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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Mental Health and Wellbeing at Work Policy

1. Purpose

The purpose of this policy is to ensure that all staff at {{org_field_name}} work in an environment that prioritises mental health and wellbeing. As a Supported Living provider, we recognise that the nature of care work can be emotionally and physically demanding. Supporting the mental health of our workforce is essential to delivering high-quality care, reducing staff absenteeism, and ensuring a positive workplace culture.

This policy aligns with Care Quality Commission (CQC) regulations, employment law, and best practices to ensure that mental health is treated with the same importance as physical health.

2. Scope

This policy applies to:

• All employees, including full-time, part-time, bank, and agency staff.
• Volunteers and trainees working at {{org_field_name}}.
• Managers and team leaders, who are responsible for supporting staff wellbeing.

It covers all aspects of mental health support, stress management, workplace wellbeing, and policies for reasonable adjustments.

3. Legal and Regulatory Compliance

{{org_field_name}} will comply with all applicable health and safety, employment, equality, data protection and health and social care regulatory requirements relevant to the mental health and wellbeing of its workforce.

This policy should be read and implemented in accordance with the following requirements:

• Health and Social Care Act 2008 and the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, as amended:
  • Regulation 17 – Good Governance: {{org_field_name}} will maintain effective systems and processes for assessing, monitoring and mitigating risks arising from the carrying on of the regulated activity, including risks to people using the service and other persons who may be at risk. Appropriate records relating to staff and the management of the regulated activity will be maintained securely, and staff feedback will be considered as part of the organisation’s governance and improvement arrangements.
  • Regulation 18 – Staffing: Staff involved in the provision of regulated activities will receive appropriate support, training, professional development, supervision and appraisal necessary to enable them to carry out the duties for which they are employed.
  • Regulation 19 – Fit and Proper Persons Employed: Recruitment and employment arrangements will ensure that staff are suitable for their roles and able to perform the work required of them. Where an employee has a disability, any assessment of their ability to perform their role will take account of reasonable adjustments required under the Equality Act 2010.
• Care Quality Commission assessment requirements: {{org_field_name}} will have regard to applicable CQC quality statements and evidence requirements, including workforce wellbeing and enablement, freedom to speak up, workforce equality, diversity and inclusion, safe and effective staffing, and good governance.
• Health and Safety at Work etc. Act 1974: {{org_field_name}} will, so far as is reasonably practicable, ensure the health, safety and welfare at work of its employees. This includes managing risks that may affect psychological as well as physical health.
• Management of Health and Safety at Work Regulations 1999: {{org_field_name}} will undertake suitable and sufficient assessments of risks to employees’ health and safety, including risks arising from work-related stress where applicable, and will implement appropriate preventative and protective measures.
• Equality Act 2010: {{org_field_name}} will not unlawfully discriminate against, harass or victimise employees because of disability or another protected characteristic. Where a mental health condition meets the statutory definition of disability, reasonable adjustments will be considered and implemented where the legal duty applies.
• Worker Protection (Amendment of Equality Act 2010) Act 2023: {{org_field_name}} will take reasonable steps to prevent sexual harassment of employees in the course of their employment.
• Working Time Regulations 1998: Working arrangements will comply with applicable statutory requirements concerning working time, rest periods and rest breaks, subject to any lawful exceptions and requirements for equivalent compensatory rest that apply to the employee’s work.
• UK General Data Protection Regulation and Data Protection Act 2018: Information concerning an employee’s physical or mental health will be treated as special category personal data and processed lawfully, fairly, transparently and securely in accordance with applicable data protection requirements.

Nothing in this policy removes or limits any statutory employment, equality, health and safety or data protection right available to an employee.

4. Principles of Mental Health and Wellbeing at Work

• Mental health is equally important as physical health.
• A supportive and stigma-free culture is encouraged.
• Workplace adjustments should be made for those with mental health conditions.
• Managers should promote open communication and wellbeing support.
• Early intervention is crucial in supporting employees with mental health needs.

5. Promoting Mental Health and Wellbeing at Work

5.1 Creating a Supportive Workplace Culture

• Encourage an open-door policy, allowing staff to discuss mental health concerns without fear of judgment.
• Provide training for managers to support employees experiencing stress or mental ill health.
• Promote positive working relationships and mutual respect.

5.2 Reducing Work-Related Stress

{{org_field_name}} will assess and manage reasonably foreseeable risks of work-related stress as part of its health and safety arrangements.

• Suitable and sufficient risk assessments will be undertaken where work-related stress represents a foreseeable risk to employees’ health and safety.
• Assessments will consider relevant workplace factors, which may include workload and work demands, staffing arrangements, working patterns, levels of control, management and colleague support, workplace relationships, role clarity and organisational change.
• Where an assessment identifies a risk to health, proportionate preventative or protective measures will be identified, implemented and monitored.
• Risk assessments will be reviewed where there is reason to believe that an assessment is no longer valid or where there has been a significant change affecting the matters to which it relates.
• Significant findings will be recorded where this is required by health and safety legislation.
• Managers will monitor workloads and staffing arrangements and take reasonable action where work demands create an identified risk to staff health or safety.
• Shift planning will take account of safe staffing requirements, working time requirements and the need to minimise avoidable fatigue.
• Staff will receive rest breaks and rest periods in accordance with applicable working time requirements and any lawful arrangements for compensatory rest.
• Staff will be encouraged to raise concerns about excessive workload, fatigue, work-related stress or other workplace factors affecting their mental health without fear of victimisation.
• Appropriate action arising from stress risk assessments will be documented and reviewed to determine whether the measures taken have been effective.

5.3 Encouraging Work-Life Balance

• Support flexible working arrangements where possible.
• Ensure staff can take annual leave without pressure to return early.
• Promote staff wellbeing initiatives, such as mindfulness sessions or exercise programmes.

6. Identifying and Addressing Mental Health Concerns

6.1 Recognising Signs of Poor Mental Health

Managers and staff should be aware of:

• Increased absenteeism or lateness.
• Changes in behaviour or mood.
• Decreased performance or difficulty concentrating.
• Withdrawal from colleagues or social situations.
• Physical symptoms like fatigue or headaches.

6.2 Encouraging Early Support

• Staff should be encouraged to speak with their line manager or Mental Health First Aider.
• Confidential wellbeing check-ins will be available for staff who are struggling.
• Signposting to external mental health services, such as Mind, Samaritans, or Employee Assistance Programmes (EAPs).

7. Supporting Employees with Mental Health Conditions

7.1 Reasonable Adjustments

Under the Equality Act 2010, employees with a mental health condition that qualifies as a disability have the right to reasonable adjustments, including:

• Flexible working hours.
• Temporary workload adjustments.
• Remote working where possible.
• Extended break times or phased returns after absence.

7.2 Managing Sickness Absence Due to Mental Health

Mental health-related sickness absence will be managed fairly, consistently and sensitively in accordance with the organisation’s sickness absence procedures, the Equality Act 2010 and other applicable employment law.

• Mental health-related absence will not be treated less favourably because an employee is disabled or because of another protected characteristic.
• Managers may manage attendance and sickness absence in accordance with the organisation’s applicable absence management procedures; however, where an employee has, or may have, a disability, the manager must consider whether reasonable adjustments are required before taking action that may place the employee at a substantial disadvantage.
• Reasonable adjustments relating to disability-related absence may include, where reasonable in the circumstances, adjusting absence triggers, modifying duties or working arrangements, allowing time for treatment or appointments, or making changes to a return-to-work arrangement.
• Decisions will be based on the individual circumstances of the employee and will not be based on assumptions or stereotypes about mental health conditions.
• Where appropriate, and subject to lawful and proportionate information-sharing arrangements, occupational health or other appropriate professional advice may be obtained to understand the employee’s fitness for work, any functional limitations and possible workplace adjustments.
• Regular review meetings will be offered where appropriate to support the employee and to consider their continuing needs.
• A phased return to work or temporary modification of duties may be considered where appropriate and reasonable.
• Any capability, attendance or other formal employment process relating to mental health absence will be conducted fairly and with appropriate consideration of the employer’s duties under the Equality Act 2010.

7.3 Returning to Work After Mental Health Absence

• Employees returning from long-term mental health-related absence will have a return-to-work interview to discuss support needs.
• An individual support plan may be developed to ease the transition.
• Staff will have access to regular follow-up meetings to ensure ongoing wellbeing.

8. Training and Awareness

• All employees will receive training on workplace mental health, stress management, and self-care.
• Managers will be trained to recognise early signs of poor mental health and how to offer support.
• At least one Mental Health First Aider will be appointed within the organisation.
• Regular awareness campaigns will take place to reduce stigma and encourage a supportive environment.

9. Supporting Managers to Handle Mental Health in the Workplace

• Managers will have access to guidance on supporting staff with mental health concerns.
• Training on conflict resolution, workload management, and emotional resilience will be provided.
• Managers should promote team-building activities and wellbeing initiatives.

10. Addressing Workplace Bullying and Harassment

{{org_field_name}} will not tolerate bullying, unlawful discrimination, harassment, sexual harassment or victimisation in the workplace.

Employees will be treated fairly and with dignity and respect. Harassment related to disability, including harassment related to a mental health condition that amounts to a disability, or related to another protected characteristic, is prohibited.

{{org_field_name}} will take reasonable steps to prevent sexual harassment of employees in the course of their employment and will respond appropriately to concerns or allegations that are raised.

• Employees who believe that they have experienced bullying, discrimination, harassment, sexual harassment or victimisation should normally raise the matter through the organisation’s Grievance Policy or other designated reporting procedure.
• Employees may raise concerns informally where appropriate, but they will not be required to attempt informal resolution where the nature or seriousness of the allegation makes this inappropriate.
• Concerns and complaints will be considered promptly, fairly and as confidentially as reasonably possible.
• Appropriate action will be taken where an allegation is substantiated.
• No employee will be subjected to unlawful victimisation because they have made or supported a complaint of discrimination or harassment, given evidence or information in connection with such a complaint, or carried out another protected act under the Equality Act 2010.
• Where a concern also amounts to a qualifying disclosure under whistleblowing legislation, the employee may raise it through the Whistleblowing Policy and the disclosure will be handled in accordance with that policy and applicable statutory protections.
• A personal grievance will not automatically amount to a protected whistleblowing disclosure. Whether whistleblowing protection applies will depend on the nature and circumstances of the disclosure and the applicable statutory requirements.
• Managers who receive allegations of bullying, discrimination, harassment, sexual harassment or victimisation must respond in accordance with the organisation’s applicable procedures and must escalate safeguarding, health and safety or other serious risks where required.

11. Crisis Management and Emergency Support

• In a mental health crisis, staff should follow the Emergency Mental Health Support Plan.
• In cases of self-harm or suicidal thoughts, managers must provide immediate support and escalate concerns to professional services.
• Staff experiencing a crisis can access emergency counselling or crisis helplines.

12. Employee Assistance Programmes (EAPs) and External Support

• {{org_field_name}} will provide access to an Employee Assistance Programme (EAP), offering:
  • Confidential counselling.
  • Financial and legal advice.
  • Stress and anxiety support.
• Staff will be signposted to external organisations, including:
  • Mind (Mental Health Charity)
  • Samaritans (24/7 Crisis Support)
  • Occupational Health Services
  • NHS Talking Therapies

13. Confidentiality and Data Protection

• Any discussions about mental health will be strictly confidential.
• Records related to mental health concerns will be stored securely under GDPR guidelines.
• No information will be shared without the employee’s consent, unless there is a serious risk of harm.

14. Monitoring and Evaluating the Policy

• The Registered Manager will review sickness absence and workplace stress trends to identify improvements.
• Feedback from staff will be gathered through staff wellbeing surveys.
• Regular policy audits will ensure compliance with CQC and employment regulations.

15. Related Policies

• SL30 – Equality, Diversity, and Inclusion Policy​
• SL27 – Staff Supervision, Training, and Development Policy​
• SL16 – Health and Safety at Work Policy​
• SL33 – Staff Leave and Absence Policy​
• SL35 – Grievance and Whistleblowing Policy​

16. Policy Review

This policy will be reviewed annually, or earlier if:

• Legislation or CQC guidance changes.
• New best practice recommendations emerge.
• Employee feedback suggests improvements.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.