Last updated March 2014

Healthy Working Wales

Small Workplace Health Award

Assessment Guidance

www.healthyworkingwales.com

2

Purpose This handbook provides guidance on the Small Workplace Health Award (SWHA) assessment and award processes. It has been put together to provide further information to businesses and organisations applying for a SWHA. This guidance should be used with the SWHA pack (which can be downloaded from www.healthyworkingwales.com), which outlines the core components and health topics criteria that an organisation needs to demonstrate they are meeting at each award level – bronze, silver and gold. If your organisation is interested in working towards a Small Workplace Health Award, including the free support and advice that is available to you, please contact us via email or by telephoning our workplace health number below:- Email – workplacehealth@wales.nhs.uk Telephone number – 0845 609 6006 Workplace Health Practitioner role Each organisation will be assigned a workplace health practitioner (WHP) who will support the organisation to help them achieve the level of award they are aiming for. The support provided may include:

An explanation of the criteria and how to achieve it

Signposting to upcoming network, peer support events, webinars

Signposting workplaces to appropriate support and advice e.g. Stop Smoking Wales, Health Challenge Wales, foods standards agency etc.

Providing them with a list of resources available to loan in their area to promote healthy lifestyles

Reviewing preliminary evidence plans

Maintaining contact to monitor progress

3

Levels of Awards: The Small Workplace Health Award (SWHA) has three levels of award to recognise each development stage achieved by an employer.

Level: Bronze Silver Gold

Number of Assessors:

1 1/2 (depending on

organisation size and number of sites)

2

Core components:

Health and Safety

Musculoskeletal Disorders

Commitment

Engagement

Managing Pressure and Stress

Business Outcomes

Environmental Awareness

Attendance Management

Healthy Lifestyles Topics

1 Healthy Lifestyles Topic

Another 2 Healthy Lifestyles Topics

Another 2 Healthy Lifestyles Topics

Evidence Plan Required:

Yes Yes Yes

Assessment Time:

1 to 2 hours 2 to 3 hours Maximum 3 hours

Healthy Lifestyles Topics: Tobacco, Healthy Eating, Physical Activity, Alcohol and Work, Drugs and Work. Assessment booking procedure (for all levels)

The employer will provide their practitioner with 2/3 dates (with convenient times) for the assessment to take place (a minimum of 6 weeks notice is required)

Your practitioner will contact a2 consulting (the company that run the assessments) to request an assessment. On confirmation of a suitable date the employer will receive an email from Public Health Wales workplace health administrator confirming the date and outlining the assessment process and requirements

The employer will arrange a suitable room/space where the assessor can review the evidence required against the criteria.

4

Requirements for assessments (at all levels)

The completion of the evidence plan (appendix A) demonstrating the progress made against each area of the criteria is required for assessment at all levels. The evidence plan should be sent to your practitioner to review progress and provide feedback prior to assessment. An example of a completed evidence plan is included in appendix 2 which has been put together to give you guidance on what information to include and also what type of evidence you can use to demonstrate you meet each criterion.

The completed final evidence plan should be sent by the employer to our workplace administrator no later than 10 days before the assessment date.

10 days before assessment The employer should send the following items by email (if this is not possible then a please contact your practitioner who will provide you with an address to post a paper copy) Workplacehealth@wales.nhs.uk NB – the assessment cannot go ahead unless all paperwork is received Assessment process bronze/silver level

The assessor will arrive at the business/organisation at the pre arranged time/date. It is good practice to brief the assessor on fire exits, any scheduled alarm testing, toilets and any other important safety information that they need to be aware of.

The assessor will use the evidence plan and will review evidence against each criterion focusing on the level you are applying for. They will record their feedback and comments in the column of the plan labelled ‘Evidence’. Although a formal evidence portfolio is not required, it is good practice to have your evidence to hand to assist the assessment process.

The assessor will talk to the owner / manager and may ask questions relating to the criteria in order to ascertain compliance with the criteria.

The assessor will walk through the workplace, accompanied by the owner / manager, and will talk to staff. If this is not appropriate because of the type of work carried out at the site, then it may be possible to invite staff into a quiet area to meet and talk to the assessors.

The assessor will only ask questions relating to the level of award you are applying for.

When the assessment is completed, the assessor will tell the owner / manager if they have been successful in achieving the bronze/silver award.

The assessor will also notify the Welsh Government, as the accreditor of the award.

- A copy of your completed final evidence plan - Directions to your workplace with parking instructions, sat nav

postcode, along with any special requirements such as protective shoes/clothing etc.

- A short description/background of the business/organisation

5

A copy of the assessor’s feedback will be forwarded to the workplace by your practitioner so that the employer can use this as a framework for moving forward to the next level of award.

The Welsh Government will contact the workplace to offer options for receiving their award:

The award can be posted to the business/organisation (within 3 months)

The business/organisation can attend an awards ceremony and employer engagement event which is held bi-annually.

Assessment process Gold level:

In the main, a workplace will normally be required to be assessed at Bronze and Silver levels prior to applying for the Gold level. However, where a business/organisation feels that it is currently meeting the criteria for Gold but has not been formally assessed at Bronze or Silver, then it can arrange for two assessors to carry out this process on the same day, prior to being assessed for Gold (you will need to add an extra 1 hour to your timetable).

A formal portfolio of evidence is not required but copies of relevant documentation should be made available against areas of the criteria that are relevant, for example minutes / notes of working group meetings, analyses of sickness absence, relevant policies etc.

An outline timetable for the Gold assessment visit can be seen overleaf.

The assessment will be carried out by two assessors, they will use the evidence plan and record their comments/feedback in the relevant column of the plan labelled ‘Evidence’

The assessors will talk to the owner / manager and working group (a minimum of two members of the working group should attend) and will ask questions relating to the Gold criteria to ensure compliance.

The assessors will walk through the workplace accompanied by the owner / manager and will talk to staff. If this is not appropriate because of the type of work carried out at the site then it may be possible to invite staff into a quiet area to meet and talk.

The assessors will only ask questions which relate to the Gold level criteria, unless the Bronze / Silver levels have expired.

When the assessment is completed, the assessors will meet to discuss the findings and will tell the owner / manager if they have been successful in achieving the Gold award.

The lead assessor will notify the Welsh Government, as the accreditor of the award.

A copy of the assessor’s feedback will be forwarded to the workplace by your practitioner so that they can use this as a framework for maintaining their award.

6

The Welsh Government will contact the workplace to offer options for receiving their award, as with the Bronze and Silver levels.

Timetable for the Gold Small Workplace Health Award Assessment Visit

10-15 minutes Employer to speak briefly about the business/organisation (nature of business, background etc)

1 hour Assessors and employer (preferably at least two people) to talk through the evidence for the gold award and the effects/impacts on the business/organisation

10-15 minutes Time for the assessors to reflect on the evidence and discussions, alone

30-45 minutes Practitioner, assessors and employer to tour the workplace and speak to several members of staff

30 minutes Assessors to look through the evidence

5-10 minutes Assessors to provide feedback on the assessment to the employer, including the outcome and any development points (also attended by the practitioner)

The total assessment should take no more than 3 hours to complete. Re-validation process

The Bronze, Silver and Gold levels of award are valid for three years. If at the end of the three years the employer does not wish to apply for the higher level of award, the existing level of award can be re-validated.

The employer should contact their practitioner to request re-validation by an assessor, following the assessment booking procedure but stating that you want to be revalidated (page 3).The employer will need to update its evidence plan clearly demonstrating the progress made against the development points provided by the assessor at the last assessment. This will need to be sent to a2 Consulting 10 days prior to revalidation. You must send this to your practitioner prior to sending to the assessor for feedback.

The assessor will visit the employer on the date/time agreed and will undertake a review of the evidence and the progress made since the last assessment. If you have a working group then you could schedule this revalidation to coincide with a working group meeting where the assessor will be able to speak to the whole group. The assessor may wish to undertake a walk and talk visit with staff. The assessor will inform the employer on the day if their award is to be revalidated. The Assessor will record feedback and comments on the updated evidence plan which will be sent to the employer following the revalidation visit.

The revalidation visit should take no longer than 2 hours.

Following successful revalidation, the Welsh Government will provide an up-dated Small Workplace Health Award certificate for display in the business/organisation.

7

Notes:

Generally, a minimum of 6 months should pass before an employer applies for the next level of award, as the award is a development process and health and well-being work requires time to implement and be embedded in the workplace.

A workplace will normally be required to be assessed at Bronze level prior to applying for the Silver level. However, where a business/organisation feels that it is currently meeting the criteria for Silver but has not been formally assessed at Bronze, then the two levels can be assessed simultaneously by the two assessors.

If the time between assessments is over 12 months, the assessor will ensure that the previous level of award has been maintained by asking a few questions on the development points from the last report and general questions on progress since last assessment. This will be done as part of the higher level assessment.

If a small business is owned by a parent company, the policies of the parent company apply and if a policy is contrary to a criterion of the Small Workplace Health Award, then the employer should raise this with the practitioner at the earliest opportunity.

8

Appendix A: Assessment Checklist

Small Workplace Health Award

OOrrggaanniissaattiioonn NNaammee:: xxxxxx

LLeevveell ooff AAwwaarrdd aapppplliieedd ffoorr:: xxxxxx

Nature of business:

Bronze:

Health & Safety

Musculoskeletal

1 x lifestyle topic

Silver: Complete Bronze level - plus

Engagement

Commitment

Managing Pressure and Stress

2 additional lifestyle topics

Gold: Complete Bronze and Silver level- plus

Business Outcomes

Environmental Awareness

Attendance Management

2 additional lifestyle topics

Lifestyle Topics:

Tobacco Nutrition Physical Activity Alcohol Drugs

9

Organisation Name: xxx SWHA No: No. of employees: xxx Contact Name: Contact Address: Telephone: E-mail:

For official use only:

Date of Assessment: Level awarded: Workplace Health Advisor: Print Name Sign Assessor: Print Name Sign Description of organisation:

Comments / Feedback:

10

Organisation Summary Sheet

Award Level

Lifestyle Topics Date Award Achieved Assessor(s)

Bronze

Silver

Gold

You may wish to consider:

11

BRONZE LEVEL

HEALTH AND SAFETY

Criteria Evidence Assessment (Official use only)

Develop a health & safety policy or statement

In consultation with staff, develop a health and safety policy/statement that addresses the key issues appropriate to the organisation.

Identify one member of staff that has overall responsibility for health and safety in the organisation

Access the HSE Basics for your business health and safety policy example

Consult with employees on health and safety matters

Ensure that there are regular updates on health and safety in team meetings / briefings

Consult with staff representatives when any new change / development occurs

Find out more about consulting with employees and find out the benefits

Train employees on health and safety issues

Provide appropriate training for all staff on general health and safety awareness and specific issues to the organisation e.g. manual handling, COSHH regulations, etc

Find out more about provision of health and safety training from the HSE

Provide drinking water

12

Keep a written record of accidents to identify and assess risk areas

Ensure that an accident book (or suitable alternative) is set up on every site with persons responsible for it identified

Find a brief summary of accident record-keeping visit the HSE basics for business website

Display information about workplace risks and control measures

Designated section of notice boards / intranet on health and safety with appropriate information displayed

Undertake an assessment of workplace risks and put in place measures to control them

Identify key risks for the organisation and develop and action plan to address them. Put in place measures to control risks

Find a basic overview of risk assessment in the workplace from the health and safety made simple web pages

Have employees liability insurance in place

Ensure that appropriate insurance has been obtained

For more information about employees liability insurance and how to get it visit

13

MUSCULOSKELETAL DISORDERS

Criteria Evidence Assessment (Official use only)

Identify the risks associated with MSDs in your organisation and examine how these can be made safer

Assess the risk to employees from working practices looking at things such as posture, excessive lifting, pushing and pulling, etc

Provide lifting and handling equipment where reasonably practical

You may find some of the information below helpful;

A brief guide to manual handling at work

Display screen equipment workstation checklist

HSE musculoskeletal disorders home page

Involve employees in assessing and managing the risks

Consult with staff on the risks associated with MSDs in their jobs

Provide manual handling training to staff where appropriate

Inform staff about how to manage back pain

Provide information to staff on the prevention of MSDs

Give information to people suffering from back pain highlighting the importance of staying active

Implement one awareness raising activity that is available to all staff on the prevention of MSDs including the importance of lifting and handling in the correct manner

Find out more information from Welsh Backs

14

To order copies of the Back Book contact Public Health Wales

For more information on managing musculoskeletal disorders use the Working joints and muscles toolkit from Business in the Community

Find out more about exercise for a better back from BackCare

Ensure that a return to work is managed appropriately and adjustments to the work is made if and when appropriate

Make reasonable adjustments to a job to enable an individual to return to work at an early opportunity. This could mean altering a task, equipment or workload

Manage the return to work as a staged process e.g. working reduced hours, partial home working etc

Where an individual cannot continue in their existing job consider offering alternative employment if practicable

Example of what a return to work policy might contain

Steps for managing sickness absence and return to work

Guidance on managing sickness absence and return to work in small businesses

15

SILVER LEVEL

COMMITMENT

Criteria Evidence Assessment (Official use only)

Staff health and wellbeing is a regular item in discussions between senior managers / owners

Formal or informal notes or records of meetings showing that staff and health and wellbeing has been discussed

For more information on the importance of senior management leadership have a look at leading health and safety at work

Establish a small working group to implement the action plan

Membership of the working group should include staff representative, health and safety representative and one or more of the following: human resources, and manager / supervisor

Records of the work of the group are available

Working group to have met on four or more occasions prior to accreditation

Creation of an open culture in which staff feel able to contribute to discussions and debates on organisation practice that impacts on their health and wellbeing

Feedback from all staff indicates that this is the case

Training

Details of training undertaken by staff

16

ENGAGEMENT

Criteria Evidence Assessment (Official use only)

Ensure all staff can receive and provide information

Arrangements are in place to encourage employees to give and receive information

Engage employees in consultation

Staff representatives have an opportunity to discuss and comment on organisational changes and decisions with senior managers / owners

Find out more about why engaging with employees is so important from this ACAS booklet

Measure staff satisfaction

Develop a method of gauging staff satisfaction e.g. by survey, formal or informal group discussion, etc

Action is taken on the feedback received from the above

Ensure that employees understand and are part of ‘the bigger picture’ of the organisation

Staff receive updates on the current position of the organisation

Staff are able to comment on the above to senior managers / owners

Encourage employee representatives to be involved in the health and wellbeing process

Staff are encouraged to take part in health and wellbeing activities

Staff are encouraged to take responsibility for some health and wellbeing activities

Find out more about the benefits of involving staff in health and wellbeing activities

17

MANAGING PRESSURE AND STRESS

Criteria Evidence Assessment (Official use only)

Ensure that staff have an opportunity to comment on their job demands, job role and training needs

A mechanism is in place to allow staff to discuss with their manager / employer issues related to their job. This can be done formally e.g. a performance review system or informally e.g. regular discussions with their manager / supervisor

Find out more about how to manage stress

Identify the risks associated with the job that might impact upon an employee’s wellbeing

Ensure there is the facility in place to assess the risks associated with an individual’s job role e.g. a risk assessment process

In consultation with the employee, an action plan is developed to address identified areas from the above

Ensure the assessment is regularly reviewed e.g. annually

Find out more about the stress risk assessment process

Use the HSE Management Standards to help identify what factors to include in risk assessments

Create a culture that does not tolerate inappropriate behaviour among all employees

Develop a statement / guidelines showing the organisation’s commitment to having a culture that promotes positive behaviour among all staff and does not tolerate inappropriate behaviour e.g. bullying and harassment

18

Ensure the above is communicated to all staff

Provide managers with the knowledge of how to deal with any situation that may arise

Find out more about developing positive mental health living at work with this workplace toolkit

You can access online training/awareness modules for managers and team leaders about managing emotional wellbeing

You can access an example framework for line managers behaviour to help manage stress at work

Provide employees with access to support mechanisms when appropriate

Where possible, allow staff flexibility in their work patterns when experiencing personal difficulties

Consider offering access to support e.g. their family doctor, counselling, Human Resources specialist etc., if and when appropriate

Find out more about grant funding for practical support for employees with a disability, health, or mental health condition from Access to Work

Find out more about support available from section 6 on resources and information in this toolkit.

Provision of information regarding the prevention of stress and the promotion of wellbeing

Leaflets, booklets / posters made available to staff giving them information on how to better manage stressful situations

Provide one awareness raising activity on the

19

management of stress and the promotion of wellbeing

Help get some ideas for awareness raising events from the mental health for workplace toolkit.

20

GOLD LEVEL

BUSINESS OUTCOMES

Criteria Evidence Assessment (Official use only)

Monitor participation in organisation supported healthy lifestyle projects such as physical activity, healthy eating and smoking cessation

A simple questionnaire is developed and used to gauge staff involvement in organisation supported activities or discussions with staff

Have in place a mechanism for recording sickness absence and identifying any trends

Records of sickness absence kept

Analysis of sickness absence levels and reasons for absence

Description of appropriate action taken to address identified trends

Find out more about managing sickness absence and preventing it becoming job loss

Have in place a way of identifying the reasons that staff give for leaving the organisation

A record of the reasons why staff are leaving the organisation that is used to identify any health and wellbeing related issues that are causing the staff to leave

21

ENVIRONMENTAL AWARENESS

Criteria Evidence Assessment (Official use only)

With your staff, jointly develop realistic key objectives for improving environmental awareness and activity in the organisation

A working document / action plan clearly specifying your aims and timescales for improvements in environmental performance. This should be jointly developed between staff and management

Green Dragon environmental standard guidance on writing an environmental policy

Find out more about making your supply chain greener from the Environment Agency

Hold regular progress reviews in working towards your targets

Frequently monitor and report on your progress against the aims and targets you set for environmental performance

Encourage car sharing, cycling to work, and use of public transport

Consider whether all work journeys are necessary and encourage use of public transport

Promote cycling to and from work and car sharing schemes

Find out more about the support Sustrans can provide to workplaces about active travel schemes and also, contact a travel plan coordinator from Traveline Cymru to help you develop your sustainable travel plan.

Promote local and national cycling and walking routes

22

Monitor electricity usage

Implement informal ‘turn off’ policies e.g. printers, photocopiers, computer monitors, lights

Turn down heating, air conditioning etc especially in corridors and storerooms

Replace spent light bulbs with energy saving ones

Find out more helpful ideas to make improve your organisations’ sustainability at Help Wales reduce its carbon footprint

Reduce, reuse and recycle your office waste

Encourage staff to reduce what they print and double side print where possible

Introduce a recycling scheme for all office waste

Use environmentally friendly cleaning products where applicable

Find out more about reusing and recycling waste at WRAP Cymru

23

ATTENDANCE MANAGEMENT

Criteria Evidence Assessment (Official use only)

Identify problem areas

Consult with employees to identify what issues may have an impact directly or indirectly on absence levels

Keep absence information to help identify causes and trends of sickness absence

Use the above information to identify and improve issues that could contribute to staff absence

Short guidance document on managing sickness absence in small businesses

Guidance for employers and line managers on the use of the fit note

Consider the work environment

Consult with staff on the working environment

Identify where the workplace might be improved in order to make it a better place to work e.g. identify and remove any safety hazards, provide fresh drinking water, introduce plants and greenery

Develop a consistent approach to managing absence

Develop an approach to managing absence that includes managers / supervisors interviewing staff on their return to work

Communicate this approach to all staff ensuring that they can benefit from it as much as the organisation can

Ensure managers / supervisors are trained to

24

deliver and carry out the procedures

Managers indicate that they participate in the process and that agreed actions are followed up

Find more information on support for managers for managing return to work following long term sickness

Encourage more flexibility in working practices

Consider introducing flexible working patterns to enable staff to balance their work / life commitments. These might include home working, part time working, flexi time, annualised working hours, job sharing etc.

Consult with staff on flexible working if appropriate

Find out more about managing sickness absence and preventing it becoming job loss

25

Lifestyles

TOBACCO

Criteria Evidence Assessment (Official use only)

Ensure it complies with the legislation – Smoke Free Premises etc. (Wales) Regulations, 2007

Signage displayed correctly

Smoking banned in all enclosed and substantially enclosed areas

Smoking banned in all organisation vehicles

For guidance on smoke-free legislation and signage visit Smoking Ban Wales

Be involved with the No Smoking Day Campaign – a major annual event to promote smoking cessation

Active involvement in No Smoking Day through the display of posters and making available to staff smoking cessation materials.

Find out more information about the next No Smoking Day campaign

Publicise the number of the Stop Smoking Wales service and make available to staff information on the benefits of smoking cessation

The Stop Smoking Wales telephone number (0800 085 2219) is displayed in the workplace

Find out more information on Stop Smoking Wales’ support services, including workplace based smoking cessation session

Other smoking cessation support services include;

Ash Wales, Stub and Quit

HEALTHY EATING

26

Criteria Evidence Assessment (Official use only)

Provide staff with practical information on eating healthily and its benefits and participate in one activity per year to highlight / raise awareness of healthy eating

Notice boards

Posters

Leaflets

Web links to appropriate sites

If available, intranet site

Make staff aware of wellbeing clinics where appropriate

Taster sessions e.g. recipe swapping, smoothies

For good practice ideas visit healthy eating challenges, Change4Life Employers Guide, Working Well, or the Business in the Community healthy eating toolkit

Health promotion leaflets which can be ordered for free from Public Health Wales, and find out what health campaigns are happening using this events calendar

Promote the safe preparation and storage of food that workers bring to work

Information on the importance of hand washing

Information on the safe storage of food

Leaflets, posters etc on hygienic preparation of food

Provision of refrigerator(s)

Provide suitable and accessible facilities for breast feeding mothers when appropriate

Space that is private and not part of a toilet available for mothers to use with suitable

27

refrigerated storage for expressed milk

Ensure that healthy choices are available at working lunches and business functions, these might include:

Unsweetened fruit juice and water

Sandwiches made with thick cut bread and small amounts of low fat spread with brown / whole grain bread options and which are salt free

Provision of fruits and vegetables as part of the meal

Availability of skimmed or semi-skimmed milk

If vending machines are present on site then ensure that healthy choices are available

Low calorie drinks and water

Unsalted nuts and dried fruits

Cereal bars

Guidance on healthy vending at work

28

PHYSICAL ACTIVITY

Criteria Evidence Assessment (Official use only)

Encourage staff to undertake physical activity

Provide information on how to increase physical activity both within and outside of the workplace e.g. leaflets, posters etc

Suggest ways of becoming more active within work e.g. ‘take the stairs’, park away from the premises or get off a bus one stop earlier, introduce walking meetings, walking at lunchtime, promote cycling / walking to and from work

Access funding opportunities to help introduce exercise activities

For good practice ideas visit getting active at work challenges, Change4Life Employers Guide, Working Well, Sustrans or Sport Wales

Health promotion leaflets which can be ordered for free from Public Health Wales

Promote the health benefits that can be gained through increased physical activity

Provide information on the health benefits of physical activity e.g. web links to British Heart Foundation site

Find out more information on health benefits from the British Heart Foundation, NHS Direct Wales and the NHS Live Well website

Hold one activity annually to highlight / raise awareness of physical activity

29

Encourage staff to take part in at least one event that supports exercise e.g. Race for Life, sports competitions among other organisations, corporate sponsorship for activities, aerobic classes for staff etc.

Find out what health campaigns are happening using this events calendar

30

ALCOHOL and WORK

Criteria Evidence Assessment (Official use only)

With your staff, jointly develop an approach to becoming alcohol free within work

Consult with staff representatives on an acceptable approach for the business taking into account health and safety needs.

Find out more about staff consultation and access sample drugs and alcohol policies from this Health, Work and Wellbeing guidance from ACAS

Develop guidelines for managers to ensure a consistent approach

Decide on how the employer / manager / supervisor will manage an employee attending work in an intoxicated state or ignoring the rules on alcohol at work i.e. a disciplinary issue

Ensure managers / supervisors are briefed on how to implement the guidelines in a consistent manner

Ensure the guidelines are communicated to all staff including contractors / agency staff

Find out more in this guidance for managers regarding alcohol and drugs in the workplace

Identify clear avenues of support for those who have been identified as using alcohol inappropriately

Develop an internal line of support for those who need help or advice on an alcohol issue. This may include the manager, human resources / welfare officer, occupational health specialist, counsellor etc.

Referral to an external agency where appropriate

31

Some external support can be available from;

Drinkwise Wales

Alcohol Concern Cymru

Change4Life Cymru

Alcoholics anonymous

Dan 24/7

Promote responsible drinking

Raise awareness of responsible drinking limits to all staff.

You may find the following resources helpful

Drinkwise Wales

Change4Life Cymru

NHS Live Well

Raise awareness of the impact of drinking on employee wellbeing

Implement one awareness raising activity on the potential dangers of alcohol abuse

You may find this alcohol awareness toolkit helpful in planning awareness raising events

Health promotion leaflets which can be ordered for free from Public Health Wales, and find out what health campaigns are happening using this events calendar

32

DRUGS and WORK

Criteria Evidence Assessment (Official use only)

With your staff, jointly develop an approach to prevent the use of drugs before and during work

Clarify the organisation’s stance on taking drugs before and during work

Ensure that a distinction is made between illegal substances and prescription drugs

Consult with staff representatives on an acceptable approach for the business taking into account health and safety needs

Find out more about staff consultation and access sample drugs and alcohol policies from this Health, Work and Wellbeing guidance from ACAS

Develop guidelines for managers to ensure a consistent approach

Decide on how the employer will manage an employee attending work in an inappropriate state or ignoring the rules on the use of drugs at work i.e. a disciplinary issue

Ensure managers are briefed on how to implement the guidelines in a consistent manner

Ensure the guidelines are communicated to all staff including contractors / agency staff

Find out more in this guidance for managers regarding alcohol and drugs in the workplace

Identify clear avenues of support for those who have been identified as misusing drugs

Develop an internal line of support for those who need help or advice on a drug related issue. This may include the manager, human resources / welfare officer, an occupational health

33

specialist, counsellor etc.

Referral to an external agency where appropriate

Some external support may be available from:

Dan 24/7

FRANK

DrugScope

Narcotics Anonymous

34

Raise awareness of the impact of taking drugs on an employee wellbeing

Implement one awareness raising activity on all types of drugs and their effects including the dangers associated with over-the-counter medicines and prescription drugs

Raise awareness of warning signs which may indicate the use of illegal substances in work

35

Appendix 2 – SWHA evidence plan – an example of a completed evidence plan

Small Workplace Health Award Evidence and Action Plan

OOrrggaanniissaattiioonn NNaammee:: xxxxxx

LLeevveell ooff AAwwaarrdd aapppplliieedd ffoorr:: xxxxxx

Nature of business:

Bronze:

Health & Safety

Musculoskeletal

1 x lifestyle topic

Silver: Complete Bronze level - plus

Engagement

Commitment

Managing Pressure and Stress

2 additional lifestyle topics

Gold: Complete Bronze and Silver level- plus

Business Outcomes

Environmental Awareness

Attendance Management

2 additional lifestyle topics

Lifestyle Topics:

Tobacco Nutrition Physical Activity Alcohol Drugs

36

Organisation Name: xxx SWHA No: No. Of employees: xxx Contact Name: Contact Address: Telephone: E-mail:

For official use only:

Date of Assessment: Level awarded: Workplace Health Advisor: Print Name Sign Assessor: Print Name Sign Description of organisation:

Comments / Feedback:

37

Organisation Summary Sheet

Award Level

Lifestyle Topics Date Award Achieved Assessor(s)

Bronze

Silver

Gold

38

BRONZE LEVEL

HEALTH AND SAFETY

Criteria Evidence Assessment (Official use only)

Develop a health & safety policy or statement

In consultation with staff, develop a health and safety policy/statement that addresses the key issues appropriate to the organisation.

Identify one member of staff that has overall responsibility for health and safety in the organisation

Access the HSE Basics for your business health and safety policy example

Health & Safety practices developed jointly with employees and risk assessments reviewed by staff.

The Association has a Health and Safety policy that is reviewed annually.

Displayed in staff room and central H&S file. Signed by director who has overall responsibility for health and safety.

Or the Overall responsibility for H&S: is

Jim Bob

Evidence

- Health and Safety policy

Consult with employees on health and safety matters

Ensure that there are regular updates on health and safety in team meetings / briefings

Consult with staff representatives when any new change / development occurs

Find out more about consulting with employees and find out the benefits

H&S is a regular item on monthly staff meetings; monthly safety briefings.

Health and Safety is a standing agenda item at each team meeting and individuals line management sessions.

39

A Health and Safety working group was set up in (DATE) and meets bi-monthly, picking up any issues raised. All staffing levels represented e.g. director, manager, staff, admin etc.

Tool box talks/team huddles

Evidence

- Team minutes and agenda

- H&S group meeting & agendas

- Record of ‘you said – we did’ contributions and actions

Train employees on health and safety issues

Provide appropriate training for all staff on general health and safety awareness and specific issues to the organisation e.g. manual handling, COSHH regulations, etc

Find out more about provision of health and safety training from the HSE

How and when the staff are trained in health and safety issues.

First day induction training provided in all cases. 3 designated trainers within team.

Additional training provided in specific areas – fire safety, child safety, infection control, security, first aid, stress & anxiety, manual handling.

Details of external courses or trainers.

Evidence

- Training records available

- Refresher records ( 1 year cycle)

40

Provide drinking water

A wholesome drinking supply of water is available for all staff. Tap/bottles/filtered

Facilities available for viewing on visit.

Keep a written record of accidents to identify and assess risk areas

Ensure that an accident book (or suitable alternative) is set up on every site with persons responsible for it identified

Find a brief summary of accident record-keeping visit the HSE basics for business website

Accident book, stored in main office area and accident investigation process and an overarching management system All accidents are recorded in the accident recording book. All accident reports reviewed by H&S working group. Follow-up risk assessment reviews if necessary. Statistics are recorded in quarterly and annual reports Evidence - Accident book and investigation reports - Notes from H&S working group

meetings

Display information about workplace risks and control measures

Designated section of notice boards / intranet on health and safety with appropriate information displayed

Fire safety – fire action notices, emergency access/exit routes/doors

First aid – first aiders and appointed persons displayed + date of update

Smoke-free – no smoking signs

Security – signs by door requesting kept shut by persons entering/exiting. Working

41

practice for staff that member of staff is present for letting people in/out.

Cleaning records to enable effective infection control.

Company Information Board & reference section within Staff Rest Area,

Containing health and wellbeing information -

healthy eating, physical exercise, alcohol, drugs, smoking.

H&S policy, risk assessments.

Evidence

- All available for viewing on visit

Undertake an assessment of workplace risks and put in place measures to control them

Identify key risks for the organisation and develop and action plan to address them. Put in place measures to control risks

Find a basic overview of risk assessment in the workplace from the health and safety made simple web pages

Risk assessment covering –

Manual Handling & Movement;

Workplace Stress;

Fire Safety;

Food Preparation & Handling;

Gas & Electricity Safety;

COSHH (cleaning chemicals);

Blood Bourne Virus & Bodily Fluids;

Lone Working;

Violence & Aggression;

Legionnella;

First Aid;

Asbestos Management Survey;

Any other risk assessments that are specific to your organisation

Evidence

42

– Risk assessments for office and personnel

Have employees liability insurance in place

Ensure that appropriate insurance has been obtained

For more information about employees liability insurance and how to get it visit

The organisation has up to date employers and public liability insurance

Evidence

– Available to view on visit

43

MUSCULOSKELETAL DISORDERS

Criteria Evidence Assessment (Official use only)

Identify the risks associated with MSDs in your organisation and examine how these can be made safer

Assess the risk to employees from working practices looking at things such as posture, excessive lifting, pushing and pulling, etc

Provide lifting and handling equipment where reasonably practical

You may find some of the information below helpful;

A brief guide to manual handling at work

Display screen equipment workstation checklist

HSE musculoskeletal disorders home page

The Organisation undertakes DSE assessments on all staff at least annually but more frequently if required (i.e. purchase new equipment, office relocation) Risks are identified and relevant actions undertaken to reduce or eliminate potential risks. Staff are trained in the lifting and handling of equipment. Trolleys/lifting equipment are available, staff encouraged to break down larger packs and ask for help if required.

Evidence

– Copies of DSE Assessments and training records are available for inspection

Involve employees in assessing and managing the risks

Consult with staff on the risks associated with MSDs in their jobs

Provide manual handling training to staff where appropriate

Manual handling training provided through e-learning programme, and review risk in consultation with staff and key workers.

Staff inspection of property and risk assessments – and feedback performed by Seniors & ECF Representative.

Risk assessments are conducted on staff in relation to a variety of Health and safety issues and staff are encouraged to wholly

44

participate in the process .

Training is provided to managers in the undertaking of risk assessments and the organisation uses toolkits/training made available through the HSE website. Manual handling training is provided to all staff.

Evidence

– Training records

Inform staff about how to manage back pain

Provide information to staff on the prevention of MSDs

Give information to people suffering from back pain highlighting the importance of staying active

Implement one awareness raising activity that is available to all staff on the prevention of MSDs including the importance of lifting and handling in the correct manner

Find out more information from Welsh Backs

To order copies of the Back Book contact Public Health Wales

For more information on managing musculoskeletal disorders use the Working joints and muscles toolkit from Business in the Community

Find out more about exercise for a better back from BackCare

Manual handling training is provided to all staff.

Posters on notice boards about back pain

We participated in back care awareness week in October

Evidence

– Training records

– Visit to notice board during assessment

– Pictures of back care awareness campaign

Ensure that a return to work is managed appropriately and adjustments to the work is made if and when appropriate

Make reasonable adjustments to a job to enable an individual to return to work at an early opportunity. This could mean altering a task,

What systems do you have in place that would facilitate a member of staff returning to work?

Return to work interviews are undertaken by line managers or a member of the HR

45

equipment or workload

Manage the return to work as a staged process e.g. working reduced hours, partial home working etc

Where an individual cannot continue in their existing job consider offering alternative employment if practicable

Example of what a return to work policy might contain

Steps for managing sickness absence and return to work

Guidance on managing sickness absence and return to work in small businesses

Contact the Health at Work Advice Line for free advice on occupational health and return to work issues.

Department as laid out in the sickness and absence policy.

Adjustments are made where appropriate to accommodate phased returns including changes to working patterns and role expectations. Where adjustments are not reasonably practical, alternative roles within the business are considered.

Possible referral to contracted Occupational Health Specialist.

Evidence

– Sickness and absence policy

– Personnel records detailing phased returns to work on request

– Assessors could talk to willing staff members who have had reasonable adjustments made

46

SILVER LEVEL

COMMITMENT

Criteria Evidence Assessment (Official use only)

Staff health and wellbeing is a regular item in discussions between senior managers / owners

Formal or informal notes or records of meetings showing that staff and health and wellbeing has been discussed

For more information on the importance of senior management leadership have a look at leading health and safety at work

The Organisation has a Health and Wellbeing group which meet regularly and Health, Safety and wellbeing is discussed at monthly management team meetings and bi-monthly staff team meetings, Managers work alongside operational staff team and perform frequent evaluations. Evidence – Agendas and minutes of meetings

Establish a small working group to implement the action plan

Membership of the working group should include staff representative, health and safety representative and one or more of the following: human resources, and manager / supervisor

Records of the work of the group are available

Working group to have met on four or more occasions prior to accreditation

The Association has a Health and Wellbeing group that meet regularly to discuss Health, Safety and wellbeing issues and initiatives. Membership includes staff from all grades and departments, managers and the HR manager. Minutes of these minutes are recorded and retained. Evidence – Minutes of health safety and wellbeing

group and management team minutes

Creation of an open culture in which staff feel able to contribute to discussions and debates on organisation practice that impacts on their health and wellbeing

Feedback from all staff indicates that this is the case

Staff are able to contribute to discussions and debates on practice that impact on their health and wellbeing. Open discussions are held at team meetings and consultation takes place where changes are suggested that will have

47

an impact on staff such as flexible working, flexitime and leave arrangements. Staff are invited to make suggestions for activities for stress down days and are asked to compile an anonymous stress audit annually which provides them with an opportunity to talk about pressures and demands that may have an adverse effect on their health. Evidence – Annual stress audit reports – Stress risk assessment – Staff survey – Team meeting minutes – Intranet examination available on visit

Training

Details of training undertaken by staff

Comprehensive training records are held on the HR database for all staff.

COSHH; Food Hygiene; Safe food handling; Infection Control; Health & Safety; Manual Handling; Fire Safety; Heart Start (emergency first aid); Medicines Dispensing, and Positive Behavioural Management theory & practice

Stop Smoking Wales brief intervention training, Public Health Wales alcohol brief intervention training, mental health first aid training, stress awareness training etc

Any other training that staff have taken in relation to your industry sector.

Evidence – Training records

48

ENGAGEMENT

Criteria Evidence Assessment (Official use only)

Ensure all staff can receive and provide information

Arrangements are in place to encourage employees to give and receive information

Monthly individualised staff supervisions; Monthly team meetings, open door policy; Managers working on floor with staff team; Monthly Key worker meetings,

Staff receive regular information in relation to Health and wellbeing through team meetings and the Intranet provides information on a variety of health, safety and wellbeing initiatives and good practice guidance. Staff are encouraged to give any information in relation to Health and Safety at their one to one sessions with their line manager and raise concerns with the Corporate Services Manager when undertaking monthly Health and Safety checks in the workplace. Evidence – Line managements, team meetings and

monthly health and safety checks.

Engage employees in consultation

Staff representatives have an opportunity to discuss and comment on organisational changes and decisions with senior managers / owners

Find out more about why engaging with employees is so important from this ACAS booklet

Staff are consulted with when changes are suggested and are also encouraged to bring forward suggestions. Staff appraise plan against a criteria to measure workability from their perspective, this often creates changes and improvement. Key worker roles push decision making and operational practices at staff team to manage.

49

Evidence – consultation with Board and management – minutes of meeting where consultation has

taken place

Measure staff satisfaction

Develop a method of gauging staff satisfaction e.g. by survey, formal or informal group discussion, etc

Action is taken on the feedback received from the above

An Annual Staff survey is undertaken which provides the opportunity to comment on potential issues or concerns. The results of this annual survey are subsequently reported to the Human Resources Committee and subsequent actions taken. Recent Staff survey plus action plan afford a qualitative assessment taken during informal meetings and supervisions. 2011 staff survey and IIP feedback report. All staff given a copy of the final staff survey report. Low employee turnover and sickness absence levels. Evidence – Annual stress survey and subsequent

reporting

Ensure that employees understand and are part of ‘the bigger picture’ of the organisation

Staff receive updates on the current position of the organisation

Staff are able to comment on the above to senior managers / owners

Staff receive regular updates through team meetings and line managements and the Intranet has been developed to ensure constant engagement with our employees. Feedback is always welcomed and new ideas and initiatives welcomed with concerns acted upon. Staff are provided with access to all policies and procedures in a variety of formats with a comprehensive staff handbook detailing current terms and conditions and their rights to engage and consult with senior managers. The business has an open door policy where staff

50

are encouraged to discuss any areas of concern. Evidence – Staff handbook – Policies and procedures – Communication strategy – Stress down days – Staff away days – Feedback following board and senior

management strategy days

Encourage employee representatives to be involved in the health and wellbeing process

Staff are encouraged to take part in health and wellbeing activities

Staff are encouraged to take responsibility for some health and wellbeing activities

Find out more about the benefits of involving staff in health and wellbeing activities

Staff are encouraged to take part in health and wellbeing activities and the business purchases fruit for all staff one day per week to encourage healthy eating. Individuals are encouraged to take responsibility for some of the health and wellbeing activities with a nominated member promoting and encouraging others to participate. This year one staff member has encouraged others to participate in a half marathon in aid of charity . A number of staff have joined a local Weight Watchers group and their success is avidly being followed by all members of staff. The organisation contributes to 50% of this wellbeing initiative. Involvement of different members of staff is promoting the health and wellbeing agenda within the business and gaining more buy in from staff members, Staff are joining in charity walks and bike rides. Evidence – Photos of staff participating in events

51

MANAGING PRESSURE AND STRESS

Criteria Evidence Assessment (Official use only)

Ensure that staff have an opportunity to comment on their job demands, job role and training needs

A mechanism is in place to allow staff to discuss with their manager / employer issues related to their job. This can be done formally e.g. a performance review system or informally e.g. regular discussions with their manager / supervisor

Find out more about how to manage stress

The Organisation undertakes an annual stress audit which offers employees the opportunity to comment on a variety of areas including relationships, support, demands, change, role and human factors.

Staff are able to discuss these issues at line managements meetings held at least every other month and also have an annual appraisal.

Evidence

– line management meetings

– Annual appraisal

Identify the risks associated with the job that might impact upon an employee’s wellbeing

Ensure there is the facility in place to assess the risks associated with an individual’s job role e.g. a risk assessment process

In consultation with the employee an action plan is developed to address identified areas from the above

Ensure the assessment is regularly reviewed e.g. annually

Find out more about the stress risk assessment

The Organisation operates a robust risk management policy which identifies potential risks and allows for actions to be taken to mitigate against those risks. Risk assessments are undertaken for lone workers, drivers and for those using display screen equipment with assessments reviewed annually or sooner if required. Assessments are noted on the HR database and managers monitored to ensure relevant reviews are undertaken.

52

process

Use the HSE Management Standards to help identify what factors to include in risk assessments

Evidence

– Risk assessments

– Risk management policy

Create a culture that does not tolerate inappropriate behaviour among all employees

Develop a statement / guidelines showing the organisation’s commitment to having a culture that promotes positive behaviour among all staff and does not tolerate inappropriate behaviour e.g. bullying and harassment

Ensure the above is commutated to all staff

Provide managers with the knowledge of how to deal with any situation that may arise

Find out more about developing positive mental health living at work with this workplace toolkit

You can access online training/awareness modules for managers and team leaders about managing emotional wellbeing

You can access an example framework for line managers behaviour to help manage stress at work

The Organisation has a friendly and cohesive working environment and there are policies in place to ensure staff are aware that inappropriate behaviours such as bullying, harassment and discrimination are not tolerated. Staff are made aware of these policies on induction and information is contained within their employee handbook and the association’s code of conduct. Managers are supported to deal with any situations that may arise with support where required from the HR department and employees are encouraged to raise any concerns with their line manager or the HR department. The annual stress audit also asks if there are any incidents of bullying or harassment, the results of which are analysed by the Corporate Services Manager and appropriate action taken to resolve concerns or conflict.

Evidence

– Bullying and harassment policy

– Single equality scheme

– Annual stress audit

– Employee Code of Conduct

– Staff handbook

Provide employees access to support mechanisms when appropriate

The Organisation is flexible in its approach and attempts to accommodate staff when

53

Where possible, allow staff flexibility in their work patterns when experiencing personal difficulties

Consider offering access to support e.g. their family doctor, counselling, Human Resources specialist etc., if and when appropriate

Find out more about grant funding for practical support for employees with a disability, health, or mental health condition from Access to Work

Find out more about support available from section 6 on resources and information in this toolkit.

experiencing personal difficulties through a flexible working policy, special leave arrangements, line management support or reduced hours. The business offers a private health plan to all its employees which encompasses access to specialists and a free stress line. In addition to this we fund access to a private counselling service which is external to the business and 100% funded whilst at the same time providing employees a guarantee of complete anonymity and confidentiality to those who access the service. Time off for appointments is also allowed.

Evidence

– Impact counselling

– Flexible working policy

– Absence management policy

– HSF plan

Provision of information regarding the prevention of stress and the promotion of wellbeing

Leaflets, booklets / posters made available to staff giving them information on how to better manage stressful situations

Provide one awareness raising activity on the management of stress and the promotion of wellbeing

Help get some ideas for awareness raising events from the mental health for workplace toolkit.

Contact the Health at Work Advice Line for free advice on occupational health and return to work

Information is made available to all employees through the use of notice boards, team meetings and the staff intranet. To raise awareness the organisation organises an annual stress down day following the annual stress audit. Wellbeing is promoted through healthy eating activity and the encouragement of physical activity as well as ongoing monitoring of peoples emotional wellbeing at line management sessions.

Evidence

– Annual stress down day

54

issues. – Staff Intranet

– Stress Audit

55

GOLD LEVEL

BUSINESS OUTCOMES

Criteria Evidence Assessment (Official use only)

Monitor participation in organisation supported healthy lifestyle projects such as physical activity, healthy eating and smoking cessation

A simple questionnaire is developed and used to gauge staff involvement in organisation supported activities or discussions with staff

Staff are encouraged to be involved in healthy lifestyle projects and this year the Organisation is using its nominated charity to promote this. The Organisation will be holding a charity bike ride at its offices in May which all staff will participate in. A contribution is paid towards either healthy eating classes or gym/fitness class memberships to further encourage participation. The team have lost an astounding 9.5 stone over the last year since promoting this initiative. Fruit is purchased weekly to encourage healthy eating and staff swap healthy eating recipes. Information regarding healthy eating is available through the staff intranet. Participation in occupational nurse review. Many staff keen to understand more on wellbeing initiatives to address energy levels and improve weight loss success Evidence – intranet – Health and wellbeing expense forms

Have in place a mechanism for recording sickness absence and identifying any trends

Records of sickness absence kept

The organisation has a robust absence management policy and comprehensive records are retained on the HR database.

56

Analysis of sickness absence levels and reasons for absence

Description of appropriate action taken to address identified trends

Find out more about managing sickness absence and preventing it becoming job loss

Sickness absence levels are reported and monitored monthly to the senior management team and quarterly to the Board of management via the quarterly HR Return .These are analysed and emerging trends are noted and raised where relevant. Return to work interviews are conducted where patterns emerge or absence is above the Bradford score (formula used mainly to monitor persistent short term absences). Where there have been long periods of absence working patterns are considered such as phased returns and shortened working hours to enable staff to return to work more flexibly. Evidence – Absence management policy – Quarterly HR Return – HR Database-visit – Employee files-visit – Return to work interview pro forma – Absence management policy

Have in place a way of identifying the reasons that staff give for leaving the organisation

A record of the reasons why staff are leaving the organisation that is used to identify any health and wellbeing related issues that are causing the staff to leave

All staff leaving the organisation complete an exit questionnaire accompanied by an exit interview. The questionnaire covers work pressure, hours of work, culture, working environment, work life balance and health as just a small part of the interview. The annual stress audit also assists in identifying any health and wellbeing related issues which would be dealt with to avoid loss of staff at an early stage.

57

. Evidence – Exit interview – Stress survey – Result of stress audit

58

ENVIRONMENTAL AWARENESS

Criteria Evidence Assessment (Official use only)

With your staff, jointly develop realistic key objectives for improving environmental awareness and activity in the organisation

A working document / action plan clearly specifying your aims and timescales for improvements in environmental performance. This should be jointly developed between staff and management

Green Dragon environmental standard guidance on writing an environmental policy

Find out more about making your supply chain greener from the Environment Agency

The Organisation has an environmental action plan and achieved the Green Dragon Level 2 award for the third consecutive year in 2012. Evidence – Green Dragon Award level 2 – Environmental action plan – Environmental policy

Hold regular progress reviews in working towards your targets

Frequently monitor and report on your progress against the aims and targets you set for environmental performance

The environmental action plan is reviewed on an ongoing basis to measure progress and assesses on a yearly basis to ensure the organisation is meeting the required standard to attain Green Dragon Level 2 accreditation Evidence – Environmental action plan

Encourage car sharing, cycling to work, and use of public transport

Consider whether all work journeys are necessary and encourage use of public transport

Promote cycling to and from work and car sharing schemes

Find out more about the support Sustrans can provide to workplaces about active travel schemes and also, contact a travel plan coordinator from Traveline Cymru

Due to the nature of roles within the business car sharing is not always possible as there is an expectation for travel between our properties. However staff who live in similar geographical areas have now commenced this on a trial basis and it appears to be working well. For those who live close enough to the office they walk to work and the business is currently looking at cycle purchase as part

59

to help you develop your sustainable travel plan.

Promote local and national cycling and walking routes

of a salary sacrifice scheme. The association only allows the purchase of company car vehicles with below 120g Co2 emissions. Evidence – company car policy, cycle to work

routes, public transport information.

Monitor electricity usage

Implement informal ‘turn off’ policies e.g. printers, photocopiers, computer monitors, lights

Turn down heating, air conditioning etc especially in corridors and storerooms

Replace spent light bulbs with energy saving ones

Find out more helpful ideas to make improve your organisations’ sustainability at Help Wales reduce its carbon footprint

The organisation has a turn off policy with automatic turns off set on all pc, monitors, printers and copiers in the evening/weekend. Air conditioning is set on a timer basis to measure electrical usage and energy efficient lights are used where possible. All (broken?) lights are removed from the premises by contractors with an official waste carrier license as part of our environmental awareness practices. Staff are encouraged to turn off lights and sockets that are not being used Evidence – Environmental awareness plan – Environmental policy

Reduce, reuse and recycle your office waste

Encourage staff to reduce what they print and double side print where possible

Introduce a recycling scheme for all office waste

Use environmentally friendly cleaning products where applicable

Find out more about reusing and recycling waste at WRAP Cymru

All paper is recycled and staff are encouraged to print double sided where possible. There are recycling bins provided throughout the office and staff kitchen with all plastic, cans, tins and paper recycled on a continuous basis. As part of our COSHH policy cleaning products containing bleach are not used within the office. We also use electric hand dryers to reduce paper waste. Stationery

60

such as files , plastic jackets and dividers are recycled and reused. Evidence – Site visit – Environmental policy

61

ATTENDANCE MANAGEMENT

Criteria Evidence Assessment (Official use only)

Identify problem areas

Consult with employees to identify what issues may have an impact directly or indirectly on absence levels

Keep absence information to help identify causes and trends of sickness absence

Use the above information to identify and improve issues that could contribute to staff absence

Short guidance document on managing sickness absence in small businesses

Guidance for employers and line managers on the use of the fit note

Attendance is monitored robustly and where there are areas for concern, consultation with relevant employees occurs. All factors are considered including personal problems, stress and work life balance. Where there are outside factors staff are offered flexible working to accommodate their personal needs and encourage attendance at work.

Absence information is retained on the HR database and also on employees personnel files.

Reports are prepared and monitored monthly, quarterly and annually to analyse trends of sickness absence and issues raised where relevant.

A stress audit is held annually

Staff receive line management meetings every 6-8 weeks where any concerns can be discussed and solutions found.

Evidence

– HR Database

– Employee files

– Quarterly HR Returns

– Annual HR Returns

Consider the work environment

Consult with staff on the working environment

The office environment is pleasant with plenty of ventilation, lighting and heating.

62

Identify where the workplace might be improved in order to make it a better place to work e.g. identify and remove any safety hazards, provide fresh drinking water, introduce plants and greenery

The conditions within the office are monitored as part of the monthly Health and Safety checks and staff have the opportunity to raise any issues or concerns both at line management and Staff Team meetings.

Fresh filtered drinking water is provided to all staff as well as low calories squashes and a variety of hot beverages including herbal teas and decaffeinated coffee.

There is a mixture of real and artificial plants within the office to oxygenate the air and for aesthetic reasons.

Evidence

– Office visit

Develop a consistent approach to managing absence

Develop an approach to managing absence that includes managers / supervisors interviewing staff on their return to work

Communicate this approach to all staff ensuring that they can benefit from it as much as the organisation can

Ensure managers / supervisors are trained to deliver and carry out the procedures

Managers indicate that they participate in the process and that agreed actions are followed up

Find more information on support for managers for managing return to work following long term sickness

Contact the Health at Work Advice Line for free advice on occupational health and return to work

Return To Work Interviews following absence undertaken on first day of return (or as soon as possible to that day);

Staff are provided with a copy of the sickness absence management policy as part of their terms and conditions and within their staff handbook on commencement of employment.

The organisation offers generous sickness terms and conditions . However we have consistently low absence levels with very few causes for concern.

Actions following return to work interviews are followed through and flexible working patterns discussed on return from long term absences. Managers work with the HR department to ensure follow up where

63

issues. required.

Evidence

– Employee files (within the boundaries of confidentiality)

– Return to work interviews

– Sickness absence policy

– Terms and conditions

Encourage more flexibility in working practices

Consider introducing flexible working patterns to enable staff to balance their work / life commitments. These might include home working, part time working, flexi time, annualised working hours, job sharing etc.

Consult with staff on flexible working if appropriate

Find out more about managing sickness absence and preventing it becoming job loss

Flexible working procedures available within staff handbook (family friendly/flexible working practices) and several types of employment contracts currently in operation.

Flexi approaches matched to need – defined & listed within employee handbook. Flexi time and flexible working hours to accommodate individuals’ needs. This includes compacted weeks, part time working , phased returns and in exceptional circumstances working from home , i.e. severe weather , childcare issues.

Staff are consulted on their terms and conditions including flexible working and are listened to by senior management and the Board. An example of this would be proposed changes to the core hours which staff did not agree with. Relevant consultation was held and a compromise reached.

64

Evidence

– Flexible working policy

65

Lifestyles

TOBACCO

Criteria Evidence Assessment (Official use only)

Ensure it complies with the legislation – Smoke Free Premises etc. (Wales) Regulations, 2007

Signage displayed correctly

Smoking banned in all enclosed and substantially enclosed areas

Smoking banned in all organisation vehicles

For guidance on smoke-free legislation and signage visit Smoking Ban Wales

The organisation premises are smoke free in line with 2007 regulations with the relevant signage displayed around the office and communal areas. Staff are prohibited from smoking within company cars and have to display signs within the car demonstrating this. Evidence – Smoke free policy – View signage during visit

Be involved with the No Smoking Day Campaign – a major annual event to promote smoking cessation

Active involvement in No Smoking Day through the display of posters and making available to staff smoking cessation materials.

Find out more information about smoking related campaigns:

No Smoking Day

World No Tobacco Day

Stoptober

The organisation hosts a No Smoking Day campaign which this year was held in March 2011 and again in 2012.The event consisted of pre-event promotion, signage and displays and the provision of support numbers. Whilst we no longer have any smokers within the workplace, we still held this event to widen awareness to the families of those working for FCHA. Evidence We also utilised social networking sites , Facebook and Twitter to demonstrate our support for this event.

Publicise the number of the Stop Smoking Wales service and make available to staff information

The telephone number of Stop Smoking Wales is prominently displayed within the

66

on the benefits of smoking cessation

The Stop Smoking Wales telephone number (0800 085 2219) is displayed in the workplace

Find out more information on Stop Smoking Wales’ support services, including workplace based smoking cessation session

Other smoking cessation support services include;

Ash Wales, Stub and Quit

office and also cessation advice is promoted through the organisations staff intranet. Evidence – Site visit – Intranet

67

HEALTHY EATING

Criteria Evidence Assessment (Official use only)

Provide staff with practical information on eating healthy and its benefits and participate in one activity per year to highlight / raise awareness of healthy eating

Notice boards

Posters

Leaflets

Web links to appropriate sites

If available, intranet site

Make staff aware of wellbeing clinics where appropriate

Taster sessions e.g. recipe swapping, smoothies

For good practice ideas visit healthy eating challenges, Change4Life Employers Guide, Working Well, or the Business in the Community healthy eating toolkit

Download or order posters of the Eatwell plate from the Food Standards Agency [link]

Health promotion leaflets which can be ordered for free from Public Health Wales, and find out what health campaigns are happening using this events calendar

Nutritional campaigns developed from employee survey; review and improvement of food purchasing policy and practices; overhauling internal menus for staff and service users;

Promotion of leaflets and posters on healthy eating to staff & Service Users – portion sizes and nutrition monitoring of SU – Eat Well plate.

Wellbeing Clinic partnership covering other approaches to Health & Wellbeing

Occupational nurse individual feedback, using eat well plate given to each staff member

Staff are provided with advice on healthy eating through leaflets and posters displayed on notice boards within the nursery.

The organisation runs a number of activities throughout the year. These involve healthy recipe ‘bring and swap’ days, healthy masterchef competitions, and linking into a local food co-op to source local fresh produce.

There is also a fruit bowl always fully

68

stocked in the staff kitchen.

Evidence

– Site visit

– Notice boards

– Event photographs

Promote the safe preparation and storage of food that workers bring to work

Information on the importance of hand washing

Information on the safe storage of food

Leaflets, posters etc on hygienic preparation of food

Provision of refrigerator(s)

Information is displayed in the food preparation areas detailing the importance of hand washing. This is also included in food safety training.

Antibacterial and hand sanitisor provided

Healthy eating information is displayed in staff kitchen and notice board.

Staff refrigerators are available to store their own food.

Food hygiene safety courses (foundation)

Evidence

– Site visit

– Monthly health and safety checks

Provide suitable and accessible facilities for breast feeding mothers when appropriate

Space that is private and not part of a toilet available for mothers to use with suitable refrigerated storage for expressed milk

Whilst not currently relevant, the organisation does have an office which could be made available for breast feeding mothers. The room is spacious and has blinds for privacy. There are suitable

69

Note: This is only required to be provided in circumstances when expressing of milk is needed

refrigerated storage facilities within the office area.

Evidence

– Site visit

Ensure that healthy choices are available at working lunches and business functions, these might include:

Unsweetened fruit juice and water

Sandwiches made with thick cut bread and small amounts of low fat spread with brown / whole grain bread options and which are salt free

Provision of fruits and vegetables as part of the meal

Availability of skimmed or semi-skimmed milk

Healthy choices are available at working lunches which include unsweetened juice, water, brown bread, crudités and salads.

All lunches and tea cooked for children and staff are based on healthy, low salt recipes.

Semi skimmed milk is available and where requested skimmed milk is also purchased.

Menu planning involving fruit and vegetables as part of a balanced and healthy diet

If vending machines are present on site then ensure that healthy choices are available

Low calorie drinks and water

Unsalted nuts and dried fruits

Cereal bars

Guidance on healthy vending at work

Not Applicable - There are no vending machines present on site.

or

The vending machines have a variety of items available that include low calorie drinks and snacks, such as fruit, cereal bars and healthy options sandwiches and wraps.

Evidence

– Site Visit

70

PHYSICAL ACTIVITY

Criteria Evidence Assessment (Official use only)

Encourage staff to undertake physical activity

Provide information on how to increase physical activity both within and outside of the workplace e.g. leaflets, posters etc

Suggest ways of becoming more active within work e.g. ‘take the stairs’, park away from the premises or get off a bus one stop earlier, introduce walking meetings, walking at lunchtime, promote cycling / walking to and from work

Access funding opportunities to help introduce exercise activities

For good practice ideas visit getting active at work challenges, Change4Life Employers Guide, Working Well, Sustrans or Sport Wales

Health promotion leaflets which can be ordered for free from Public Health Wales

Encourage staff to walk, swim, garden & clean home with service users to form part of their daily exercise regime, household routines require all rooms & floors to be used.

Staff have free use of external pool, if brave enough, as water not heated! And sun screen supplied in summer when staff out walking with Service Users

Staff are encouraged to take part in physical activity and we hope to start a walking club this summer. A few staff also play badmington after work and attend a Zumba class together.

The organisation contributes towards gym memberships which has seen a significant increase in staff becoming more active.

All staff were offered employee health screening for the first time in 2011 to raise awareness of issues such as lung capacity, BMI, blood pressure, blood sugar and other areas which has prompted further interest in physical activity.

We are now linking our health and wellbeing initiatives with our nominated charity and will be undertaking a sponsored bike ride in May of this year at our offices.

71

Exercise bikes have been provided for staff to use in their lunch periods.

Information regarding physical activity is retained on the organisations intranet.

Evidence

– Intranet

– Health wellbeing expense forms

– Site visit

Promote the health benefits that can be gained through increased physical activity

Provide information on the health benefits of physical activity e.g. web links to British Heart Foundation site

Find out more information on health benefits from the British Heart Foundation, NHS Direct Wales and the NHS Live Well website

Health benefits are promoted through awareness raising sessions and the intranet has links available for all staff to the British Heart Foundation.

By contributing to gym memberships we are further promoting the benefits of physical activity as well as one to one sessions with an occupational health therapist as part of the health screening programme recently implemented.

Safe notice board; leaflets and notices, promotion of well Neath web site –

On site occupational nurse and wellness survey – nearly all staff took part. Physical exercise leaflets, attached to payslips

Evidence

– Intranet

– Employee health screening report

Hold one activity annually to highlight / raise awareness of physical activity

Encourage staff to take part in at least one event that supports exercise e.g. Race for Life, sports

Staff participation in an array of personal exercise events – gym, assault courses, distance running, garden, keeping house &

72

competitions among other organisations, corporate sponsorship for activities, aerobic classes for staff etc.

Find out what health campaigns are happening using this events calendar

cleaning

All staff will be taking part in our charity bike ride to raise funds for our nominated charity Velindre in May of this year. A number of females within the office have also signed up for Race for Life in July 2012.

We are also linking health and well-being to community engagement and will be working on a tenants garden in the summer of 2012 to put a different slant on physical activity and raise awareness that activity can be achieved through a number of means other than gymnasiums.

We carried out a climb Everest team challenge where stairs were climbed by each team until the height of Everest was reached and the first team to complete won

73

ALCOHOL and WORK

Criteria Evidence Assessment (Official use only)

With your staff, jointly develop an approach to becoming alcohol free within work

Consult with staff representatives on an acceptable approach for the business taking into account health and safety needs.

Find out more about staff consultation and access sample drugs and alcohol policies from this Health, Work and Wellbeing guidance from ACAS

Alcohol and drug policy which clearly outlines a strict no alcohol policy within work time.

All staff have access to the policy which states the organisations expectations but also offers support mechanisms which the organisation will follow should they uncover issues of alcohol abuse/concern for an employee.

Contractual & employee handbook; safety briefing covering alcohol & drugs at work, seeking opinion our approach.

Evidence

– Drug and alcohol policy

Develop guidelines for managers to ensure a consistent approach

Decide on how the employer / manager / supervisor will manage an employee attending work in an intoxicated state or ignoring the rules on alcohol at work i.e. a disciplinary issue

Ensure managers / supervisors are briefed on how to implement the guidelines in a consistent manner

Ensure the guidelines are communicated to all staff including contractors / agency staff

Find out more in this guidance for managers regarding alcohol and drugs in the workplace

The alcohol policy details how the organisation should manage an employee attending work in an intoxicated state including potential disciplinary investigations and hearing.

All policies are implemented in a consistent manner and monitored by a Senior manager who provides line managers with support in these instances.

Policies are also made available via the intranet and computer systems within the workplace as well as the staff handbook.

Evidence

74

– Drug and alcohol policy

– Staff handbook

Identify clear avenues of support for those who have been identified as using alcohol inappropriately

Develop an internal line of support for those who need help or advice on an alcohol issue. This may include the manager, human resources / welfare officer, occupational health specialist, counsellor etc.

Referral to an external agency where appropriate

Some external support can be available from;

Drinkwise Wales

Alcohol Concern Cymru

Change4Life Cymru

Alcoholics anonymous

Dan 24/7

For those identified with alcohol or drug issues there is a strong line of internal support which includes the direct line manager, human resources department and external counselling.

The organisation funds a private external confidential counselling service to all its staff and Board and is also able to provide access to public bodies such as drug and alcohol support teams.

Whilst providing support the organisation acknowledges this is a specialist area and always encourages employees to seek specialist advice.

Published a clear policy and practices to address such occurrences; employee team briefing subject

Direct care workers designated as safety sensitive within employment contract. Possible policy adjustments to include random alcohol at work testing – support worker positions graded as safety sensitive. Provision of breathalyser for staff who feel they may still be over the limit, the morning after.

Evidence

– Drug and alcohol policy

– Staff handbook

Promote responsible drinking Responsible drinking limits were raised

75

Raise awareness of responsible drinking limits to all staff.

You may find the following resources helpful

Drink wise Wales

Change4Life Cymru

NHS Live Well

through our awareness campaign detailed below. Feedback has suggested that this session has raised awareness with people realising they were exceeding the recommended weekly allowance for their gender.

Employee screening sessions held in 2011 also promoted people to monitor their drink usage and those that exceeded the weekly suggested intake were advised of this at their confidential screening.

Employee briefing addressing safe limits and alcohol at work. Provision of breathalyser for private self testing, the morning after.

Resources such as the alcohol wheel and visual bar were loaned in our campaign.

Evidence

– Photographs

– newsletters

Raise awareness of the impact of drinking on employee wellbeing

Implement one awareness raising activity on the potential dangers of alcohol abuse

You may find this alcohol awareness toolkit helpful in planning awareness raising events

Health promotion leaflets which can be ordered for free from Public Health Wales, and find out what health campaigns are happening using this events calendar

An awareness session at a recent away day which addressed the affects of alcohol and the units contained within drinks. To encourage participation we made this event fun and engaging but feel the message was delivered in an effective way. We were able to hold this event through the loan of a pack from PHW.

Issued an employee briefing stating alcohol and drugs don’t mix with work, explaining consequences of using alcohol at work.

76

Breathalyser provided if staff in any doubt

Evidence

– Photographs

– Newsletters

– Resources used

77

DRUGS and WORK

Criteria Evidence Assessment (Official use only)

With your staff, jointly develop an approach to prevent the use of drugs before and during work

Clarify the organisation’s stance on taking drugs before and during work

Ensure that a distinction is made between illegal substances and prescription drugs

Consult with staff representatives on an acceptable approach for the business taking into account health and safety needs

Find out more about staff consultation and access sample drugs and alcohol policies from this Health, Work and Wellbeing guidance from ACAS

We have an alcohol/drug policy which clearly outlines the use of drugs within work time/place.

All staff have access to the policy which states the organisations expectations but also offers support mechanisms which the organisation will follow should they uncover issues of drug abuse/concern for an employee.

Evidence

– Drug and alcohol policy

Develop guidelines for managers to ensure a consistent approach

Decide on how the employer will manage an employee attending work in an inappropriate state or ignoring the rules on the use of drugs at work i.e. a disciplinary issue

Ensure managers are briefed on how to implement the guidelines in a consistent manner

Ensure the guidelines are communicated to all staff including contractors / agency staff

Find out more in this guidance for managers regarding alcohol and drugs in the workplace

The drug and alcohol policy details how the organisation should manage an employee attending work in an inappropriate state including potential disciplinary investigations and hearing.

All policies are implemented in a consistent manner and monitored by a Senior manager who provides line managers with support in these instances.

Policies are also made available via the intranet and computer systems within the workplace as well as the staff handbook.

All guidelines and intent contained with employee handbook. Handbook refreshed and promoted periodically to staff team

78

Evidence

– Drug and alcohol policy

– Staff handbook

Identify clear avenues of support for those who have been identified as misusing drugs

Develop an internal line of support for those who need help or advice on a drug related issue. This may include the manager, human resources / welfare officer, an occupational health specialist, counsellor etc.

Referral to an external agency where appropriate

Some external support may be available from:

Dan 24/7

FRANK

Drug Scope

Narcotics Anonymous

Appointed a local occupational health specialist to arrange support mechanisms and advise employer via referral once condition diagnosed.

For those identified with alcohol or drug issues there is a strong line of internal support which includes the direct line manager, human resources department and external counselling.

The organisation funds a private external confidential counselling service to all its staff and Board and is also able to provide access to public bodies such as drug and alcohol support teams.

Whilst providing support the organisation acknowledges this is a specialist area and always encourages employees to seek specialist advice.

We acknowledge that those affected by drug abuse need support as well as guidance and choose to provide a supportive stance wherever possible encouraging employees to be open with the organisation should they have such a problem.

Evidence

– Drug and alcohol policy

79

– Staff handbook

80

Raise awareness of the impact of taking drugs on an employee wellbeing

Implement one awareness raising activity on all types of drugs and their effects including the dangers associated with over-the-counter medicines and prescription drugs

Raise awareness of warning signs which may indicate the use of illegal substances in work

The staff intranet has a number of useful links and pages raising the awareness of potential drug abuse.

There is also information displayed on the organisations intranet which is accessible to all staff.

Staff are supported where there concerns around substance misuse and free confidential counselling is offered by the organisation.

The organisation held a drug awareness week in March utilising the material provided by Public Health Wales.

Team Briefing - Drink and drugs at work briefing and how it affects performance ‘Drink, Drugs & Work don’t mix’ – briefing also discussed the differences between drugs & medication

Evidence

– Photographs of event

– Intranet

– newsletters