Health & Wellbeing | Sport Wales

30. Sickness Absence Policy

Last review: May 2023

Next review: May 2026

30.1 Introduction

This policy sets out Sport Wales’ approach to sickness absence. The policy applies to those on permanent and fixed term contracts.

Sport Wales recognises the benefits of staff health and wellbeing, this policy is aimed at managing sickness absence in a pro-active manner which caters to the needs of individuals.

We are committed to providing high standards of service and delivery. Regular attendance is essential to achieving this and you are expected to report for work in accordance with your contract. If you feeling unwell but able to work from home, please speak to your line manager about this. We recognise that there will be times when you become ill and are unable to work. You are not expected to work when you are unfit to do so.

The following sections describe our policies and procedures on sickness absence and attendance management. Where levels of sickness absence cause concern, managers will provide support and take appropriate steps to improve attendance, which may include formal action.

Sport Wales will ensure that all line managers are aware of the sickness absence management procedures and are suitably supported by the HR team on dealing with such matters.

Your line manager will treat your absence sensitively and fairly and support you returning to work. Where appropriate, we will make adjustments to the working environment and job role in order to assist you on your return to work from sick leave or as a preventative measure.

If there is any reason to believe that you have reported sick when you are fit to attend work, then our Disciplinary Procedure will be invoked, which may result in warnings or, in certain circumstances, dismissal.

30.2 Manager's Commitment

Focus on early intervention and be proactive in addressing health issues
Support you to achieve a satisfactory level of attendance
Consider temporary workplace adjustments when members of their team are feeling unwell
Keep in regular contact with individuals who off work due to sickness
Monitor absences and deal with unsatisfactory attendance

30.3 Your Commitment

Take reasonable steps to remain fit and healthy
Attend work on a regular basis and to the standard expected of you
Talk to your manager about health issues which may affect levels of attendance
If you are sick, keep your manager updated on your absence
Attend Occupational Health appointments if requested

30.4 Reporting Sickness Absence

If you are not well enough to attend work, you must contact your line manager as soon as possible to let them know. If your line manager is unavailable, you should contact another senior member of staff to ensure the message is received with as much notice as possible before you are expected in work. If you are off for more than one-day, you will need to keep your manager updated on your absence and likely return date.

If you do not contact your line manager your absence will be classed as unauthorised absence and we may try to contact you or your next of kin. Unauthorised absences are unpaid and may result in the application of the disciplinary procedure.

Your manager is responsible for recording your sickness absence on Cascade and carrying out a return-to-work interview when you return to work following sickness absence.

30.5 Conduct During Sickness Absence

If you are off work due to sickness absence you are expected to do your utmost to ensure your speedy return to work. You are trusted to act sensibly and honestly during any period of absence. You should not participate in any activities which could aggravate the illness or injury or which could delay recovery.

You are expected to maintain regular contact with your manager during your absence and co-operate with any requests for medical reports.

If you do not follow these expectations this could result in the loss of Sport Wales sick pay and may also disqualify from receiving Statutory Sick Pay (SSP)

30.6 Annual Leave and Sickness

If you fall sick during a pre-booked period of annual leave (excluding the Christmas office closure), you may request for the leave to be cancelled and re-credited to you. Normal procedures for reporting sickness absence will apply as sickness leave is unlikely to be applied in retrospect.

Whilst annual leave should not be taken instead of sickness absence, you can choose to take annual leave during a period of long term sickness, or before you return to work, provided this period is not covered by a Fit Note.

30.7 Fit Notes

If you’re off for more than one week via sickness, you will need to submit a statement of fitness to work (fit note). The GP will either advise that the employee is not fit for work or that they may be fit for work. If you do not provide a Fit Note you will not qualify for sick pay and this absence may be regarded as unauthorised.

If the GP advises that the employee may be fit for work, they will suggest ways of supporting the employee back to work on the fit note.

Managers should give careful consideration to any advice from the GP that the employee may be fit for work with support to achieve a return to work. A meeting should be arranged to meet with the employee to discuss the fit note and whether it would be possible to accommodate the support identified by the GP.

If the support can be accommodated, they should agree with the employee a return-to-work date, any adjustments, monitoring arrangements and a date to review the temporary arrangement.

If it is not possible to accommodate the GPs advice, this will be explained to the employee and a review date or return to work date will be agreed. In these circumstances the fit note will be regarded as if the advice had been ‘not fit for work’.

30.8 Long-Term Absence

Absence that lasts more than four consecutive weeks which arises from a medical condition, serious illness or injury is regarded as long-term absence.

During long term absence, you will need to provide fit notes covering the period of absence and keep your line manager updated on the progress you are making and any prognosis you receive.

A welfare meeting may be arranged to offer you help and support, to assist us in planning for your continued absence and to support your ability to return to work. The number of these review meetings will be dictated by your illness and your circumstances.

It is likely that an occupational health referral will be made, depending on the nature of the absence. Any advice or recommendations from the report will be discussed with you, your line manager and HR.

Where absence continues and there is no indication of you being able to return to work in the near future a review meeting will be arranged which would include the Head of department or higher. The purpose would be to review your absence and will take into account your condition, any progress made, the advice from GP or Occupational Health, likelihood of being able to return in the near future and if any adjustments that were feasible and reasonable could be made to facilitate a return within a reasonable timescale.

If you are not able to return to work in the near future and there is nothing practical that can be done in terms of adjustments that would help bring the absence to an end, it may be decided to bring the employee’s contract to an end. However, we will not dismiss any person with a terminal diagnosis because of their condition.

If you are unable to return to your normal job, as far as is reasonably practicable, alternative roles will be considered. If you have a disability, we will endeavour to make reasonable adjustments to your job content, working conditions or environment which would help your return to work.

30.9 Returning to Work

Following each period of sickness, your manager will hold a return-to-work discussion to discuss the reasons for your absence, ensure you are fit for work and discuss whether any support is required on your return. A record of this discussion will be kept on the HR system.

30.10 Occupational Health and Medical Reports

If your line manager needs support and advice regarding your health and attendance, you will be asked to attend and appointment with our Occupational Health (OH) advisor who give specialist advice on preventing or resolving health problems that can affect your ability to attend work or do your job effectively.

Advice from OH can be used to help plan for a phased return to work following long-term sickness or help plan adjustments to work needed as a result of illness/disability.

In some circumstances Sport Wales may request a medical report from your own GP. You will be asked to sign to consent the medical report being processed before any progress is made.

30.11 Temporary Work Changes

If you are unable to carry out the normal duties of your post due to your illness, other temporary changes or arrangements may be considered to help support you return to work or as a preventative measure. Such alternatives could include:

Altering duties
Shorter hours or a change to the hours you currently work
Making adjustments to the workplace (e.g. working from home)
Exploring the possibility of medical redeployment

30.12 Phased Return to Work

In some circumstances, a phased return to work is appropriate for employees returning from a period of long-term sickness absence. This will enable the employee to gradually build up their working hours and/or duties and settle back into their normal working pattern.

Timescales for phased returns to work should be agreed in advance with your manager, with advice from OH, your GP, and/or the HR team, taking into account the needs of the service. Duration and nature of phased returns will depend on individual circumstances.

During the phased return to work, you will be paid full salary.

30.13 Non-essential medical treatment and sick pay

You will not be paid occupational sick pay for any non-essential treatment (i.e. cosmetic), please see the Special Leave Policy for further guidance.

30.14 Sick Pay

Statutory Sick Pay (SSP)

Sport Wales will be responsible for the payment to you of SSP in accordance with statutory requirements. SSP will not be paid in addition to Occupational Sick Pay (OSP) and will be offset against any OSP paid to you.

Occupational Sick Pay (OSP)

Provided you have complied with the requirements above and any other sickness absence/reporting requirements specified by Sport Wales, you will continue to receive pay at your normal rate during any unavoidable absence through sickness or injury (whether continuous or intermittent) up to a maximum of six months full pay in any 12 month period, moving to six months half pay, subject to an overall maximum of 12 months on full or half pay in any period of four years.

30.15 Managing Unsatisfactory Attendance

Unsatisfactory levels of attendance include:

a failure to follow the correct sickness procedure as per above
high levels of short-term absences (e.g. 6 occasions or more within a rolling 52 week period)
persistent levels of long-term absences which have an effect on the business (e.g. 10 working days or more in a rolling 52 week period)
patterns of absences, for example, regular Friday or Monday absences, absences after a Bank Holiday or before or after annual leave
patterns of absence using the rolling yearly basis in order to avoid unpaid absence

If your absence results from a work-related injury, other work-related health problems or maternity related problems, these will not count towards the above.

Should your level of absence become unsatisfactory, then the following procedure will be applied to ensure all staff are treated fairly and consistently.

30.16 Informal Meeting Stage

If your sickness absence is deemed as unsatisfactory, your line manager will meet with you informally to discuss why your absences are a cause for concern and to discuss necessary actions, such as considering a referral to Occupational Health or implementing reasonable adjustments that may be necessary in relation to disability or other medical condition. It may be that advice from the HR team is required at this stage on how best to support you to maintain acceptable attendance.

After the initial meeting, the manager will determine an appropriate review period, where levels of absence are monitored. Failure to improve attendance levels within the agreed timescale will lead to the formal stages of the procedure being implemented.

30.17 Formal Meeting Stage

The formal stages of the attendance management procedure are characterised by three stages:

First Stage
Second Stage
Final Stage

At each stage there will be a meeting to discuss the absences and seek to establish if there is an underlying cause that needs to be accommodated.

The employee will be given written notice of the date, time and place of the meeting/s. A member of the HR team will attend the meeting/s to provide advice on procedural matters. Employees have the right to be accompanied to formal meetings. The chosen companion may be a fellow worker or a trade union representative.

If the employee fails, without good reason, to attend a formal meeting, the meeting will take place, and a decision will be made, in their absence. However, if the chosen representative of the employee is unavailable on the date of the meeting, the employee may request a delay, once, for up to five working days, to enable the chosen representative to attend.

30.18 First Formal Meeting

The first formal meeting will take place when no improvement is made following the informal meeting. This meeting is chaired by the line manager. During the meeting the manager will review sickness records, ask the employee what steps they are taking to help themselves improve their attendance and explore whether workplace adjustments are needed.

If following the first formal meeting, there are no mitigating circumstances for high levels of absence, the line manager will issue a first written warning for high levels of absence levels. This warning will set out a review period, during which the employee is expected to improve their levels of absence. The length of the review period will be determined by the line manager but should be no longer than 6 months.

Following completion of the review period, a meeting should take place to review the absence levels. If absence levels improve during the review period, no further action is needed. The first written warning will remain active for 6 months from the start of the review period.

If the required attendance level has not be met, the manager will hold a second formal meeting.

30.19 Second Formal Meeting

The second formal meeting will take place either when attendance worsens within the review period or if no improvement is made to attendance following a first written warning and completion of the review period. This meeting is chaired by the line manager. During the meeting the manager will review sickness records, ask the employee what steps they are taking to help themselves improve their attendance and explore whether workplace adjustments are needed.

If following the second formal meeting, there are no mitigating circumstances for high levels of absence, the line manager will issue a final written warning for high levels of absence levels. This warning will set out a review period, during which the employee is expected to improve their levels of absence. The length of the review period will be determined by the line manager but should be no longer than 6 months.

If the required attendance level has not be met, the manager will hold a final formal meeting.

30.20 Final Formal Meeting

The final formal meeting will take place either when attendance worsens within the review period or if when no improvement is made to attendance following a final written warning and completion of the review period. The meeting is chaired by a Head of Department (or above, if appropriate). During the meeting the manager will review sickness records, ask the employee what steps they are taking to help themselves improve their attendance and explore whether workplace adjustments are needed.

Following the final meeting, if it is confirmed that attendance has continued to be unacceptable, the range of options include:

dismissal
extending an active final written warning and setting a further review period (this will only be appropriate in exceptional cases where it is considered that a substantial improvement is likely within a further review period)

Dismissal decisions can only be taken by a Head of Department, and the employee will be provided with the decision in writing with reasons for dismissal, the date on which their employment will end, the relevant period of notice, if applicable, and their right of appeal.

Dismissal will normally be with notice, or a payment in lieu of notice, unless attendance levels have been so negligent as to amount to gross misconduct in which case dismissal will be without notice or a payment in lieu of notice.

30.21 Appeals

If an employee wishes to challenge a decision under this procedure, they can appeal in writing, stating their full grounds of appeal, within one week of the date on which they were informed in writing of the original decision.

If the appeal is against dismissal, the date on which dismissal takes effect will not be delayed pending the outcome of the appeal. However, if the appeal is successful the employee will be reinstated with no loss of continuity of employment or pay.

The employee will be given written notice of the date, time and place of the appeal hearing.

The appeal hearing will usually take the form of a review of the original decision in light of the procedure followed and any new information that may have arisen.

The Appeal hearing will be conducted by the Appeal Officer, who will normally be the same grade as the manager. In some cases, where appropriate, this may be a Board Member. A member of the HR team will attend the meeting to provide advice on procedural matters. The manager who made the original decision may also be asked to attend.

A hearing may be adjourned if it is necessary to obtain further information or to give further consideration to matters discussed at the hearing. The employee will be given a reasonable opportunity to consider any new information obtained before a final decision is made.

Following the appeal hearing, the manager who has heard the appeal may:

confirm the original decision
revoke the original decision
review the sanction

The employee will be informed in writing of the final decision and there will be no further right of appeal.

31. Employee Welfare Policy

Last review: May 2023

Next review: May 2026

Sport Wales recognises its responsibilities for the health, safety and welfare of its employees under the Health and Safety at Work Act 1974 and The Management of Health and Safety at Work Regulations 1999. The Employee Welfare Policy expands upon Sport Wales’ Health and Safety and Health and Wellbeing policies, to address areas which may affect the welfare of employees, whether personal or work-related.

31.1 Welfare Issues

Any employee who has, or is aware of, any welfare problem, may report the situation to their line manager or the HR team, so that any appropriate action may be taken. This might involve work related or personal difficulties, bereavement, or domestic difficulties. Any discussions will be in the strictest confidence.

31.2 Eyesight Tests

Sport Wales will reimburse you for the cost of an eyesight test if you are regular users of computer equipment or if your work involves driving.

In addition to the cost of the eyesight test, Sport Wales will contribute up to £50.00 for the costs of spectacles or contact lenses where these are required ONLY for the use of VDUs/driving.

31.3 Loss of, or damage to, personal possessions

All staff are advised that it is their responsibility to safeguard any personal items of value which they may be wearing, i.e. watches, jewellery etc., and it will be only in exceptional circumstances that Sport Wales will be prepared to consider any claim for compensation for such loss. Normally, all items should be covered by personal insurance.

If any work is being undertaken by members of staff which could lead to damage or loss of their personal possessions, such possessions should be removed before undertaking the task. It is only in the circumstances of negligence by Sport Wales that any application for loss or damage can be considered.

31.4 Legal Protection

On very rare occasions legal action may be considered necessary to protect employees from third parties, when threats arise in the course of, and as a consequence of, their work for Sport Wales.

If you have acted honestly, reasonably and in good faith, you will not have to meet out of your own personal resources any personal civil liability which is incurred in the execution, or purported execution, of your duties, unless you have acted recklessly.

31.5 Domestic Violence and Abuse

Any act of domestic violence or abuse is unacceptable and Sport Wales is committed to supporting any employee suffering from it.

Domestic violence can be defined as “any form of physical, sexual, or emotional abuse which takes place within the context of a close relationship. In most cases, the relationship will be between partners (married, cohabiting, or otherwise) or ex-partners”.

The effects of domestic violence in the workplace can be:

Poorer job performance
Reduced job security and prospects
Poorer health for the victims, which can lead to loss of income due to sick leave
Loss of job and income
This policy is aimed at providing support to victims of domestic violence. Support is available in the following forms:
You can talk to your line manager, or the HR team. Any conversations would be treated confidentially as far as possible. By sharing the problem, you may feel a sense of relief.
You may claim Special Leave dependent upon your circumstances.
Your Manager may be able to make arrangements for you to use a meeting room so you can see a counsellor or other appropriate advisor at your workplace.
Your Manager may be able to vary your working arrangements on a temporary or permanent basis to help you resolve your difficulties.
You may agree with your manager what actions should be taken if the perpetrator contacts you at work.
Your Manager will be able to provide you with a list of organisations and contacts who are able to provide professional support to you.
Your Manager can agree a method of communication with you in case you are absent from work.

If you confide in your manager, they will be able to take your circumstances into account when considering performance issues, such as sickness absence and drops in work performance. Your manager can also try to ensure both yours and your colleagues’ health and safety is protected.

31.6 Working Alone

Sport Wales is committed to putting in place measures to ensure employees are safe whilst working alone. It is recognised that whilst many employees will spend a limited amount of time working “alone”, this policy covers lone workers who work by themselves without close or direct supervision or contact with other work colleagues. Some examples are:

Working outside normal hours alone
Travelling to and from visits
Visiting people alone, e.g. at their home or in a remote location
Providing services to the public without contact with work colleagues

Employer Responsibility

Sport Wales is responsible for:

Ensuring that there are arrangements for identifying, evaluating and managing risk associated with lone working
Ensuring that there are arrangements for monitoring incidents linked to lone working and that the effectiveness of this policy is reviewed regularly
Providing adequate security and effective supervision for lone workers including protective barriers, providing communication systems and checks on lone workers where appropriate

Manager and Supervisors Responsibility

Managers and supervisors are responsible for:

Implementing this policy, making every effort to reduce the risk involved in lone working
Ensuring all employees are aware of the policy and that lone workers receive training to enable them to identify potential risk and take appropriate action
Identifying situations where employees work alone and conducting regular risk assessments
Devising and implementing safe working systems in relation to lone working to avoid or control risk where necessary
Putting in place appropriate arrangements for communicating with and tracking of lone workers, including procedures for when a lone worker return to base/contact is overdue
Ensuring that any incidents are reported, investigated and recorded
Considering the medical condition of the employee, using the risk assessment form

Employee Responsibility

Employees are responsible for:

Ensuring they are aware of and comply with the policy
Taking reasonable care of themselves and others affected by their actions
Reporting all incidents and potential dangers that may affect the health and safety of themselves or others and ask for guidance as appropriate
Taking part in training designed to meet the requirements of the policy
Ensuring they let other people know when and where they are likely to be working alone
Ensuring that work calendars are kept up to date to let people know arrival and departure times

Guidance for Lone Working

Lone workers should ensure that whilst working alone they have access to others in the event of support being needed.
Sport Wales will cover the cost of mobile phone calls in an emergency situation.
It is good practice for lone workers to keep written details of where they are going, in case of an incident.
Lone workers must report incidents such as accidents and near misses, so appropriate monitoring can take place.

32. Smoke Free Policy

Last review: March 2023

Next review: March 2026

Sport Wales recognises that the health, safety and welfare of employees, service users, customers, sub-contractors and visitors and anyone else directly affected by the organisation’s operations are of prime importance. Sport Wales has therefore developed and enforces a dedicated smoking policy which also covers e-cigarettes and vaping, conforming to the requirements of current smoke-free legislation.

32.1 Requirements

It is the policy of Sport Wales that all our workplaces are smoke-free and that all employees and anyone else directly affected by the organisation have a right to be in a smoke-free environment. The policy shall be reviewed as necessary in line with legislation.

Smoking, including the use of e-cigarettes and vaping is prohibited throughout the whole of Sport Wales’ operations with no exceptions. This includes company vehicles, company hire cars, or your own vehicle if you are using it for business purposes and carrying other employees.

Smoking is only permitted in specific designated areas (for example, in Sport Wales National Centre this is in the rear car park in the designated smoking shelter) – out of view of the public. This policy applies to all employees, consultants, customers or members, visitors and sub-contractors.

Employees who use designated smoking areas are restricted to take two 10-minute breaks per day. Sport Wales shall provide receptacles for smokers to dispose of smoking waste in designated areas.

For those employees wishing to quit smoking, the HR team are able to signpost areas of support.

32.2 Implementation

Overall responsibility for policy implementation and review rests with the Chief Executive Officer. This policy and its mandatory application will be communicated to all employees, sub-contractors, visitors, customers and interested parties.

As part of the Sport Wales’ induction process, the HR department will inform new starters about this policy and show them where it is located within the staff handbook.

Employees are responsible for informing any visitors, users, customers or sub-contractors about the policy and facilitating the implementation of the policy.

Appropriate 'No smoking' signs will be clearly displayed at or near the entrances to the premises.

Employees, visitors, users, customers or sub-contractors who go outside to smoke (including e-cigarettes and vaping) may smoke only in permitted areas (an example detailed above).

32.3 Non-Compliance

An infringement of these rules by an employee may result in appropriate disciplinary action which will be dealt with in accordance with Sport Wales’ disciplinary procedure. Employees are also reminded that it is a criminal offence for employees to smoke in smoke-free areas, with fines of up to £200.

Employers can be fined up to £2,500 if they don’t stop people smoking in the workplace or up to £1,000 if they don’t display ‘no smoking’ signs.

Visitors, users, customers or sub-contractors who are smoking in smoke-free areas should be reminded of the no-smoking signs and asked to stop by any employee of Sport Wales. If a visitor, user, customer or sub-contractor continues to smoke, employees should explain that the visitor, user, customer or sub-contractor is committing a criminal offence and will not be served if he/she continues to do so.

If the visitors, user, customer or sub-contractor still refuses to stop smoking, staff should ask him/her to leave the premises and, where relevant, direct him/her to where he/she can smoke. As a last resort, Sport Wales’ procedure for dealing with illegal behaviour or failure of comply with Sport Wales’ rules on its premises will be used.

33. Alcohol and Drugs Policy

Last review: May 2023

Next review: May 2026

Sport Wales is committed to safe working practices and the health, safety and welfare of its employees under the Health and Safety at Work Act 1974 and The Management of Health and Safety at Work Regulations 1999. For many people, drinking socially is a positive part of life and does not cause any problems. However, in a work context, drugs, alcohol and other substances may not only damage health, but also impact on performance, productivity, absenteeism and accidents. Inappropriate use of alcohol or drugs by employees can prove fatal for both staff and customers.

33.1 Policy Statement

Sport Wales aims to provide a safe and healthy working environment. It recognises that this can be put at risk by those who inappropriately use alcohol or drugs to such an extent that it may affect their health, performance, conduct, relationships at work, or the safety of customers or visitors.

Inappropriate use may include, but is not limited to: dependency; one-off incidents; patterns of incidents; substances taken during work time; and illegal substances being brought on-site. Substances may include, but are not limited to: alcohol; illegal drugs; legal highs; prescription drugs; and solvents.

33.2 Roles and Responsibilities

All members of staff are responsible for ensuring that, when they present themselves for work, that they are not unfit due to the effects of alcohol or drugs.

All line managers are responsible for looking out for the signs and symptoms of inappropriate use of alcohol or drugs, and for offering support, as described below.

If a line manager is aware of, or suspects, an employee is unfit due to the effects of alcohol or drugs, they are responsible for advising the employee accordingly. This may include sending the employee home from work, and therefore, as a duty of care to the employee, ensuring that they have travelled safely and responsibly. Advice and assistance is available from the HR team to deal with any issues as they arise.

33.3 Safe systems of Work

The effects of alcohol or drugs at work can create serious health and safety risks, particularly in areas such as driving, using machinery or supervising activities. Therefore, the following rules should be adhered to:

Do not come to work under the influence of alcohol or drugs.
Check with your doctor or pharmacist about the side-effects of prescribed medications.
Inform your line manager if you are on medication that could have side effects. This will be treated in confidence, but it is important for your line manager to be aware in case of any issues.
Never drive, operate machinery or supervise activities if you are affected by alcohol or drugs.
Offer support and advice to colleagues who you suspect of suffering from alcohol or drug abuse. Do not ‘protect’ them by keeping silent.
Seek assistance from your line manager.

33.4 Signs and Symptoms

The signs of misuse are not always easy to spot, but below are some of the most common warning signs.

Increased absenteeism
Injuries
Unexplained need for money or financial problems.
Tremors, slurred speech, or impaired coordination
Dilation of pupils or erratic movements when following objects
Sudden weight loss or weight gain.
Deterioration of physical appearance and personal grooming habits.
Unusual smells on breath, body, or clothing.
Sudden change in friends, favourite hangouts, and hobbies.
Sudden mood swings, irritability, or angry outbursts.
Appears fearful, anxious, or paranoid, with no reason.

33.5 Procedures should alcohol or drug misuse be identified

If you feel you have a problem with alcohol and/or drugs, you should contact your GP for treatment and support, and make your line manager aware of the actions you have taken so additional support can be given. The Employee Assistance Programme is also able to help with misuse issues.

If poor performance, absenteeism, or problems with conduct are detected through observation or by normal disciplinary procedures, your line manager may be able to offer assistance if you have made him aware of the matter and the actions you are taking.

33.6 Support

Sport Wales will be supportive and positive in its approach to employees suffering from illness due to alcohol or drug use, and will assist in the provision of treatment to employees as far as is reasonably practicable.

If you feel that you may benefit from additional external support, for alcohol or drug dependency, or relating to stressors that may contribute to inappropriate use of drugs or alcohol, this can be available from our Employee Assistance Programme.

Sport Wales is also committed to supporting the prevention of the misuse of alcohol, drugs and other substances, through:

Raising awareness of the effects of alcohol, drugs and other substances
Providing information through leaflets and other materials to encourage people to think about their drinking habits
Promoting and supporting national campaigns around alcohol and drug awareness.

33.7 Disciplinary Action

Sport Wales will look to support you through alcohol or drug dependency. However, in certain circumstances it may be appropriate to invoke disciplinary or performance management measures:

If a disclosure of alcohol or drug dependency is made as a mitigating factor during any disciplinary or other formal action, the action may be suspended for an appropriate period to allow the individual to seek treatment and support, such as attendance at a rehabilitation programme, counselling, or other intervention.
If, because of alcohol or drug dependency, an employee behaves or undertakes their work in such a way as to endanger the health and safety of themselves or of others, prompt corrective action will be taken to prevent damage being done. In such situations, although the drug or alcohol dependency will be taken into account, the individual may still be sanctioned in relation to any consequential behavior where there are health and safety risks.
If you refuse to undergo treatment that may be considered necessary and/or appropriate, Sport Wales will monitor your work performance and may invoke the disciplinary procedure should this be deemed appropriate.
If you damage Sport Wales’ reputation as a result of your conduct outside of work as a result of the use or misuse of alcohol, drugs or other substances, you may be dismissed for gross misconduct.In the event that you must serve a custodial sentence for any offence relating to alcohol and/or drugs, Sport Wales reserves the right to dismiss you on the grounds that your contract of employment with Sport Wales has been frustrated, that you are incapable of performing your contractual duties, or gross misconduct. If you are charged with any alcohol or drug related offences and Sport Wales has a reasonable belief that your suitability to carry out your job has been compromised, it may have grounds to dismiss you.Where you are required to drive as part of your employment but as a result of the use or misuse of alcohol and/or drugs (whether in the workplace or off-duty) you are banned from driving any vehicle, Sport Wales reserves the right to dismiss you.
Where evidence warrants, the police will be informed of illegal drug use or any activity or behaviour over which there are concerns as to its legality, such as having a drink-driving accident in a work vehicle.

33.8 Corporate Events

Sport Wales will always ensure that soft / non-alcoholic drinks are available at corporate functions. However, Sport Wales accepts that there may be some corporate events and functions, such as award ceremonies, where employees may wish to drink alcohol. The following guidelines have been established to protect both yourself and the organisation, and must be adhered to:

You are not permitted to drink alcohol if you are attending the function to be ‘on duty’ in a maintenance, operations or some other capacity that could affect the health and safety of others.
Even if you are not attending the event in a work capacity, you may still be acting as a representative of Sport Wales. For example, where you have been invited to attend the function due to your role or contacts through Sport Wales. If, through inappropriate use of alcohol, drugs or other substances, you damage Sport Wales’ reputation as a result of your conduct, you may be subject to disciplinary action including dismissal for gross misconduct.
If in doubt of your role or expectations during the event, please seek agreement from your line manager prior to the event that you are permitted to drink.

34. Health and Wellbeing Policy

Last review: May 2023

Next review: May 2026

Sport Wales recognises that the good health and wellbeing of individuals makes an essential contribution to our performance and helps individuals’ lives both inside and outside of the workplace. We are committed to fostering a working environment that protects the physical and mental wellbeing of our staff. This policy provides a framework within which Sport Wales will encourage and facilitate working practices and services that support employee well-being. This is supported through our Sport Wales Values; Acting with Integrity, Encouraging Innovation and Adding Value through Learning Together, Delivering Together and Celebrating Together.

34.1 Our approach

The Health and Wellbeing policy expands upon Sport Wales’ Health and Safety and Sickness Absence policies, setting out how the organisation will promote the wellbeing of employees by:

Providing a safe and healthy working environment which promotes and supports the health and wellbeing of our staff
Establishing working arrangements where employees feel they can maintain a healthy work-life balance.
Fostering a culture of co-operation, trust and mutual respect where employees are treated fairly and supportively
Encouraging employees to live a healthy lifestyle
Raising awareness of the factors which can influence health and wellbeing
Supporting staff where they experience problems such as mental health issues, alcohol, drugs or substance misuse, as a first response

34.2 Roles and responsibilities

The Executive and Senior Management Team will:

Support steps taken to develop a culture of co-operation, trust, and mutual respect within the organisation.
Champion good management practices, and the establishment of a work ethos within the organisation which promotes both physical and mental health and enables employees to maintain a good “work life balance”.
Promote effective communication and ensure that there are procedures in place for consulting and supporting employees on changes in the organisation.
Encourage initiatives and events that promote health and well-being.

Managers and Supervisors will:

Treat individuals reporting to them with consideration and dignity and will promote a culture of mutual respect in the teams they manage. They will not permit unacceptable behaviour and will take decisive action when issues are brought to their attention.
Ensure that there is good communication within their team and there are opportunities for individuals to raise concerns about their work, seeking advice from Human Resources at an early stage where concerns are raised.
Adhere to the sound management practices and appropriate behaviours
Attend training as appropriate to increase their awareness of the causes and effects of both physical and mental ill health.
Ensure that risk assessments are undertaken for roles or working practices that may give rise to physical or mental health ill-health.
Encourage their staff to participate in events and initiatives undertaken by Sport Wales to promote well-being and more effective working.
Take action in the interests of all their colleagues where performance by a member of staff may cause stress to their colleagues.

Employees will:

Treat colleagues and all other persons with whom they interact during the course of their work with consideration, respect and dignity.
Support the organisation’s Health and Wellbeing Policy and co-operate with any initiatives and promotions to raise their own awareness of the causes and effects of good physical and mental wellbeing.
Raise concerns with their line manager if they feel there are work issues that are causing them stress and having a negative impact on their wellbeing.
Take responsibility for their own health and wellbeing by adopting healthy lifestyles.
Take responsibility for their own behaviours, to avoid increasing the risk of a stressful working environment for themselves and others.

Human Resources will:

Ensure that the Health and Wellbeing Policy is reviewed and updated as appropriate.
Organise appropriate events and initiatives to promote good physical and mental health and wellbeing.
Ensure that suitable training and support is available for managers to support the health and wellbeing of their employees.
Ensure there are arrangements in place to support individuals experiencing stress or mental ill-health, including the provision of counselling and occupational health.
Collate management information which will enable the organisation to measure its performance in relation to staff health and wellbeing.
Seek the views of employees on the effectiveness of Sport Wales’ Health and Wellbeing Policy, communication, and initiatives.
Use appropriate external benchmarks, such as the Corporate Health Standard, to measure its performance in relation to health and wellbeing.

34.3 Sources of support

Employee Assistance Programme

The Employee Assistance Programme (EAP) is a 24-hour a day telephone and online service which offers:

independent and confidential support
advice on a range of issues including health, debt, family problems and workplace difficulties
assistance for managers advising on how to help their employees manage stress and other issues

Occupational Health

Your health, or the health of someone you manage, impacts well-being, performance and attendance. The Occupational Health Service (OH) can help with this by advising:

managers on preventing or resolving health-related problems
employees on managing their condition
on workplace adjustments.

Workplace adjustments

We will make reasonable workplace adjustments to elements of a job which places a disabled employee at a substantial disadvantage when compared to others. Adjustments will be kept under review to ensure they remain effective.

34.4. Stress

Sport Wales recognises that stress has a negative impact on employees’ well-being. It also recognises that it can take many forms and so needs to be carefully analysed and addressed at an organisational level. The causes of workplace stress and possible symptoms can be found here.

Sport Wales is committed to promoting the health and well-being of its employees by minimising stress in the workplace. Sport Wales recognises that people cope with pressures in different ways and have different abilities to cope. Proactive and supportive management can minimise the risk of stress.

Role of managers

Managers play a key role in supporting employees with stress. There are a number of actions managers can take to do this including:

setting realistic objectives
delegating work appropriately
monitoring and reviewing individual and team workloads
providing employees with the right level of training, autonomy and control over their own work
being accessible and encouraging employees to be open if they feel under pressure
taking a consistent and fair approach to management
addressing problems as soon as they arise
encouraging employees to take their annual leave to help achieve a work/life balance
reminding employees to take time away from work and taking regular breaks.

Looking after yourself

You can do a lot to help your own health and well-being. Below are actions you can take to help with stress:

Find what helps you relax
Talk to someone
Discuss any work pressures with your manager
Understand the impact of what you eat and drink
Get active
Get enough sleep

Available Support

If you feel unable to cope, you should advise your line manager of any difficulties that you are experiencing. Equally, if your line manager has reason to believe that you may be suffering with stress, they will request a meeting with you to discuss your concerns and complete a stress risk assessment.

34.5 Mental health

Mental health is as important as physical health. Around one in four people will experience a mental health problem in any given year. There are various mental health conditions ranging from common conditions like depression, anxiety and eating disorders to less common conditions like bipolar disorder, personality disorders and schizophrenia.

It is important not to ignore your mental health.

Mental health problems can have a harmful effect on your physical health, emotions and mood.
Your mental health can also affect your relationships with family, friends and colleagues.
Mental health problems can lead you to take decisions which may not be in your best interests.
Mental health problems may affect your ability to complete normal day-to-day activities.

Role of managers

Managers play a key role in supporting employees with their mental health. There are a number of actions managers can take to do this including:

be approachable and listen to their concerns
make early referrals to Occupational Health
seek advice from the Employee Assistance Programme
identify and address work-related issues that might contribute to mental ill-health
encourage the employee to see their GP, if appropriate
consider if resilience training would benefit
create a stress reduction plan
consider a temporary reduction of workload
consider a temporary change of working pattern

Looking after yourself

You should always be aware of your own mental health and understand how your actions can affect the mental health of others. Steps to maintain your own mental well-being include:

speaking to someone you feel comfortable with, when you have any concerns
talking to your manager if your mental health is being affected by something in the workplace
understanding how the Employee Assistance Programme can help
knowing what support is available both in the workplace and outside.

34.6. Musculoskeletal Disorders

Musculoskeletal disorders (MSDs) are injuries or pain in your joints, ligaments, muscles, and the structures that support limbs, neck and back MSD’s are the most common type of occupational ill health. As well as the physical effect of MSDs, Sport Wales recognises that there is also a proven link between MSDs and mental health problems. Further details of MSD’s can be found here.

Role of managers

Factors in the workplace can contribute to musculoskeletal problems. Managers are key to preventing these problems in the first place as well as helping employees manage these issues, when they do occur.

Things you can do as a manager include:

understanding and acting on your health and safety duties
doing relevant health and safety training
talking to the employee to find out how the condition is affecting them
organising a Display Screen Equipment/workstation risk assessment
seeking Occupational Health advice
making the employee aware of other information and the support available to them
reminding the employee of their health and safety responsibilities
temporary or permanent changes to equipment and other aspects of the workspace.

Looking after yourself

There are several steps you can take to reduce your chances of developing a musculoskeletal disorder (MSD) including:

Get active
Maintain a balanced and healthy diet
Address risks in the workplace e.g. spills
Follow workplace procedures for manual handling and the use of Display Screen Equipment
Select the right equipment and setup
Take regular breaks, preferably before the onset of fatigue

34.7 Physical Activity

Sport Wales recognises that physical activity is essential for good health and contributes to positive well-being. The workplace is an important setting in which people can increase their levels of activity to benefit their health and protect against illness.

Physical activity helps people to manage stress, back pain, weight, and medical conditions. Research shows that physically active employees report less illness and recover more quickly if they do fall ill.

Employees engaged in physical activity initiatives have reported greater enjoyment of their work, improved concentration and mental alertness and improved cooperation and rapport with colleagues.

Our Commitments

Sport Wales is committed to:

Promoting and encouraging employee participation in regular physical activity
Raising awareness of the benefits of physical activity
Providing information and resources on physical activity

Available Support

To encourage physical activity and wellbeing, Sport Wales will support employees through:

Providing access to sports facilities to its staff
Holding physical activity promotional events
Providing facilities for lunchtime activity groups

To remove barriers and enable staff to be active in and around work, Sport Wales provides:

Flexible working hours for many employees to allow for physical activity before, during and after work
Incentives to staff who cycle to meetings, e.g. paying mileage
Safe storage racks for bicycles
Cycle to work scheme, offering hire purchase of cycling equipment through salary sacrifice
Showering and changing facilities

34.8 Nutrition

Sport Wales recognises that good nutrition benefits the health and wellbeing of our employees.

Our Commitments

Sport Wales is committed to:

Promoting and encouraging employees to eat healthily while in the organisation
Raising awareness of the health-related benefits of good nutrition and the health risks of poor nutrition
Providing information and resources to educate employees concerning good nutrition.

Available Support

To encourage healthy eating, Sport Wales will endeavour to support employees through:

Providing unbiased information on good nutrition
Providing the opportunity where appropriate to eat healthily

To remove barriers and enable staff to be eat healthily in and around work, Sport Wales will provide:

Promotional and motivational information encouraging employees to make healthy food choices
Healthy food choices through the catering departments at Sport Wales National Centre and Plas Menai National Outdoor Centre
Healthy options within vending machines, as appropriate
The opportunity to participate in events that promote healthy food choices
A source of drinking water for all staff and visitors.

34.9 Monitoring and Review

The Health and Wellbeing Policy will be reviewed periodically by Human Resources. This review will involve an examination of the management data collated by Human Resources.