Sickness Absence Policy - June 2025
In this section
- 1. Introduction
- 2. Scope
- 3. Definition and General Principles
- 4. Responsibilities
- 5. Reporting Procedures
- 6. Absences of ½ day or less
- 7. Employees with two or more posts
3. Definition and General Principles
Sickness is defined as ‘incapacity to carry out the duties and responsibilities which you are contractually obliged to do because of your illness or accident’. This policy sets out principles for you and your manager to ensure fairness and transparency when managing sickness absence through:
- Proactively working to promote a healthier workforce.
- Ensuring you understand and comply with the appropriate reporting procedures and certification requirements.
- Seeking medical advice, if appropriate, to determine whether there is any underlying medical cause for your absence.
- Being particularly sensitive when absences are caused by personal or family reasons.
- Showing a reasonable degree of tolerance and empathy towards your sickness absence, while at the same time doing what is possible to support you to improve.
- Checking whether or not your absence is work or non-work related, for example as a result of personal or workplace stressors or due to a mental health condition (Please refer to Mental Health in the Workplace Policy for support and advice).
- Holding Return To Work discussions with you.
- Monitoring absence levels and undertaking a meeting when your absence hits sickness absence trigger points.
- Considering ‘reasonable adjustments’ for you if you have a long-term health condition which has an impact on your ability to undertake day to day activities.
- Using this policy when necessary to end your employment if you are unable to attend work on a regular basis because of ill health capability.
All permanent and temporary, full-time and part-time employees (subject to minimum service requirements) are eligible to receive Occupational Sick Pay (OSP) under the NJC terms and conditions of employment, subject to the conditions outlined in this policy.
We are committed to supporting you during periods of sickness absence. If your sickness absence falls within the definition of the Equality Act 2010, in respect of a disability or other protected characteristics, reasonable adjustments will be considered utilising the Disability: Reasonable Adjustments Guide, the Menopause Guide or other related guidance, as appropriate. We will work with you to identify what reasonable adjustments may help you to attend work regularly.
You should be aware that reporting as sick when the reason is due to the illness or accident of others is not appropriate. If you need time off work or a period of flexible working to work around your commitment to others, e.g. a dependent’s care needs, you can ask for support and make a request via your line manager through other policies such as Flexible Working or Time Off Policies.
If your absence is as a result of a recent bereavement this can be supported with compassionate leave.
Sickness absence during pregnancy regardless of the reason will be recorded in line with sickness absence reporting procedures. If you are sick during your pregnancy your line manager will continue to conduct a ‘return to work’ meeting and the ‘employee support meeting’ as appropriate. These meetings provide an opportunity to discuss any appropriate adjustments that may be required to support you during your pregnancy and also to review your pregnancy risk assessment. However, pregnancy related absence will be discounted for the purpose of managing absence through all formal stages of this procedure.
Pregnancy related sickness absence that occurs in the four weeks before the baby’s expected due date automatically triggers the start of maternity leave.
procedures outlined within this policy and procedure. If you have an accident or injury when undertaking your duties you are required to report this as soon as reasonably practicable to your line manager (or an alternative premises manager if working in a different location) in line with the accident, incident or near miss reporting procedures. Your manager may refer you to the Occupational Health Centre following a work-related injury after seeking the advice of a Health & Safety Advisor.
Absence in respect of normal sickness is entirely separate from absence because of contracting an industrial disease, or as a result of an assault or accident at work. Periods of absence in respect of one shall not be set off against the other for the purposes of calculating entitlement under the sick pay scheme.
All data relating to your health is, by its very nature, confidential information and will only be shared with your line manager, Human Resources and Occupational Health personnel. Information will not be disclosed to a third party without prior consent.
If you are absent on long term sick leave you will continue to accrue your holiday entitlement and can request to take this at a later date (contractual holiday entitlement accrues for a period of continuous sickness absence of up to 4 weeks after which time statutory holiday entitlement accrues only). If you are on long term sick leave and wish to take annual leave you should apply to take your holiday entitlement while on sick leave in the same way as if you were still at work.
If you become sick or are injured whilst on holiday you may request to transfer to sick leave subject to meeting qualifying conditions.
Please refer to the Annual Leave and Holiday Pay Policy.