SL160-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 new and expectant mothers working within {{org_field_name}}’s supported living services are supported, protected, and provided with the necessary adjustments to continue working safely and effectively. This policy aligns with CQC Regulation 18 (Staffing) and Regulation 13 (Safeguarding Service Users from Abuse and Improper Treatment), ensuring compliance with the Equality Act 2010, the Maternity and Parental Leave Regulations 1999, and the Health and Safety at Work Act 1974.

This policy sets out the framework for how {{org_field_name}} will:

Provide a safe and supportive working environment for new and expectant mothers.
Conduct risk assessments to ensure workplace safety.
Facilitate maternity leave and return-to-work support.
Uphold anti-discrimination and equal opportunity principles.
Ensure compliance with legal and regulatory obligations.

2. Scope

This policy applies to all employees, agency workers, and contractors at {{org_field_name}} who are pregnant, have recently given birth, or are breastfeeding. It ensures that they receive appropriate support, workplace adjustments, and access to resources that safeguard their health and well-being while enabling them to continue fulfilling their professional responsibilities.

2.1 Who is Covered?

Pregnant employees from the moment they inform their employer of their pregnancy.
New mothers returning to work after maternity leave.
Breastfeeding employees who require workplace accommodations.
Employees undergoing fertility treatment who may need additional support.
Agency workers and contractors who require workplace safety adjustments in line with health and safety regulations.

2.2 Key Areas of Coverage

This policy provides guidance on:

Risk assessment and workplace adjustments to safeguard expectant and new mothers.
Maternity leave and pay entitlements, ensuring compliance with employment laws.
Flexible working arrangements to support work-life balance.
Physical and mental health support to reduce workplace stress.
Breastfeeding accommodations to support nursing mothers.
Protection against discrimination under the Equality Act 2010.
Guidance on returning to work after maternity leave, including phased returns.

By implementing this policy, {{org_field_name}} ensures a fair, safe, and inclusive workplace, supporting all employees during and after pregnancy. This policy applies to all employees, agency workers, and contractors at {{org_field_name}} who are pregnant, have recently given birth, or are breastfeeding. It covers:

Risk assessment and workplace adjustments
Maternity leave and pay entitlements
Flexible working arrangements
Health, safety, and well-being provisions
Support for returning to work

3. Related Policies

Health and Safety at Work Policy (SL16)
Equality, Diversity, and Inclusion Policy (SL14)
Flexible Working Policy (SL21)
Employee Well-being and Mental Health Policy (SL22)
Safeguarding Adults from Abuse and Improper Treatment Policy (SL13)
Whistleblowing Policy (SL25)

4. Workplace Adjustments and Risk Assessment

Ensuring a safe and supportive work environment for new and expectant mothers is a fundamental priority for {{org_field_name}}. Workplace adjustments and risk assessments must be comprehensive, proactive, and regularly reviewed to accommodate the evolving needs of pregnant employees, those who have recently given birth, and breastfeeding employees.

4.1 Risk Assessment for Expectant and New Mothers

Upon notification of pregnancy, managers will conduct an individual risk assessment tailored to the employee’s role and working conditions. The assessment will include:

Manual handling risks, particularly in roles that involve lifting, assisting service users, or physically demanding tasks. Modifications will be made to reduce strain and risk of musculoskeletal injuries.
Exposure to hazardous substances, including cleaning chemicals, medications, and other workplace materials that could pose a health risk to the mother or unborn child. Alternative duties will be arranged where necessary.
Workplace stress and emotional well-being, ensuring that workload expectations, shift patterns, and emotional demands do not negatively impact the employee’s mental health.
Long shifts, night work, and fatigue-related risks, recognising that excessive working hours can contribute to exhaustion and complications during pregnancy. Adjustments such as reduced night shifts, flexible working, or increased rest breaks will be considered.
Potential exposure to infectious diseases, particularly for employees working in direct contact with vulnerable service users. Protective measures such as enhanced hygiene protocols, vaccinations, and reassignment to lower-risk areas will be implemented where needed.

Risk assessments will be reviewed at regular intervals, particularly at key stages of pregnancy, postnatal recovery, and breastfeeding, to ensure continued appropriateness and effectiveness.

4.2 Workplace Adjustments

Reasonable adjustments will be made to support new and expectant mothers while enabling them to continue working safely and effectively. These may include:

Providing suitable seating and ergonomic support, ensuring that employees can carry out their duties comfortably, particularly in roles requiring prolonged standing or repetitive movements.
Adjusting duties to avoid excessive manual handling, including modifying job roles or providing additional assistance where required.
Allowing more frequent rest breaks to prevent exhaustion and discomfort, particularly in the later stages of pregnancy.
Offering temporary alternative work assignments, if the employee’s regular duties pose risks to their health or well-being.
Providing a private space for breastfeeding or expressing milk, in line with best practice guidelines, ensuring a hygienic and comfortable facility with secure storage options for expressed milk.
Facilitating phased return-to-work plans, allowing gradual reintegration into the workforce post-maternity leave, with adjusted hours and duties as necessary.
Ensuring flexible working arrangements, such as staggered shifts, reduced hours, or remote working opportunities where feasible, to support the transition back to work.

All workplace adjustments will be documented in a support plan, developed collaboratively between the employee, their line manager, and HR. This plan will be reviewed periodically and adjusted based on the employee’s evolving needs.

5. Maternity Leave and Pay Entitlements

5.1 Maternity Leave Entitlements

All employees are entitled to up to 52 weeks of maternity leave, including:

26 weeks of Ordinary Maternity Leave (OML).
26 weeks of Additional Maternity Leave (AML).

Employees must provide at least 15 weeks’ notice before the expected due date to qualify.

5.2 Maternity Pay

Maternity pay depends on employment status:

Statutory Maternity Pay (SMP) is available for employees who meet eligibility criteria, paid for up to 39 weeks.
Maternity Allowance (MA) may be available for those who do not qualify for SMP.
Enhanced maternity pay may be offered at {{org_field_name}}’s discretion.

Employees will receive clear guidance on how to apply for maternity leave and pay.

6. Flexible Working and Return to Work Support

6.1 Flexible Working Arrangements

Upon returning to work, employees may request flexible working arrangements, including:

Part-time hours or job sharing.
Flexible start and finish times.
Remote or hybrid working options where feasible.

All requests will be considered in line with business needs and must be made formally through the HR department.

6.2 Phased Return to Work

New mothers may opt for a phased return, allowing them to adjust gradually. This could include:

Reduced working hours for a set period.
Temporary role modifications to ease the transition.
Additional support through mentoring and supervision.

HR and line managers will support employees in developing a return-to-work plan tailored to their needs.

6.3 Breastfeeding and Expressing Milk at Work

To support breastfeeding employees, {{org_field_name}} will provide:

A clean, private space for expressing milk.
Secure storage facilities for breast milk.
Flexible break times to accommodate feeding schedules.

Employees should inform HR in advance to facilitate these arrangements.

7. Health, Well-being, and Emotional Support

7.1 Mental Health Support

The transition to motherhood can impact emotional well-being. To support new mothers:

Access to employee assistance programmes (EAPs) offering mental health counselling.
Regular well-being check-ins with line managers.
Referral to occupational health services if required.

7.2 Support Networks and Peer Groups

New mothers will be encouraged to join staff support groups, allowing them to connect with colleagues who share similar experiences.

7.3 Safeguarding Considerations

New and expectant mothers working in supported living settings may face additional vulnerabilities. Safeguarding policies will be followed to ensure:

Workplace safety and well-being are prioritised.
Protection from harassment or discrimination.
Awareness of employee rights under the Equality Act 2010.

8. Compliance with CQC Regulations

This policy ensures compliance with CQC’s Fundamental Standards, including:

Regulation 18 (Staffing): Ensuring staff are supported and receive the necessary accommodations.
Regulation 13 (Safeguarding Service Users from Abuse and Improper Treatment): Ensuring new and expectant mothers are not placed in unsafe situations.
Regulation 15 (Premises and Equipment): Providing appropriate facilities for breastfeeding and expressing milk.

Regular audits and feedback mechanisms will be in place to ensure continuous improvement in supporting new and expectant mothers.

9. Reporting Concerns and Raising Issues

Employees who experience workplace discrimination, safety concerns, or require additional support should:

Speak to their line manager or HR representative.
Raise concerns through formal grievance procedures if necessary.
Access support from external advisory bodies such as ACAS or the EHRC.

{{org_field_name}} commits to handling concerns confidentially and without fear of reprisal.

10. Training and Awareness

To uphold this policy effectively:

All managers and HR staff will receive training on maternity rights, risk assessments, and workplace accommodations.
General staff training will promote awareness of supporting new and expectant mothers.
Annual reviews will ensure policy updates align with best practices and regulatory changes.

11. Policy Review

This policy will be reviewed annually or sooner if:

There are legal or regulatory updates affecting maternity rights.
Employee feedback suggests a need for amendments.
Internal audits highlight gaps or areas for improvement.

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}}
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