CHW126-Managing Redundancy and Employee Support Policy

Registration Number: {{org_field_registration_no}}

Managing Redundancy and Employee Support Policy

1. Purpose

The purpose of this policy is to provide clear guidance on the management of redundancies within {{org_field_name}}, ensuring compliance with the latest Care Inspectorate Wales (CIW) regulations, Employment Rights Act 1996, and Welsh Government guidelines on workforce change. This policy aims to ensure that redundancy processes are handled fairly, transparently, and with due care for employees while minimising disruption to service users and maintaining high standards of care.

2. Scope

This policy applies to all employees of {{org_field_name}}, including full-time, part-time, and agency staff who may be affected by redundancy. It outlines the procedures for consultation, selection, support for affected employees, redeployment options, and compliance with legal requirements. This policy also provides guidance on mitigating redundancies wherever possible.

3. Related Policies

This policy should be read in conjunction with:

CHW04 – Good Governance Policy: Ensuring fair and ethical employment practices.
CHW27 – Staff Supervision, Training, and Development Policy: Supporting employee growth and alternative career pathways.
CHW31 – Disciplinary and Grievance Policy: Ensuring procedural fairness in workforce decisions.
CHW30 – Equality, Diversity, and Inclusion Policy: Preventing discrimination in redundancy selection.
CHW23 – Lone Working and Staff Safety Policy: Ensuring employee well-being during transitional periods.

4. Policy Statement

{{org_field_name}} is committed to managing redundancies with fairness, sensitivity, and compliance with all legal and regulatory obligations. Where redundancies become necessary, we will ensure that affected employees receive appropriate support, clear communication, and opportunities for redeployment or reskilling. Our approach prioritises the welfare of employees while safeguarding the continuity of high-quality care for our residents.

5. Redundancy Avoidance Measures

Before considering redundancies, {{org_field_name}} will explore alternative strategies to reduce workforce reductions, including:

Reviewing Operational Efficiencies: Identifying cost-saving measures that do not impact staff retention.
Reducing Overtime and Agency Use: Adjusting schedules to optimise existing workforce capacity.
Freezing Recruitment: Prioritising internal redeployment over external hiring.
Voluntary Redundancy: Offering voluntary redundancy where feasible before implementing compulsory redundancies.
Retraining and Redeployment: Identifying alternative roles for at-risk employees within the organisation.

6. Redundancy Consultation Process

Where redundancies are unavoidable, a structured consultation process will be conducted as follows:

Initial Notification: Employees will be informed of potential redundancies as early as possible.
Employee Representation: Employees may be accompanied by a colleague or trade union representative during discussions.
Collective Consultation (if applicable): If 20 or more redundancies are proposed, a formal consultation period will be conducted in line with legal requirements.
Individual Consultation Meetings: Each affected employee will be given an opportunity to discuss their circumstances, explore alternatives, and raise concerns.
Final Decision Notification: Once consultations are completed, employees will receive formal written notice of the outcome.

7. Selection Criteria

Redundancy selection will be based on fair and objective criteria, which may include:

Skills, Experience, and Qualifications: Assessing alignment with organisational needs.
Performance and Conduct: Reviewing work history and disciplinary records.
Attendance Records: Considering absences unrelated to disability or maternity leave.
Business Needs and Service Impact: Ensuring continuity of care and operational stability.

All decisions will be made in compliance with equality and non-discrimination laws.

8. Redundancy Notice Periods and Entitlements

Employees selected for redundancy will receive written notice in accordance with statutory notice periods:

1 week’s notice for employees with 1 month to 2 years of service.
1 week per full year of service for employees with 2-12 years of service.
12 weeks’ notice for employees with 12 or more years of service.

Employees will also receive statutory redundancy pay, calculated based on:

Age and length of service.
Weekly earnings (capped at statutory limits).

Any enhanced redundancy payments will be outlined in employment contracts.

9. Employee Support During Redundancy

{{org_field_name}} recognises the impact of redundancy on employees and provides support through:

Career Guidance and CV Assistance: Offering support with job applications and interview skills.
Retraining and Upskilling Opportunities: Facilitating training for alternative roles.
Emotional and Well-being Support: Providing access to counselling and mental health resources.
Job Matching and Redeployment: Assisting employees in finding suitable internal vacancies.
Financial Advice: Offering information on statutory entitlements and external support services.

10. Appeals Process

Employees have the right to appeal redundancy decisions. The process includes:

Submission of an Appeal: Employees must submit a written appeal within 7 days of receiving their redundancy notice.
Review Panel Assessment: A designated panel, independent of the original decision-makers, will review the appeal.
Final Decision Notification: A written outcome will be provided within 14 days.

11. Managing Redundancies Efficiently

To ensure smooth implementation of this policy, {{org_field_name}} will:

Maintain Transparent Communication: Keeping employees informed at every stage.
Use Digital HR Systems: Tracking redundancy processes and documentation efficiently.
Ensure Compliance with Employment Law: Adhering to redundancy procedures in line with CIW and ACAS guidelines.
Coordinate with External Agencies: Engaging employment services to support affected employees.
Monitor Impact on Service Users: Adjusting workforce plans to ensure no compromise to care quality.

12. Responsibilities

Senior Management: Oversees redundancy planning and ensures compliance with employment regulations.
Registered Manager: Facilitates communication, consultation meetings, and employee support initiatives.
HR Department: Manages redundancy calculations, notice periods, and support services.
Employees: Engage in consultation processes and access support services as needed.

13. Compliance with CIW Regulations

This policy ensures compliance with CIW regulations by:

Ensuring a fair and transparent redundancy process.
Prioritising service continuity and resident care throughout workforce changes.
Providing adequate staff support and retraining opportunities.
Maintaining accurate records of redundancy consultations and outcomes.

14. Policy Review

This policy will be reviewed annually or updated in response to changes in employment law, CIW regulations, or organisational needs. Any amendments will be communicated to all employees.

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.