HCS106-Staff Grievances Policy

Registration Number: {{org_field_registration_no}}

Staff Grievances Policy

1. Purpose

{{org_field_name}} is committed to fostering a supportive and fair working environment where all employees feel valued and respected. This policy outlines a clear and structured approach to handling staff grievances efficiently, ensuring concerns are addressed promptly, fairly, and in accordance with employment law and Care Inspectorate Scotland regulations.

This policy aims to:

Provide a transparent, fair, and consistent process for handling staff grievances.
Ensure employees have a safe and confidential mechanism for raising concerns.
Promote a culture of open communication, trust, and resolution.
Comply with all relevant legal and regulatory frameworks to uphold employees’ rights.
Prevent workplace disputes from escalating and impacting service delivery.

By implementing this policy, {{org_field_name}} ensures that all grievances are managed efficiently, minimising disruption while fostering a positive working environment.

2. Scope

This policy applies to:

All employees, including full-time, part-time, temporary, and agency workers, ensuring equal access to grievance procedures.
Line managers, senior management, and HR personnel, who are responsible for handling and resolving grievances fairly and efficiently.
Any work-related grievance, including concerns related to workplace conditions, discrimination, bullying, harassment, unfair treatment, contractual issues, or any other matters affecting an employee’s well-being or ability to perform their role effectively.

This policy does not apply to complaints from service users or the public, which should be handled under the appropriate Complaints and Feedback Policy.

3. Legal and Regulatory Framework

This policy complies with the following laws and regulations:

The Employment Rights Act 1996 – Provides statutory rights regarding grievance handling and fair employment practices.
The Equality Act 2010 – Protects employees from discrimination and unfair treatment based on protected characteristics.
The ACAS Code of Practice on Disciplinary and Grievance Procedures – Sets national standards for fair grievance management and dispute resolution.
Care Inspectorate Scotland Quality Framework – Requires organisations to provide fair employment practices and create a positive work environment.
SSSC Codes of Practice for Employers – Requires care providers to promote an open, supportive, and fair work culture[10 source].

Ensuring compliance with these regulations guarantees that all grievances are handled lawfully and ethically.

4. Raising a Grievance

Employees are encouraged to raise grievances as soon as possible. The grievance process follows three stages:

4.1 Informal Resolution

Employees should first attempt to resolve concerns informally by discussing them with their line manager or a senior colleague.
If the grievance involves the line manager, the employee may approach HR or another senior manager to seek resolution.
Managers should provide a prompt response, seeking to resolve the issue within five working days where possible.
If the grievance is resolved informally, no further action is required, and an agreed summary of the resolution should be recorded for reference.

4.2 Formal Grievance Procedure

If informal resolution is not successful or appropriate, employees can submit a formal grievance in writing to HR. The formal process includes:

Step 1: Submission – The employee must provide a written grievance statement, detailing the nature of the complaint, relevant dates, involved parties, and any supporting evidence.

Where to report:

1) Verbally to the Registered Manager

2) Inform the Registered Manager by email: {{org_field_registered_manager_email}}

3) Call the office and inform the Registered Manager: {{org_field_phone_no}}

4) Out of hours phone number: {{out_of_hours}}

5) Online via our website: {{org_field_website}}

Step 2: Investigation – The Registered Manager will conduct an impartial investigation, gathering relevant facts, interviewing necessary parties, and reviewing documentation. This process should be completed within ten working days where possible.
Step 3: Grievance Hearing – A meeting will be scheduled with the employee to discuss the grievance in detail, allowing the employee to explain their concerns and suggest possible resolutions. The employee has the right to be accompanied by a trade union representative or a colleague.
Step 4: Decision & Outcome – A written response will be provided within five working days of the grievance hearing, outlining the decision and any remedial action to be taken.

4.3 Appeal Process

If the employee is dissatisfied with the outcome, they may appeal in writing within five working days. The appeal process includes:

A review by a senior manager who was not involved in the initial grievance investigation.
A final appeal hearing, where the employee can present their case and any additional evidence.
A written response outlining the final decision within seven working days.
The decision at this stage is final and concludes the grievance process.

5. Confidentiality and Non-Retaliation

To protect employees and maintain trust in the grievance process:

All grievance matters will be treated with strict confidentiality and only shared with those directly involved.
Employees raising grievances in good faith will not face retaliation or victimisation.
False or malicious grievances may be subject to disciplinary action, ensuring the integrity of the process.
Records of grievances will be securely stored and only retained for as long as necessary under data protection laws.

6. Responsibilities of Management and HR

To ensure grievances are handled effectively:

6.1 Responsibilities of Managers

Listen actively and address concerns promptly, ensuring fairness.
Encourage informal resolution where possible before escalating to formal procedures.
Treat all grievances seriously and with sensitivity.
Keep accurate records of discussions and actions taken.

6.2 Responsibilities of HR

Conduct fair and impartial investigations, ensuring compliance with legal and procedural requirements.
Ensure employees are aware of their rights regarding grievance procedures.
Maintain detailed records of grievances and outcomes for compliance and future reference.
Monitor grievance trends to improve workplace policies and prevent recurring issues.

7. Monitoring and Continuous Improvement

To ensure ongoing effectiveness, {{org_field_name}}:

Reviews grievance cases annually to identify common issues and improve policies.
Updates this policy regularly in line with legislative and regulatory changes.
Provides training to managers on effective grievance handling and conflict resolution.
Encourages open feedback from employees to refine the grievance process and workplace culture.

8. Related Policies

This policy should be read alongside:

Equality, Diversity, and Inclusion Policy – Ensures fair treatment and equal opportunities for all employees.
Whistleblowing Policy – Covers how employees can report serious concerns beyond grievances.
Bullying and Harassment Policy – Provides specific guidance on addressing workplace bullying and harassment.
Disciplinary Policy – Outlines disciplinary procedures for handling workplace misconduct.
Staff Wellbeing and Support Policy – Ensures a supportive work environment for employees facing challenges.

9. Policy Review

This policy will be reviewed annually or sooner if required by legislative or operational changes. Updates will be communicated to all relevant employees to ensure continued compliance and best practice.

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.