DCW115-Occupational Health and Employee Wellbeing Policy

Registration Number: {{org_field_registration_no}}

Occupational Health and Employee Wellbeing Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} promotes and maintains the physical, mental, and emotional well-being of all employees. Our commitment to occupational health and employee well-being ensures that staff can perform their roles safely, effectively, and with appropriate support. This policy outlines preventative health measures, risk assessments, access to medical support, mental well-being initiatives, and workplace adjustments, ensuring compliance with Care Inspectorate Wales (CIW) regulations.

This policy ensures compliance with:

The Health and Safety at Work Act 1974 – Requires employers to provide a safe and healthy working environment.
The Management of Health and Safety at Work Regulations 1999 – Requires risk assessments to manage workplace hazards.
The Equality Act 2010 – Protects employees from discrimination due to health conditions or disabilities.
The Working Time Regulations 1998 – Ensures rest breaks and working hour limits for staff well-being.
The Social Services and Well-being (Wales) Act 2014 – Recognises the importance of well-being for care professionals.
Care Inspectorate Wales (CIW) Regulations – Requires care providers to have systems in place to promote staff well-being.

2. Scope

This policy applies to:

All employees, including care workers, managers, and administrative staff.
Temporary, agency, and bank staff working within {{org_field_name}}.
Supervisors and managers responsible for occupational health and well-being.

It covers:

Workplace health and safety.
Physical and mental well-being support.
Sickness absence management.
Work-related stress prevention and support.
Access to occupational health services.
Confidentiality, support networks, and return-to-work procedures.

3. Commitment to Occupational Health and Well-being

{{org_field_name}} is committed to:

Protecting and promoting the health of all employees through proactive occupational health initiatives.
Providing access to appropriate medical and mental health support.
Ensuring that workplace conditions do not negatively impact employee well-being.
Supporting staff to manage work-related health conditions effectively.

4. Workplace Health and Safety Measures

4.1 Risk Assessments

Workplace risk assessments are conducted regularly to identify and mitigate hazards affecting employee health.
Manual handling assessments ensure safe lifting techniques and reduce musculoskeletal strain.
Lone working risk assessments are carried out to protect staff working independently (DCW41).

4.2 Infection Prevention and Control

All staff must comply with the Infection Prevention and Control Policy (DCW17).
PPE and hygiene protocols are in place to minimise the spread of infections.
Vaccinations (e.g., flu, COVID-19) are encouraged to protect staff health.

4.3 Ergonomic Workspaces and Equipment

Office-based staff have access to ergonomic workstations to reduce strain.
Care workers are provided with appropriate manual handling equipment to prevent injuries.
Workplace adjustments are available for employees with disabilities or long-term health conditions.

5. Physical and Mental Well-being Support

5.1 Employee Assistance Programme (EAP)

Employees have 24/7 access to confidential counselling and well-being support services.
The programme provides support for stress, anxiety, depression, financial difficulties, and family issues.

5.2 Mental Health Support and Stress Management

Regular well-being check-ins with supervisors.
Mental Health First Aiders available to provide guidance and support.
Resilience and stress management training is provided annually.
Workload adjustments are made for employees struggling with work-related stress.

5.3 Promoting a Healthy Work-Life Balance

Flexible working arrangements (DCW49) available where operationally possible.
Encouragement of regular breaks and annual leave to prevent burnout.
Zero tolerance for excessive working hours in line with Working Time Regulations.

6. Managing Sickness Absence

6.1 Reporting Sickness Absence

Employees must report sickness absence by contacting their line manager before their shift.
A Sickness Absence Record Form must be completed upon return to work.

6.2 Sick Pay Entitlements

Statutory Sick Pay (SSP) is provided in accordance with UK law.
Employees on long-term sick leave may be eligible for Occupational Sick Pay (OSP) if specified in their contract.

6.3 Long-Term Health Conditions and Disability Support

Reasonable adjustments are provided for employees with long-term illnesses.
Support plans are developed in collaboration with occupational health professionals.
Employees with disabilities are protected under The Equality Act 2010.

7. Work-Related Stress Prevention and Support

7.1 Identifying Workplace Stressors

Common sources of workplace stress include:

Heavy workloads and unrealistic deadlines.
Emotional strain from providing care.
Conflicts with colleagues or service users.

7.2 Preventative Measures

Open-door policy for employees to discuss concerns with managers.
Workload reviews and adjustments where necessary.
Encouraging peer support and mentoring.

7.3 Reporting and Managing Workplace Stress

Employees experiencing stress should report concerns to their line manager.
A Workplace Stress Risk Assessment will be conducted.
Counselling and professional support will be made available.

8. Access to Occupational Health Services

Employees can be referred to an occupational health specialist if they experience:
- Work-related injuries.
- Mental health conditions affecting work.
- Long-term sickness absence.
Occupational health assessments are confidential and aim to support return-to-work planning.

9. Return-to-Work Support

9.1 Phased Return to Work

Employees returning from long-term illness may benefit from a gradual return-to-work plan.
Adjustments may include reduced hours, modified duties, or additional support.

9.2 Workplace Adjustments

Temporary or permanent adjustments are made where necessary to support employees in their role.
Adjustments may include:
- Flexible work arrangements.
- Specialist seating or ergonomic equipment.
- Alternative duties suited to health limitations.

10. Confidentiality and Employee Support Networks

10.1 Confidentiality of Health Information

All medical and well-being discussions are kept strictly confidential.
Health records are stored securely in compliance with the Data Protection Act 2018 (GDPR).

10.2 Employee Well-being Champions

Well-being Champions are available to support employees with workplace health concerns.
Peer support groups provide a safe space to discuss challenges and solutions.

11. Monitoring and Compliance

The Registered Manager is responsible for ensuring compliance with occupational health and well-being regulations.
Quarterly health and well-being audits to assess staff needs.
Employee feedback surveys to improve well-being initiatives.
Care Inspectorate Wales (CIW) inspections will evaluate occupational health and well-being standards.

12. Related Policies

This policy should be read in conjunction with:

Health and Safety at Work Policy (DCW16).
Mental Health and Well-being at Work Policy (DCW48).
Flexible Working Policy (DCW49).
Sickness Absence and Return-to-Work Policy (DCW52).
Whistleblowing (Speaking Up) Policy (DCW29).

13. Policy Review

This policy will be reviewed annually or sooner if required by legislative updates, CIW guidance, or operational needs.

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.