required.

3 absences in 3 months – Conduct absence review meeting
4 absences in 12 months – Conduct absence review meeting
Absence reason (Mental Health) – Contact HR for advice
Absence reason (Musculoskeletal) – Investigate how injury was sustained
Absence reason (Accident at work) – Ensure that accident investigation
Absence exceeding 10 consecutive days – Explore reasons why and contact HR for advice if required

For assistance with any of the triggers, please contact HR Team for advice.

Where an employee’s accumulation of absence/reasons is causing concern and reaches one or more of the trigger points then the manager will hold an Informal absence review meeting. It may result in an absence improvement notice being issued if appropriate. If the employee’s absence does not improve the following stages will apply.

Stage 1: Absence review meeting – Verbal Warning
Stage 2: Absence review meeting -Written Warning
Stage 3: Absence review meeting – Final Written Warning
Stage 4: Absence review meeting – Dismissal Review

Where improvement is required then the consequences of no improvement will be clearly explained in all stages of the process.
At all stages of this process, a written record of all meetings will be kept on the employees personnel file.

The aim of the process is to work with the employee to offer assistance where possible and to discuss how the absence level can be improved.

When an employee is invited to an absence review meeting they will be provided with their record of absence prior to the meeting.

The employee will be given a full and fair opportunity to explain the absences and put forward any mitigating factors or other representations and this will be considered by the manager.

The Company reserves the absolute right to omit stages of the procedure in exceptional circumstances.

Employees are reminded that excessive absence will be managed via the Formal Absence Review Meetings and may lead to dismissal if appropriate.

The Company retains the right to define “excessive”, but will operate its procedures in a fair, compassionate and consistent manner and will always examine the circumstances behind each case before any decisions are taken.