21+ Absence Management Interview Questions And Answers

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Table of Contents

Absence Management Interview Questions

What Should I Do When An Employee Calls In Sick?

You ought to talk about the trigger and certain length of the absence, treating the matter sensitively and confidentially. Discuss any work associated points that may should be progressed within the workers absence and make sure that colleagues will be capable of entry folders, and many others.

Provide clear directions as to when and the way you anticipate the worker to keep up contact throughout their absence, notably if that is prone to be extended. For instance, if the worker is because of be absent for simply a few days, no additional contact is prone to be obligatory after the preliminary notification. If the absence will probably be longer, common contact every week could also be acceptable. If at any time the worker’s absence is prolonged past the final notified date, the worker ought to contact you to replace you.

You must also make sure that the worker is conscious of the requirement to offer a certificates to cowl their absence and you need to maintain confidential notes of your discussions.

Record the absence on TOPS by way of MyView to make sure that absence reporting info and payroll data are correct and go any match notes on promptly to the HR Business Centre.

I’ve Discussed The Employee’s Absence And Am Satisfied That No Further Action Is Necessary. Is It Okay To Do Nothing?

You should at all times maintain a return to work overview and, if after this dialogue, you’re feeling that no additional motion is critical that is acceptable supplied the worker’s absence has not met or exceeded the Council’s illness absence goal.

Where the worker’s absence has met or exceeded the Council’s illness absence goal you need to invite the worker to a First Stage eview and, at least, set up a assist programme and monitoring interval of not less than 6 months. It could also be acceptable to take no motion, because of the circumstances of a selected case, however it will require the approval of your Deputy Director/Head Teacher.

How Should I Record The Outcome Of A First Stage/convened Review Meeting?

You ought to document the end result of the illness overview on MyView by way of Manager Forms. If the end result of the assembly is not any additional motion or a proper monitoring interval then the MyView kind will suffice. If the end result of the Review is to place a proper warning or formal notification interval in place then a letter must also be despatched to the worker explaining this. A template letter could be discovered on Bex Web – HR Information– Managers Guide.

At What Point Do I Escalate Action Under The Procedure?

Where an worker is at present beneath warning/formal overview interval you could escalate to the subsequent step within the process if there’s a additional interval of absence which implies that the targets for enchancment which have been set is not going to be met, or no cheap enchancment has been made at an earlier stage. You don’t have to attend till the tip of a monitoring/cautionary interval to escalate issues if the absence doesn’t enhance. Once issued, an worker stays beneath warning at some stage in that warning, no matter whether or not or not they’ve returned to work or had any additional intervals of absence.

You could escalate to the subsequent step within the process if medical recommendation adjustments, or if Occupational Health recommendation signifies that the worker can now not perform their present duties and shouldn’t return to their present post, or that they won’t be able to return to work inside an affordable interval or maintain common attendance.

Only workers who’ve been issued a warning or formal notification interval beneath a primary stage overview could also be escalated to the ultimate stage. You ought to re-convene the primary stage to clarify that the case will probably be escalated and why. HR Adviser will be capable of advise you additional.

A Member Of Staff Is Seriously Ill, Can I Just Manage This Informally?

It is vital to handle the absence beneath the formal process, albeit with care and sensitivity. Arrangements could be made for conferences to be held at house or, topic to the worker’s settlement, over the cellphone if obligatory. You ought to talk about any assist which may be out there and agree when and tips on how to preserve common contact.

Occupational Health recommendation will help you in absolutely understanding the prognosis and a call could also be made as as to if pension advantages for ill-health retirement could also be launched (if relevant). Illhealth pension advantages could solely be launched beneath the ultimate, formal stage of the Procedure. Depending upon the circumstances/prognosis it might be acceptable to escalate to the ultimate stage of the process, even when the worker has not been topic to an earlier overview.

What Should I Do If I Cannot Make Contact With An Absent Member Of Staff?

It could also be acceptable to contact the worker’s subsequent of kin as soon as different cheap steps have been taken – e.g. contact by cellphone and probably a house go to if that is possible/acceptable. How quickly you contact subsequent of kin will largely rely on the circumstances of the case.

If no contact is achieved you need to write to the worker and, if obligatory, proceed to a remaining absence overview within the worker’s absence. Your HR contact will be capable of advise you additional.

What Can I Do If An Employee Persistently Fails To Follow The Reporting/certification Arrangements?

The process could be very clear as to the worker’s tasks to report and certificates illness absence. Failure to observe the Procedure could also be handled beneath the Council’s Disciplinary Procedure and the worker needs to be cautioned to this impact.

If I Have Not Yet Received A Fit Note, Should I Still Record The Sickness Absence Anyway?

Yes, it is crucial that data are up-to-date so that the right funds are made to the worker. You ought to follow-up any lacking certificates with the worker promptly.

What Happens If An Employee Is Unable To Attend An Occupational Health Referral Due To Their Medical Condition?

In distinctive circumstances the Occupational Health adviser will be capable of attend another venue, ought to this be obligatory, or they might talk with the worker’s medical advisers with out the necessity to see the worker in individual. Your HR Adviser will be capable of advise you additional.

What Happens If An Employee Fails To Attend An Occupational Health Referral?

You ought to contact the worker and stress the significance of attendance and make one other referral. Where non-attendance is because of the explicit medical situation.

In different circumstances, it might be acceptable so that you can handle non-attendance beneath the Council’s Disciplinary Procedure.

What Should I Do If The Employee Has Returned To Work But I Don’t Think They Are Well Enough?

Any doubts about an worker’s health to return to work needs to be mentioned on the return to work overview. A match be aware needs to be supplied to verify that they’re match to return.

Should you contemplate that the worker isn’t match to return (even when the worker’s physician advises in any other case) you could, in distinctive circumstances, inform the worker to stay off sick and make an instantaneous referral to the Occupational Health Service. The worker will proceed to obtain sick pay entitlements (if relevant) in accordance with contractual entitlements.

If Occupational Health signifies that the worker had been match to return, regular pay will probably be reinstated and again dated. If the Occupational Health Service recommends that the worker ought to stay absent, you need to advise the worker and ensure that sick pay will proceed (if relevant). You ought to agree a time frame for additional restoration and an extra referral to Occupational Health.

What Should I Do If The Employee Tells Me Their Absence Is Due To Stress?

You ought to refer an worker whose absence is because of work associated stress to the Occupational Health Service by way of MyView for additional recommendation. Where attainable talk about the reason for the stress with the worker/Occupational Health Service and set up if there are any instant or long term actions you possibly can take to alleviate the stress.

Where the stress is said to private circumstances, akin to bereavement or relationship breakdown, a referral to Occupational Health should still be made however this isn’t important if the worker is receiving assist by their very own GP.

What Should I Do If The Employee Has Met Or Exceeded The Council’s Sickness Absence Target?

The HR Service will inform you when an worker has met or exceeded the Council’s illness absence goal. Reports are supplied on a month-to-month foundation.

Where absences are attributable to causes associated to the worker’s incapacity consideration needs to be given as as to if it will be cheap to make an adjustment to the Councils process (together with set off factors and formal phases of the process) and recommendation in every case needs to be sought kind HR.

You ought to invite the worker to a First Stage Review and contemplate referring the worker to the Occupational Health Service for additional recommendation. It could also be acceptable to take no motion, because of the circumstances of a selected case, however it will require the approval of your Deputy Director/Head Teacher.

You could make a referral to Occupational Health at any time in case you are involved by an worker’s absence.

Can I Insist That An Employee Tells Me Why They Are Off Sick?

An worker could also be reluctant to share private and delicate info with you however you want adequate info to know the explanation for the absence and certain length.

A delicate method is required however it is very important perceive if the absence is:

  • Stress associated so as that you could be make an instantaneous referral to Occupational Health and deal with the trigger promptly;
  • Associated to a incapacity or a possible incapacity so as that you could be make any cheap changes to the office with a purpose to assist the worker’s return and continued working;
  • Prone to be extended or result in additional absences in future.

What Should I Do If The Absence Relates To A Disability?

Once you might be conscious of an worker’s incapacity (or potential incapacity) it’s essential to take acceptable motion to handle the scenario in accordance with the necessities of the Equalities Act. An worker’s incapacity doesn’t forestall us from reviewing the influence of their stage of absence on the service and taking acceptable. However, the place absences are attributable to causes associated to the worker’s incapacity, consideration needs to be given as as to if it will be cheap to make an adjustment to the Councils process (together with set off factors and formal phases of the process) or contemplate making cheap changes to help the worker to return to work and recommendation in every case needs to be sought kind HR. Contact your HR Adviser for additional recommendation and make a immediate referral to the Occupational Health Service.

The Council is dedicated to creating each effort to make sure that workers who turn into disabled stay in employment with the Council. Practical recommendation could also be sought from the Access to Work Programme.

What If An Employee Says That They Are Sick But Can Work From Home?

In these circumstances it’s for the supervisor to resolve if the worker needs to be recorded as sick or not. Where there are clear advantages to the service and the person in working from house, and the worker is producing adequate output, the supervisor could resolve that the worker shouldn’t be recorded as sick. Whether this will probably be acceptable will rely on quite a few elements together with the worker’s position, the influence on service supply, the regularity of such occurrences, the influence on different workforce members and the character of the absence.

When Is It Right To Issue A Formal Caution, A Formal Notification Period Or Just Establish A Monitoring Period?

This will rely on quite a few elements together with how the absence impacts upon the actual service, whether or not the absence follows a selected sample, and/or whether or not it’s for a single underlying trigger or many alternative causes.

Where the absence is having a major influence on service supply and/or is for normal ‘minor’ illnesses, you could really feel {that a} warning can be acceptable. Where the influence on service supply is much less vital or the absence pertains to a definite one-off situation with a specific restoration date, a monitoring interval could also be extra acceptable.

Where the absence pertains to an underlying medical situation or critical sickness, a proper notification interval could also be acceptable which needs to be decided primarily based upon the medical situation, doubtless return to work date and the flexibility of service to maintain the worker’s continued absence.

I’ve Said I Want To Monitor An Employee’s Absence For A Set Period – How Should I Go About This?

You ought to set up common conferences with the worker to debate progress of their attendance/illness absence document, their restoration and/or their normal well being together with an acceptable assist programme. Meetings ought to happen no matter whether or not or not there’s additional illness absence. Where there’s additional illness absence, you could contemplate inviting the worker to an extra formal Absence Review and searching for recommendation from Occupational Health.

Does An Employee Have To Provide A Fit Note Saying They Are Fit To Return To Work?

Where the match be aware quotes a particular date by which the worker needs to be match to return, no additional be aware is required for the worker to return on that date. Where a match be aware doesn’t specify a particular date by which the worker needs to be match, an extra be aware will probably be required to verify health to return.

Should An Employee Be Referred To Occupational Health If The Fit Note States That The Employee Can Return Subject To Adjustments?

This will rely on how particular the GP has been about what changes are required and the complexity of the medical situation/changes. If a easy adjustment is required to the working surroundings or a phased return is beneficial, this can be applied with out recourse to Occupational Health. In extra complicated circumstances or the place the GP isn’t clear concerning the changes required, It can be advisable to hunt Occupational Health’s view.


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