CH160-Supporting New and Expectant Mothers in the Workplace Policy
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{{org_field_name}}
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 working environment for new and expectant mothers in compliance with the Equality Act 2010, the Health and Safety at Work Act 1974, and the Management of Health and Safety at Work Regulations 1999. It also aligns with CQC Regulation 18 (Staffing) and Regulation 13 (Safeguarding from Abuse and Improper Treatment) by promoting staff wellbeing, reducing risk, and ensuring that pregnant employees and new mothers are treated fairly and with dignity. This policy sets out how we identify, assess, and manage risks in the workplace to protect the health and wellbeing of staff who are pregnant, have recently given birth, or are breastfeeding.
2. Scope
This policy applies to all employees of {{org_field_name}}, including part-time, full-time, temporary, agency, and bank staff, who are pregnant, have given birth within the last 6 months, or are breastfeeding. It is also relevant to line managers, the Registered Manager, the Deputy Manager, and any staff responsible for health and safety, human resources, or rostering. The policy outlines responsibilities, risk assessment procedures, flexible working arrangements, maternity leave entitlements, and return-to-work planning to ensure the ongoing safety and wellbeing of new and expectant mothers.
3. Related Policies
- CH16 – Health and Safety at Work Policy
- CH26 – Recruitment, Selection, and Retention Policy
- CH27 – Staff Supervision, Training, and Development Policy
- CH30 – Equality, Diversity, and Inclusion Policy
- CH31 – Disciplinary and Grievance Policy
- CH33 – Staff Leave and Absence Policy
4. Notification of Pregnancy
Employees are encouraged to inform {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} or their line manager as soon as they are comfortable to do so, ideally by the 15th week before their expected due date. Written confirmation of pregnancy, such as a MATB1 form, should be provided once available. Early notification allows us to complete timely risk assessments, adjust work duties if needed, and ensure maternity entitlements are properly planned. All information shared will be treated confidentially and respectfully.
5. Risk Assessment Process
Upon notification of pregnancy, a tailored risk assessment will be conducted by the line manager and reviewed monthly or sooner if circumstances change. The assessment considers the specific nature of the employee’s duties, including moving and handling, exposure to infectious diseases, travel between care locations, lone working, long shifts, and access to rest facilities. Adjustments may include:
- Avoiding heavy lifting or physical strain
- Reducing night or long shifts
- Providing additional breaks and seating
- Avoiding clients with known infectious illnesses
- Modifying travel arrangements during late pregnancy
Any risks that cannot be removed or controlled will result in temporary redeployment or, where necessary, a suspension on maternity grounds with full pay.
6. Maternity Leave and Pay
Employees are entitled to up to 52 weeks of maternity leave, consisting of 26 weeks of ordinary maternity leave and 26 weeks of additional maternity leave. Eligible employees will also receive Statutory Maternity Pay (SMP) or Maternity Allowance depending on their earnings and length of service. Maternity leave should be requested in writing at least 28 days before the intended start date, along with the MATB1 form. {{org_field_name}} will provide clear written confirmation of leave dates, pay entitlements, and rights during and after maternity leave.
7. Support During Pregnancy
We recognise that pregnancy can bring physical, emotional, and psychological changes. To support pregnant employees, {{org_field_name}} provides:
- Regular one-to-one check-ins with line managers
- Access to occupational health services if needed
- Adjustments to working hours or duties where appropriate
- Time off for antenatal appointments in accordance with legal rights
- Open communication channels to raise any concerns or requests
Managers are trained to support pregnant staff sensitively and consistently.
8. Breastfeeding and Returning to Work
On returning to work, breastfeeding employees will be supported to continue breastfeeding or expressing milk. This includes:
- Providing a private, hygienic, and safe space for expressing milk
- Flexible break times for breastfeeding or expressing
- Access to refrigeration for milk storage where possible
Return-to-work risk assessments will be conducted to ensure continued safety. Flexible or phased return-to-work arrangements can be discussed and implemented where appropriate. Staff will be supported to balance their parental responsibilities and work commitments.
9. Shared Parental Leave and Paternity Support
Where both parents meet eligibility criteria, {{org_field_name}} supports Shared Parental Leave (SPL), allowing eligible parents to share up to 50 weeks of leave and up to 37 weeks of pay. In addition, fathers or partners are entitled to up to 2 weeks of Statutory Paternity Leave. Staff should notify the Registered Manager of their intention to take SPL or paternity leave as early as possible to allow planning and support continuity of care.
10. Health and Safety During Maternity Suspension
Where health and safety risks cannot be removed or reasonably adjusted, and redeployment is not possible, employees will be placed on maternity suspension with full pay. The decision to suspend on maternity grounds will only be taken as a last resort and will be documented with full reasons and reviewed regularly. We are committed to avoiding discriminatory practices and ensuring pregnant employees are treated with respect and dignity throughout their maternity journey.
11. Preventing Discrimination and Promoting Equality
In accordance with the Equality Act 2010, {{org_field_name}} does not tolerate discrimination against new or expectant mothers. Staff must not be treated unfavourably in recruitment, promotion, training, performance management, or dismissal due to pregnancy or maternity. Any concerns about discriminatory treatment should be reported immediately and will be investigated under CH31 – Disciplinary and Grievance Policy. Equality monitoring is conducted regularly to ensure our workplace is inclusive and compliant with the law.
12. Efficient Management at {{org_field_name}}
We manage support for new and expectant mothers efficiently by:
- Maintaining clear policies and procedures on maternity and parental rights
- Training managers in pregnancy-related health and safety, equality, and support
- Using a central HR system to track maternity dates, risk assessments, and return-to-work plans
- Providing timely communications and support throughout the maternity process
- Liaising with occupational health and external advisers where needed
This structured approach ensures compliance, consistency, and a caring work culture.
13. Policy Review
This policy will be reviewed annually or sooner in response to legislative changes, CQC feedback, or organisational learning.
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.