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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Absence Management Policy

1. Purpose

The purpose of this policy is to provide a clear framework for managing employee absence at {{org_field_name}}. It ensures that all employees and agency workers understand the procedures for reporting absences, the support available, and the expectations regarding attendance. The policy aims to balance the needs of employees with the operational requirements of the organisation, ensuring continuity of care in all settings where our staff are deployed.

This policy is intended to operate in line with applicable employment and worker-protection law in England, including the Employment Rights Act 1996, the Working Time Regulations 1998, the Equality Act 2010, statutory sick pay legislation, and other statutory family-related leave rights where they apply. {{org_field_name}} will apply this policy consistently, but recognises that statutory rights and entitlements may differ depending on whether the individual is an employee, an agency worker, or a self-employed contractor.

2. Scope

This policy applies to employees of {{org_field_name}}, agency workers engaged or supplied by {{org_field_name}}, and contractors only to the extent stated in their contract for services or other written agreement. Where legislation gives a statutory right only to employees, that part of this policy applies only to employees unless {{org_field_name}} expressly provides an equivalent contractual right to others.

This policy covers, where applicable:

• sickness absence (short-term and long-term);
• unauthorised absence;
• emergency time off for dependants;
• Carer’s Leave;
• maternity, paternity, adoption, shared parental, neonatal care, parental bereavement and unpaid parental leave;
• compassionate leave;
• jury service and public duties;
• annual leave; and
• medical or dental appointments.

3. Reporting Absence

All employees and agency workers must follow the correct procedures when reporting absence to ensure operational continuity and compliance with legal requirements.

• Notification Requirements:
  • Employees must notify their line manager or designated contact as soon as possible, ideally before their shift starts, by calling {{org_field_registered_manager_phone}} or emailing {{org_field_registered_manager_email}}.
  • Absences should be reported via phone call, not text or email, unless otherwise agreed.
  • The employee must provide the expected duration of their absence and any updates if the absence is extended.
• Self-Certification & Medical Evidence:
  • Absences of 7 calendar days or fewer: the employee or worker must complete {{org_field_name}}’s self-certification process on return to work.
  • Absences of more than 7 calendar days: a fit note (Statement of Fitness for Work) is required. A fit note may be issued by an appropriate healthcare professional authorised to provide one.
  • If the fit note states that the individual ‘may be fit for work’, {{org_field_name}} will consider, where appropriate, whether any temporary adjustments, amended duties, altered hours, workplace adaptations, or other support can reasonably be put in place. If reasonable adjustments cannot be accommodated, the fit note will be treated in accordance with its terms and the individual may remain on sickness absence.
  • Where absence continues, further fit notes or other appropriate medical evidence must be provided to cover the period of absence, unless {{org_field_name}} agrees otherwise in writing.

Where the absent individual is an agency worker on assignment with a hirer, the individual must notify {{org_field_name}} in accordance with this policy and must also comply with any assignment-specific reporting requirements that have been lawfully communicated to them in advance, provided those requirements do not reduce their statutory rights.

4. Managing Short-Term Absences

• Frequent or repeated short-term absences will be monitored.
• If an employee reaches three separate absences in a rolling three-month period, they may be invited to an absence review meeting.
• The purpose of this meeting is to identify any underlying issues, offer support, and discuss possible adjustments.

Before any formal action is taken in relation to short-term absence, {{org_field_name}} will consider whether any absence may be linked to pregnancy, disability, menopause, or another protected circumstance under the Equality Act 2010, and whether reasonable adjustments or another supportive response would be more appropriate than formal attendance management.

• If absences continue, the issue may progress through the capability or disciplinary procedures.

5. Managing Long-Term Absence

• Long-term absence is defined as an absence of four weeks or more.
• Employees on long-term sick leave will be required to maintain regular contact with their manager.
• Occupational health referrals may be arranged to assess the employee’s ability to return to work and recommend adjustments.
• Return to Work Planning:
  • Employees on long-term absence may, where appropriate, be supported through a phased return to work, temporary reduction in hours, amended duties, workplace adaptations, altered patterns of work, or other measures recommended by occupational health or an appropriate medical professional.
  • {{org_field_name}} will consider whether the individual is disabled within the meaning of the Equality Act 2010 and, where applicable, whether reasonable adjustments are required. Consideration will also be given to the content of any fit note, including recommendations that the individual may be fit for work with adjustments.

6. Unauthorised Absence

• Failure to notify the organisation of an absence may be considered unauthorised absence.
• If an employee fails to report to work without contact for two consecutive days, reasonable attempts will be made to contact them.
• Unauthorised absence may lead to disciplinary action, up to and including dismissal.

7. Special Leave

{{org_field_name}} recognises that individuals may need time away from work for family, caring, civic and other important reasons. Some rights in this section are statutory rights that apply only to employees who meet the legal conditions; others are discretionary or contractual arrangements that {{org_field_name}} may extend more widely.

Emergency Time Off for Dependants

Employees are entitled to a reasonable amount of unpaid time off to take necessary action where there is an emergency involving a dependant, including where a dependant falls ill, is injured, gives birth, dies, or where care arrangements break down unexpectedly. This right is intended for unexpected situations and is ordinarily for the time needed to deal with the immediate issue rather than for extended caring arrangements.

Carer’s Leave

Eligible employees are entitled to take up to one working week of unpaid Carer’s Leave in any rolling 12-month period to provide or arrange care for a dependant with a long-term care need, in accordance with the statutory scheme. Requests for Carer’s Leave should be made in line with the notice requirements set out by law or any internal form issued by {{org_field_name}}.

Compassionate Leave

{{org_field_name}} may grant compassionate leave on a discretionary basis. Where the circumstances involve the death of a child and the legal conditions are met, eligible employees may instead or additionally have a statutory entitlement to Parental Bereavement Leave and, where applicable, Statutory Parental Bereavement Pay.

Neonatal Care Leave and Pay

Eligible employees may be entitled to Neonatal Care Leave and, where statutory conditions are met, Statutory Neonatal Care Pay, where their baby is born on or after 6 April 2025 and receives qualifying neonatal care. Requests and notice requirements will be handled in accordance with the applicable statutory rules and any internal process notified by {{org_field_name}}.

Maternity, Paternity, Adoption, Shared Parental and Unpaid Parental Leave

Eligible employees may take maternity, paternity, adoption, shared parental and unpaid parental leave in accordance with statutory requirements and any contractual enhancements offered by {{org_field_name}}. From 6 April 2026, paternity leave and unpaid parental leave are day-one rights for employees, subject to the relevant notice and eligibility rules.

Jury Service and Public Duties

Employees must notify {{org_field_name}} as soon as possible if they are called for jury service or need time off for a public duty, and must provide supporting documentation where requested. Pay arrangements during such leave will be governed by statute and contract.

Medical Appointments

Individuals should arrange routine medical, dental or other non-urgent appointments outside working hours where reasonably possible. Where this is not possible, reasonable time off may be agreed. Pregnancy-related ante-natal rights and any other specific statutory appointment rights will be dealt with in accordance with applicable law.

8. Return to Work Procedures

• A Return to Work Interview will normally be conducted after sickness absence and may be conducted after any other absence where {{org_field_name}} reasonably considers this necessary.

Return to Work Interviews are intended to be supportive and to confirm fitness for work, identify any work-related or health-related concerns, review whether any reasonable adjustments or risk controls are needed, and ensure that any medical advice or fit note recommendations are properly considered.

• The meeting will:
  • Confirm the reason for absence.
  • Ensure the employee is fit to return.
  • Identify any support needed.
  • Discuss patterns of absence if necessary.

9. Adjustments & Support

• Where appropriate, reasonable adjustments will be made for employees returning from sickness absence, including:
  • Phased return
  • Flexible working
  • Modified duties
  • Additional support from occupational health

10. Absence Monitoring & Trigger Points

• {{org_field_name}} uses an absence monitoring system to track patterns of absence.
• Trigger points for intervention include:
  • Three separate absences in three months
  • A total of 10 working days absent in a rolling 12-month period
  • Repeated patterns of absence (e.g., always before or after weekends or holidays)
• Where a trigger is met, a formal absence review meeting may be arranged.

Trigger points are indicators for review only and do not automatically result in formal action. Before deciding on any outcome, {{org_field_name}} will consider the reason for the absence, whether any absence is disability-related or pregnancy-related, whether statutory leave rights are engaged, whether reasonable adjustments should be made, and whether applying the trigger in the usual way would be fair and lawful in the circumstances.

11. Sick Pay Entitlement

Eligible employees may be entitled to Statutory Sick Pay (SSP) in accordance with the law in force at the relevant time. From 6 April 2026, SSP is payable from the first qualifying day of sickness absence and the previous lower earnings threshold no longer applies. The applicable rate of SSP is the statutory rate in force at the time, subject to the legal method of calculation.

Where an individual does not qualify for SSP, {{org_field_name}} will confirm this and, where required by law, provide the appropriate information or forms so that the individual can explore any alternative support for which they may be eligible.

Any contractual or enhanced company sick pay offered by {{org_field_name}} will be set out separately in the individual’s contract, assignment terms, staff handbook, or other written policy document. Unless expressly stated in writing, no enhanced company sick pay entitlement applies.

12. Disciplinary & Capability Procedures

• If absences are frequent, prolonged, or show a pattern of concern, {{org_field_name}} may take further action.
• The employee may be referred to a capability review or formal disciplinary process if absence affects operational efficiency.
• Dismissal on grounds of capability will only be considered when all reasonable alternatives have been explored.

No decision under this section will be made without first considering the individual’s employment status, the reason for the absence, any medical evidence, any applicable statutory leave right, and whether reasonable adjustments or another supportive intervention should be made instead of or before formal action.

13. Related Policies

This policy should be read in conjunction with the following:

• Flexible Working Policy
• Disciplinary Policy
• Health & Safety Policy
• Whistleblowing Policy

14. Policy Review

This policy will be reviewed at least annually and sooner where there is a relevant change in legislation, statutory rates, government guidance, case law, or operational practice. {{org_field_name}} reserves the right to amend this policy from time to time to reflect legal and business requirements.

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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.