Associate Handbook 2018

7.7

Grievance Procedure

This procedure applies to all Associates regardless of length of service. It does not apply to agency workers or self-employed contractors. This procedure is for guidance only and does not form part of an Associate’s contract of employment. The Company may amend the procedure at any time, or vary it as appropriate to a particular case. There is no real substitute for a good Manager/ Associate relationship for the solution of work related problems. Nevertheless when that relationship fails to resolve a serious issue the Company provides a formal process whereby the problem can be aired and resolved quickly at an appropriate level of management. The Company recommends that before the formal procedure is used, attempts are made to resolve the matter informally. However, it recognises also that there will be occasions in which this either fails or is inappropriate given the nature of the complaint made.

Notes

At meetings and hearings held under this policy, a note will be taken of matters discussed. Such notes will not be verbatim but will set out the matters discussed. Associates may be sent a copy of the note for agreement. If the Associate does not agree with the content of the note they should clearly indicate which parts of the note they disagree with and why.

Step One

If Associates have a grievance they should set out their grievance in writing providing as much detail as possible and send it to their Manager. This written grievance should set out the nature of the complaint, including any relevant facts, dates and names of individuals so the Company can investigate it. The Manager will then record details and, give the matter full consideration. Associates will be invited to attend a grievance hearing as soon as reasonably practicable which will usually be within one week to discuss the grievance and present their case. The Associate may bring a companion to the grievance meeting if they make a reasonable request in advance and tell the Company the name of their chosen companion. The companion may be either a recognised Trade Union official or a colleague. Associates should bring with them any documents or witness evidence they wish to rely on. The Associate must make all reasonable efforts to attend the grievance hearing. If the Associate or the Associate’s companion cannot attend at the time specified, they should let the Company know as soon as possible and the Company will try, within reason, to agree an alternative time. The Company may adjourn the meeting if it needs to carry out further investigation after which the meeting will usually be reconvened. Associates will then be notified of the decision made, as soon as reasonably practicable which will usually be within one week of the grievance meeting and they will be notified of their right of appeal if they are not satisfied with it. The Company will notify them of any further action that it wants to take to resolve the grievance. If Associates are dissatisfied with that response they may appeal in writing stating the full grounds of an appeal to their Manager’s immediate superior, or such person as the Company may decide is appropriate. The appeal will be dealt with impartially. If Associates wish to appeal they must notify the appeal Manager within five working days of the decision complained about. The appeal Manager will review the Manager’s records, add any subsequent information, and reconsider the matter and hold an appeal hearing, normally within two weeks of receiving the appeal. Associates must make all reasonable attempts to attend the appeal hearing. Associates Step Two