DCW160-Supporting New and Expectant Mothers in the Workplace Policy

Registration Number: {{org_field_registration_no}}

Supporting New and Expectant Mothers in the Workplace Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} provides a safe, inclusive, and supportive work environment for new and expectant mothers, ensuring compliance with the Equality Act 2010, the Maternity and Parental Leave Regulations 1999, the Management of Health and Safety at Work Regulations 1999, and the Regulation and Inspection of Social Care (Wales) Act 2016 (RISCA).

This policy ensures that new and expectant mothers are protected from workplace risks, provided with suitable adjustments, and supported throughout pregnancy, maternity leave, and their return to work. It also sets out how {{org_field_name}} ensures compliance with Care Inspectorate Wales (CIW) regulations, promoting best practices for health and well-being in the workplace.

2. Scope

This policy applies to:

All employees of {{org_field_name}} who are pregnant, have recently given birth, or are breastfeeding.
Line managers, HR personnel, and senior management responsible for ensuring compliance with maternity-related employment laws.
All employees who work with or support new and expectant mothers.

This policy covers:

Legal rights and entitlements of expectant and new mothers.
Risk assessments and workplace adjustments.
Maternity leave, pay, and time-off entitlements.
Supporting the return to work, including flexible working arrangements.
Health and well-being support for new and expectant mothers.

3. Notification of Pregnancy

Employees are encouraged to inform their line manager or HR as soon as they feel comfortable doing so. This allows for:

Early risk assessments to identify workplace hazards.
Prompt adjustments to ensure their health and safety.
Access to maternity leave planning and support services.

Once notified, HR will schedule a confidential meeting with the employee to discuss their needs, risk assessments, and available support.

4. Health and Safety Risk Assessment

Under the Management of Health and Safety at Work Regulations 1999, employers must assess risks to pregnant workers, new mothers, and breastfeeding employees. {{org_field_name}} conducts individual risk assessments covering:

Physical hazards (e.g., manual handling, prolonged standing, exposure to infections).
Environmental hazards (e.g., extreme temperatures, chemical exposure).
Psychological well-being (e.g., work-related stress, fatigue).

4.1 Workplace Adjustments

If risks are identified, reasonable adjustments will be made, including:

Reducing manual handling duties or providing alternative tasks.
Offering more frequent rest breaks.
Allowing flexible working hours to accommodate medical appointments.
Providing a quiet, private space for breastfeeding or expressing milk.

If adjustments cannot sufficiently reduce risk, alternative duties or suspension on medical grounds (with full pay) may be considered.

5. Maternity Leave and Pay Entitlements

5.1 Statutory Maternity Leave

Eligible employees are entitled to:

52 weeks’ maternity leave (26 weeks Ordinary Maternity Leave + 26 weeks Additional Maternity Leave).
The right to return to the same or equivalent role after maternity leave.
Protection against unfair dismissal or discrimination due to pregnancy.

5.2 Statutory Maternity Pay (SMP)

Employees qualify for SMP if they have:

26 weeks’ continuous service at {{org_field_name}} by the 15th week before the expected due date.
Earned at least the Lower Earnings Limit (£123 per week in 2024).

SMP is paid as follows:

90% of average weekly earnings for the first six weeks.
£184.03 per week (or 90% of earnings if lower) for the next 33 weeks.
The remaining 13 weeks are unpaid, unless contractual enhancements apply.

Employees must provide a MATB1 form from their midwife to claim maternity pay.

6. Antenatal Appointments and Time Off

Expectant mothers are entitled to:

Paid time off for antenatal appointments, including medical check-ups, scans, and parenting classes.
Partners or fathers-to-be may take unpaid leave for two antenatal appointments.

Employees must provide reasonable notice and may be asked for an appointment confirmation.

7. Supporting New Mothers Returning to Work

7.1 Flexible Working Requests

Employees returning from maternity leave may request:

Part-time or reduced hours.
Flexible start/finish times.
Job-sharing opportunities.
Hybrid or remote working (where feasible).

Requests must be submitted in writing, and {{org_field_name}} will assess them in line with operational requirements and business needs.

7.2 Breastfeeding and Expressing Milk at Work

New mothers have the right to breastfeed or express milk at work. {{org_field_name}} provides:

A private, comfortable space (not a toilet) for breastfeeding or expressing.
Secure refrigeration for milk storage.
Reasonable breaks to accommodate expressing needs.

Employees should inform HR or their line manager to discuss specific requirements.

7.3 Return-to-Work Planning

A return-to-work meeting is held to:

Review workload and responsibilities.
Discuss any necessary adjustments.
Provide refresher training or updates on workplace changes.

HR will work with returning employees to ensure a smooth transition.

8. Pregnancy-Related Sickness and Health Concerns

Pregnancy-related illnesses are:

Recorded separately from general sickness absences.
Not counted towards disciplinary triggers for sickness absence.

If an employee becomes unwell due to pregnancy complications, medical advice and adjustments will be considered.

9. Protection from Discrimination and Harassment

Under the Equality Act 2010, pregnancy and maternity are protected characteristics. {{org_field_name}} does not tolerate:

Unfair treatment, dismissal, or redundancy due to pregnancy.
Harassment or discrimination towards expectant or new mothers.
Refusal of reasonable adjustments for pregnant employees.

Employees experiencing discrimination should report concerns via the Disciplinary and Grievance Policy (DCW31).

10. Managing Redundancy and Contractual Changes

Pregnant employees and those on maternity leave:

Cannot be unfairly selected for redundancy.
Must be offered suitable alternative roles before other employees if redundancy occurs.

HR will ensure any restructuring or role changes comply with legal protections.

11. Training and Support for Managers

All managers receive:

Training on supporting pregnant employees and maternity rights.
Guidance on conducting risk assessments and making adjustments.
Awareness training on discrimination, harassment, and CIW compliance.

HR provides ongoing support to ensure best practices in maternity workplace management.

12. Related Policies

This policy should be read alongside:

Maternity and Parental Leave Policy (DCW35).
Equality, Diversity, and Inclusion Policy (DCW30).
Health and Safety at Work Policy (DCW16).
Flexible Working Policy (DCW29).
Disciplinary and Grievance Policy (DCW31).

13. Policy Review

This policy will be reviewed annually or sooner if legislation, CIW regulations, or best practices change. Updates will be communicated to all staff.

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.