Absence Management
The average rate of employee absence now stands at 7.8 days per employee per year.
As an employer, you face many HR challenges. However, in our experience, across all sectors and company sizes, the most common issue is absence management.
The smaller the workforce, the bigger the impact — which is why having an absence management policy is essential. Absences directly affect your ability to meet client deadlines, increase costs, and add pressure to other employees. Moreover, frequent or unmanaged absences can create a negative impression with clients.
At Spectra HR, we’ve spent the last few years helping a manufacturing business with a 24/7 shift pattern.
The client struggled with poor attendance for years. Staff ignored absence reporting procedures and often failed to provide fit notes.
When they first contacted us, they were at their wit’s end. Absenteeism ran at almost double the national average.
We helped them implement a sickness absence management policy.
This allowed the business to tackle the problem fairly, consistently, and in a structured way.
Absence trigger systems
Sickness absence has a major impact on businesses; therefore, many employers rely on absence trigger systems to spot attendance issues early.
However, while absence triggers are a valuable tool, they cannot replace understanding the reason behind the absence. As highlighted by the tribunal ruling in Caroline McKenzie vs. University Hospitals of Leicester NHS Trust, employers must investigate the cause before taking action.. Read our full blog here
What should I do if an employee has a health problem?
Every case of sickness absence should be treated individually. Not every disability is visible. If an employee frequently hits absence triggers, the employer should speak with them first to identify any issues.
A condition may count as a disability
A condition counts as a disability if it affects daily life and is likely to last at least twelve months. If an employee has a disability or is on long-term sick leave, follow the medical capability procedure. Do not take disciplinary or dismissal action.
Hold a welfare meeting
Read our guidance for tips on running the meeting and key questions to ask.
What is a phased return to work?
A phased return is often recommended by a doctor as a reasonable adjustment.
Employers have a legal obligation to consider these adjustments and should not dismiss them outright. Don’t make the same mistake as the employer in the case of L Bristow v Craigard Care.
FAQ’s
Stay in touch with employees on long-term absence. Regular communication helps reduce feelings of isolation and reassures them about their job security, keeping them connected and supported.
Employees may say they don’t want to be contacted, but as an employer, you have every right to keep in touch. You need to know how your employee is doing, when they might return, and whether light duties or a phased return could help. We recommend arranging a welfare meeting once the employee has been off for four weeks.
Employees often request light duties when returning to work, following their doctor’s advice. Light duties help employees ease back into work after an accident or injury. However, in the construction industry, this can be challenging because the work is manual and labour-intensive. If light duties aren’t possible, the employee may need to remain on sick leave.
Occupational Health intervention is a positive step, and referral to a specialist will provide expert medical opinion on the employee’s fitness for work and make recommendations regarding light duties and reasonable adjustments.
Any injury that has a long-term, substantial impact may classify an employee as disabled under the Equality Act 2010. In these cases, employers must explore long-term reasonable adjustments at work. This supports the employee and helps prevent discrimination claims.
Short-term arrangements, like light duties, may not be feasible over the long term.
You only need to pay according to the terms in the employee’s contract. Many companies that are only obliged to pay SSP choose to top up earnings after an accident.
If you do provide extra pay, review it regularly. Make it clear to the employee in writing that any additional sick pay is discretionary. It should not be seen as an admission of guilt or as setting a precedent for future payments.
