1. General
The aim of this procedure is to ensure problems, complaints or concerns raised by employees or volunteers are dealt with in a fair, timely and consistent manner.
Any grievance or complaint regarding their work or volunteering placement; working conditions, pay or benefits; working or volunteering hours; treatment by colleagues or other volunteers (including issues of harassment and bullying); concerns about Health and Safety; or any other issue affecting their employment or volunteering arrangements should be raised in line with this procedure.
A record of the grievance will be kept in the employee’s or volunteer’s personnel file. Copies of meeting notes will be provided to the employee or volunteer.
2. Informal Procedure
In the first instance a grievance or complaint should be discussed informally with a member of the Management Committee.
If the grievance cannot be resolved or settled informally, the matter should be dealt with according to the formal grievance procedure.
A written record of the discussion will be made including any proposed action which will be kept on the employee’s or volunteer’s file.
3. Standard Formal Procedure
Written Statement
The aggrieved employee or volunteer must first send a written statement detailing the nature of the alleged grievance to the Chair/Trustee of the Management Committee.
Investigation /Decision
The Chair/Trustee will send a written acknowledgement of the grievance and invite the employee/volunteer to an initial meeting. The first meeting should be within 10 working days of receipt of the grievance. Either party may be accompanied by an individual of their choice. Written notes of the meeting will be made by the Chair/Trustee and signed by both parties.
The Chair/Trustee will then conduct an investigation and establish the facts and within 10 working days will convene a further meeting with the employee/volunteer to discuss the outcome of the investigation and any action that is to be taken.
Appeal
If the employee/volunteer feels that their grievance has not been satisfactorily resolved, they have the right to raise an appeal. To be done in writing within 10 working days of receiving confirmation of the outcome of the formal grievance procedure.
The Chair/Trustee will arrange a meeting with the Management Committee to discuss the appeal within 10 working days. The decision communicated to the employee/volunteer in writing within 10 working days. Decisions made at this point are final.