General Principles

  • This procedure applies to all employees. It does not apply to agency staff or self-employed contractors. This procedure is non-contractual and we may amend it at any time, or vary it as appropriate to a particular case. We may also choose to divert from the grievance procedure if this is appropriate in the circumstances.
  • It is our policy to ensure that all employees have access to a grievance procedure to help deal with any formal grievances relating to their employment fairly and without unreasonable delay.
  • Issues that may cause grievances include the following but may also involve other matters:
  • terms and conditions of employment;
  • health and safety;
  • work relations;
  • bullying and harassment;
  • new working practices;
  • working environment;
  • organisational change; and
  • discrimination.

 

Using this procedure

  • If you have difficulty at any stage of the Grievance Procedure because of a disability or because English is not your first language, you should discuss the situation with the person hearing your grievance as soon as possible.
  • This Grievance Procedure should not be used to complain about dismissal or disciplinary action. If you are dissatisfied with any disciplinary action, you should submit an appeal under the disciplinary procedure.
  • Written grievances will be placed on your personnel file along with a record of any decisions taken and any notes or other documents compiled during the grievance process.

 

Raising concerns informally

  • Most minor concerns can be resolved quickly and informally through discussion with your line manager.
  • If your concern cannot be resolved informally and/or if you consider it to be serious in nature you should raise a formal grievance following the procedure below.

 

Raising a Grievance

 Step 1: Written Grievance

  • You should put your grievance in writing and submit it to the HR representative. If your grievance concerns HR you may submit it to the COO.
  • The written grievance should set out the nature of the complaint, including any relevant facts, dates, and names of individuals involved so that we can investigate it.

 Step 2: Investigation

  • In some cases it may be necessary for us to carry out an investigation into your grievance. The amount of any investigation required will depend on the nature of the allegations and will vary from case to case. It may involve interviewing and taking statements from you and any witnesses, and/or reviewing relevant documents.
  • You must co-operate fully and promptly in any investigation. This may include informing us of the names of any relevant witnesses, disclosing any relevant documents to us and attending interviews, as part of our investigation.
  • We may initiate an investigation before holding a grievance meeting where we consider this appropriate. In other cases we may hold a grievance meeting before deciding what investigation (if any) to carry out.

Step 3: Meeting

  • We will arrange a grievance meeting with you unless this is not possible or not required. The purpose of this meeting is to enable you to explain your grievance and how you think it should be resolved, and to assist us in reaching a decision based on the available evidence and the representations you have made.
  • You may bring a companion to the grievance or appeal meeting under this procedure. The companion may be either a trade union official or a fellow worker. You must tell the person dealing with your grievance who your chosen companion is, in good time before the hearing.
  • We will usually write to you to confirm our decision within five working days of the grievance hearing and notify you of any further action that we intend to take to resolve the grievance. We will also advise you of your right of appeal.

 Step 4: Appeals

  • If the grievance has not been resolved to your satisfaction you may appeal in writing, stating your full grounds of appeal, within five working days of the date on which the decision was sent or given to you.
  • We will hold an appeal meeting. If possible, this will be dealt with by a different person who has not previously been involved in the case. You have a right to bring a companion (see above).
  • We will usually confirm our final decision in writing within five working days of the appeal hearing. This is the end of the procedure and there is no further right of appeal.