Aim

The Attendance policy provides Lothian employees with the procedures and guidelines to follow in relation to absence from work. This training will outline the full scope and purpose of the policy and will equip managers with the knowledge and tools to support colleagues with fairness, consistency and empathy. Learners will understand how Equality Act 2010 applies to absence management, and what the health and wellbeing support is available to Lothian colleagues. 

Objectives

During this session, we will:

• Define the aims and principles of the Attendance policy
• Outline the rights and responsibilities of managers and employees around health and wellbeing, including considerations under Equality Act 2010
• Discuss the different processes for managing short-term and long-term absence, and when ill health capability/retirement may apply
• Highlight the support available to colleagues i.e. Occupation Health, EAP
• Discuss reasonable adjustments and redeployment options

Outcomes

By the end of this session, learners will be able to:

• Manage short-term/long-term absence in accordance with the policy
• Champion and engage diverse options to support health and wellbeing
• Conduct absence management meetings
• Issue appropriate outcomes as per the policy, best practice and legislation
• Understand the potential impact and consequences of not following the absence management process particularly under Equality Act 2010

Intended Learner

• Managers
• Supervisors
• Team Leaders

Delivery method

• Internal; Classroom Training or Teams

Instructor

• HR Business Partner

Resources

• Attendance Policy
• Manager Guidelines & Toolkit

Duration

• 2.5 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

The Disciplinary policy provides a framework for improving conduct and sets out a defined and consistent process for dealing with acts of employee misconduct, which complies with best practice and employment law. This training will outline the full scope and purpose of the policy, covering the roles, responsibilities and rights of all parties at each stage. The training will also provide a full breakdown of documentation and notification requirements to ensure compliance with the policy. 

Objectives

During the session we will: 

• Define the scope and principles of the disciplinary policy
• Outline when and how to invoke the formal disciplinary process and reasonable grounds for suspension
• Follow the full disciplinary process (from investigation to final appeal)
• Explore proportionate disciplinary outcomes and factors for decision-making
• Discuss when the grievance policy may suspend the disciplinary process.

Outcomes

By the end of this session, learners will be able to:

• Decide the appropriate approach (informal or formal) to address misconduct
• Assess the severity of allegations (misconduct/gross misconduct) and when to consider suspension
• Conduct a fully compliant disciplinary process including all documentation
• Issue justified and proportionate disciplinary outcomes
• Understand the potential impact and consequences of not following the disciplinary process under Employment Rights Act 1996

Intended learner

• Managers (who have also completed Investigations training)

Delivery Method

• Internal; Classroom Training or Teams

Instructor

• HR Business Partner

Resources

• Disciplinary Policy
• Manager Guidelines & Toolkit

Duration

• 2.5 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

The Flexible Working policy provides managers and employees with procedures and guidelines in relation to flexible working, in accordance with the current legislation Employment Relations (Flexible Working) Act 2023. This training will ensure managers are suitably informed and aware of their responsibilities around managing requests and reviewing existing arrangements, as well as considerations under Equality Act 2010. 

Objectives

• Define the principles of the flexible working policy and the current legislation
• Discuss scenarios in which flexible working may be required
• Demonstrate the full flexible working application process
• Explain the rights and responsibilities of each party
• Outline the legitimate business reasons for refusing a request

Outcomes

• Understand the Lothian policy and legal basis for flexible working
• Manage requests in accordance with the policy and statutory process, including appeals
• Consider flexible working request in the context of Equality Act 2010
• Issue justified responses to flexible working requests, whether accepted or refused.
• Annually review flexible working arrangements in line with the business needs

Intended learner

• Managers

Delivery Method

• Internal; Classroom Training or Teams

Instructor

• HR Business Partner

Resources

• Flexible Working Policy
• Manager Guidelines & Toolkit

Duration

• 2 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

The Grievance policy aims to ensure that all grievances are dealt with in a fair, open and timely manner. This training will ensure that managers receiving and/or hearing a grievance understand their remit and responsibility to fully investigate and report their findings, and to uphold the rights of all parties involved. The training covers the full grievance process, with a focus on taking assertive action and seeking an informal resolution wherever feasible and appropriate. 

Objectives

During the session we will:

• Define the principles of the grievance policy and relevant legislation
• Outline the grievance process and the rights and responsibilities of all parties
• Highlight the benefits of informal resolution, where appropriate
• Discuss considerations under Equality Act 2010 & Worker Protection Act 2023
• Review potential crossover of the Grievance and Disciplinary policies

Outcomes

By the end of this session, learners will be able to:

• Take the appropriate action upon receiving a grievance (verbal or written)
• Understand the circumstances that would trigger formal action (vs informal)
• Competently manage a full grievance process, including the investigation
• Decide the appropriate outcome e.g. Upheld, Partially Upheld, Not Upheld and subsequent recommendations
• Ensure all parties are suitably informed and notified of their rights and responsibilities e.g. right to appeal and the grievance outcome

Intended learner

• Managers (who have also completed Investigations training)

Delivery Method

• Internal; Classroom Training or Teams

Instructor

• HR Business Partner

Resources

• Grievance Policy
• Manager Guidelines & Toolkit

Duration

• 2 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

Investigations are an essential component in any disciplinary and grievance procedure. Failure to conduct a reasonable investigation can make any subsequent decisions or actions unfair and leave an employer vulnerable to legal action and reputational damage. This training will ensure that appointed investigators understand their role, remit and responsibilities at every stage of the investigation process. 

Objectives

During the session we will:

• Define the purpose of an investigation and the role/remit of the investigator
• Discuss circumstances when an investigation may be necessary
• Establish the grounds for suspension before/during the investigation
• Outline how to prepare for an investigation
• Share guidance for effective investigation meetings
• Discuss how to gather and document evidence
• Demonstrate how to conclude an investigation and report findings

Outcomes

By the end of this session, learners will be able to:

• Define the purpose and scope of an investigation
• Identify the circumstances that trigger an investigation
• Follow the sequential steps of an investigation process
• Maintain confidentiality and objectivity throughout the investigation
• Use evidence-based decision making to reach outcomes and recommendations
• Produce a complete and comprehensive investigation report

Intended Learner

• Managers
• Supervisors
• Team Leaders

Delivery Method

• Internal; Classroom Training or Teams

Instructor

• HR Business Partner

Resources

• Investigations – Supplementary Guidance for Managers

Duration

• 2 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

The Managing Performance policy demonstrates Lothian’s commitment to dealing with performance issues fairly and consistently by focussing on encouraging improvement and collaborative problem solving, rather than simply imposing sanctions. This training will guide managers through full process, covering the consecutive informal and formal stages, appropriates actions and outcomes and the various resources available to support improvement.

Objectives

• Define the principles of the managing performance policy
• Discuss managing performance vs disciplinary based on scenarios
• Outline the sequential steps in the managing performance process
• Discuss appropriate actions and potential outcomes at each stage
• Highlight the importance of setting SMART objectives and the different resources available to support improvement

Outcomes

• Take a proactive approach to managing performance
• Follow the sequential steps in the process, starting with informal action
• Identify and facilitate training and resources to support improvement
• Assess when is appropriate to proceed to a formal process
• Chair formal performance management meetings and issue proportionate outcomes

Intended Learner

• Managers

Delivery Method

• Internal; Classroom Training or Teams

Instructor

• HR Business Partner

Resources

• Managing Performance Policy
• Manager Guidelines & Toolkit

Duration

• 2 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

The Performance Appraisal policy provides a framework for formally recognising the achievements of employees and supporting them in their career development. This training will equip managers with a clear understanding of the aims and benefits of appraisals, and the importance of a fair and consistent approach across all areas of the organisation. This training will familiarise managers with the Lothian appraisal process and give them the tools to conduct the process effectively with their team(s). 

Objectives

During the session we will:

• Set out the aims and benefits of performance appraisals
• Outline the structure of the appraisal process, including all documentation
• Identify best practice for conducting performance appraisals
• Discuss and provide guidance on giving ratings and feedback
• Review Personal Development Plans, SMART objectives and training needs

Outcomes

By the end of this session, learners will be able to:

• Conduct timely and effective performance appraisals
• Provide evidence-based performance and behaviour ratings
• Draft Personal Development Plans with SMART objectives
• Give feedback as part of constructive conversations
• Identify training needs and submit requests

Intended Learner

• Managers/Supervisors/Team Leaders

Delivery Method

• Internal; Classroom Training or MS Teams

Instructor

• HR Business Partner

Resources

• Performance Appraisal Policy
• Manager Guidelines & Toolkit

Duration

• 2 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

The Performance Appraisal policy provides a framework for formally recognising the achievements of employees and supporting them in their career development. This annual refresher training will renew and/or update (if applicable) managers’ knowledge and understanding of the process ahead of the next cycle, specifically preparing for meetings, giving ratings and feedback, setting objectives, identifying training needs and requesting training. 

Objectives

During the session we will:

• Remind ourselves of the purpose and key benefits of performance appraisal
• Refresh the appraisal process and best practice
• Outline Personal Development Plans and setting objectives
• Discuss performance/behaviour ratings and giving feedback
• Review how to identify and facilitate learning opportunities

Outcomes

By the end of this session, learners will be able to:

• Conduct timely and effective performance appraisals
• Draft Personal Development Plans with SMART objectives
• Provide evidence-based performance and behaviour ratings
• Give feedback as part of constructive conversations
• Identify training needs and submit requests

Intended Learner

• Managers/Supervisors/Team Leaders

Delivery Method

• Internal; Classroom Training or MS Teams

Instructor

• HR Business Partner

Resources

• Performance Appraisal Policy
• Manager Guidelines & Toolkit

Duration

• 1.5 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

The Recruitment & Selection policy sets out a recruitment and selection framework for any vacant position within Lothian and defines the probationary process for all new starts. Good recruitment practices help to identify talent while also promoting the organisation as an employer of choice. This training will ensure that the recruitment, selection and probation experience is consistent for all candidates and is fully compliant with relevant legislation. 

Objectives

During the session we will:

• Define the key principles of the policy
• Outline the recruitment and selection process including
• variations by job type and the responsibilities of each party at each stage
• Discuss how we ensure recruitment complies with Equality Act 2010
• Share interview techniques, types of questions and scoring
• Discuss the probationary process including milestones and documentation

Outcomes

By the end of this session, learners will be able to:

• Run an efficient recruitment process for vacant roles in line with the policy
• Understand how the Equality Act 2010 applies to recruitment and selection
• Understand the full recruitment process and the roles of each stakeholder
• Conduct appropriate selection activities e.g. shortlisting, interviews etc.
• Confidently manage the probationary process with full understanding of potential outcomes

Intended Learner

• Managers/Supervisors/Team Leaders

Delivery Method

• Internal; Classroom Training or Teams

Instructor

• HR Business Partner

Resources

• Recruitment & Selection Policy
• Manager Guidelines & Toolkit

Duration

• 2 Hours

Minimum Group Size

• 6 (smaller groups may be arranged on a needs basis)

Aim

The Welcome Back meeting takes place after every occurrence of absence and enables a manager/supervisor to gain a full understanding of the cause of absence, to check the employee is well and able to resume their duties, and to become aware of any underlying concerns that my result in future absence. This training will prepare managers/supervisors to conduct meaningful meetings with a focus on employee health and wellbeing.

Objectives

During the session we will:

• Discuss the aim and purpose of a Welcome Back meeting in the context of the Lothian Attendance policy
• Outline the procedure for conducting a Welcome Back meeting including preparing for the meeting, effective questioning skills and active listening
• Emphasise the importance of accurate record keeping and documentation
• Discuss when is appropriate to refer an absence to a manager, engage Occupational Health and/or launch the formal absence management process

Outcomes

By the end of this session, learners will be able to:

• Understand the purpose of a Welcome Back meeting in the context of absence management and the Attendance policy
• Conduct an effective Welcome Back meeting with a focus on individual health and wellbeing
• Complete all documentation with an emphasis on detailed and accurate record keeping
• Identify trigger points or patterns of absence that may prompt a manager referral

Intended Learner

• Managers
• Supervisors
• Team Leaders

Delivery Method

• Internal; Classroom Training or Teams

Instructor

• HR Assistant
• HR Business Partner

Resources

• Attendance Policy
• Manager Guidelines & Toolkit

Duration

• 1 Hour

Minimum Group Size

• 3 (smaller groups may be arranged on a needs basis)