The Importance of Support in Meeting Positive Duty Requirements
Standard 5: Support ensures that organisations provide necessary support to employees who experience or witness unlawful conduct, promoting a safe, respectful and inclusive environment. Effective support not only aids in the immediate well-being of employees but also underpins the broader objectives of the Positive Duty requirements under the Sex Discrimination Act 1984.
This article explores the essential elements of Standard 5: Suport, underscoring why robust support systems are crucial for both compliance and fostering a supportive workplace culture.
Understanding Standard 5: Support
Standard 5: Support requires organisations to provide accessible, person-centred support for workers who experience or witness unlawful conduct, regardless of formal reporting. It emphasises creating a trauma-informed environment that prioritises safety and well-being, ensuring support mechanisms are integrated into workplace operations and clearly communicated to all employees. This support is crucial for mitigating harm and fostering a respectful and inclusive workplace culture.
Why is Support Important to Positive Duty?
Effective support within the workplace is crucial for reducing the immediate and lasting impacts of unlawful conduct. It empowers individuals to recover and make informed decisions about their options. Providing robust support also signals your organisation’s commitment to upholding dignity and respect, crucial for trust and morale.
Accessible support helps prevent the escalation of issues by addressing them promptly, reducing potential legal and reputational risks associated with workplace grievances.
Forms of Support
Support within the workplace can take many forms, including:
1. Informal Support:
- Flexible Arrangements: Modify work schedules or roles to accommodate recovery needs.
2. Formal Support Systems:
- Contact Officers: Trained individuals provide guidance on support options and reporting procedures.
- Employee Assistance Programs (EAPs): Access to external, confidential counselling services without workplace interference.
3. Specialised Support:
- Cultural and Linguistic Services: Tailor support to meet diverse group needs within the workforce.
- Professional Counselling: Facilitate access to specialists in dealing with trauma and workplace harassment.
By offering a spectrum of support options, employees feel valued and protected, reinforcing a culture of safety and respect.
Implementing Effective Support Mechanisms
For your organisation to meet Standard 5 effectively, it must implement support mechanisms that are accessible and known to all employees.
Practical steps to establish and maintain these systems include:
1. Clear Communication:
- Policy Awareness: Ensure all employees are aware of the support policies through regular training sessions, emails and posted notices throughout the workplace.
- Visibility: Place posters and flyers in common areas and distribute brochures that outline available support options and contact details.
2. Training for Key Roles:
- Contact Officer Training: Provide training for designated contact officers.
- Managerial Training: Equip managers and supervisors with the skills to recognise signs of distress and to handle disclosures effectively, emphasising a trauma-informed approach.
3. Accessibility:
- Multiple Channels: Offer multiple ways to easily access support such as in-person, via phone, email or even through a confidential online portal.
- After-Hours Support: Consider arrangements for support outside of standard working hours, such as through a 24/7 hotline or external EAP services.
4. Regular Updates and Feedback:
- Review and Revise: Regularly review the effectiveness of support mechanisms with feedback from employees, making adjustments as necessary to improve accessibility and effectiveness.
- Engage with Employees: Conduct surveys or feedback sessions to understand employee perceptions and experiences with the support provided.
By taking these steps, your organisation can create a robust framework for support that not only complies with legal requirements but also genuinely aids in the well-being and resilience of your workforce.
Key Responsibilities in Enhancing Workplace Support
The successful implementation of Standard 5 hinges on the active participation of both leadership and staff across all levels.
Key responsibilities include:
Senior Leaders:
- Policy Development and Enforcement: Ensure the creation and continuous updating of support policies that are comprehensive and actionable.
- Resource Allocation: Provide adequate resources and support to sustain effective support systems, including funding for external services and training programs.
Managers and Supervisors:
- Implementation and Advocacy: Implement the policies and advocate for a supportive work culture that prioritises mental health and well-being.
- Active Monitoring: Regularly monitor your environment and address issues that may hinder support mechanisms.
Human Resources (HR):
- Training and Support: Co-ordinate training sessions for contact officers and managers, focusing on trauma-informed care and sensitive handling of disclosures.
- Feedback Loop: Establish a feedback loop with employees to assess the effectiveness of support measures and make necessary adjustments.
All Employees:
- Engagement and Feedback: Participate in training and awareness programs, utilise support services as needed and provide feedback to improve existing supports.
- Peer Support: Foster an environment of mutual respect and support, assisting colleagues in navigating the support system and encouraging their use of available resources.
These responsibilities ensure that support systems are established and effectively integrated into your organisation’s culture, making them more robust and responsive to the needs of all employees.
Practical Steps to Implement Support Mechanisms
Here are some practical steps your organisation can take to fulfil Standard 5 (Not all will apply to every organisation):
1. Develop and Review Support Policies:
- Create clear, accessible policies that outline the support process and ensure they are easy for all employees to understand.
- Regularly update these policies based on employee feedback.
2. Train Support Personnel:
- Designate and train contact officers or peer supporters who are equipped to handle sensitive situations with empathy and discretion.
3. Ensure Accessibility:
- Provide multiple, well-publicised access points for support, including anonymous options to ensure employees feel secure when seeking help.
4. Integrate into Workplace Culture:
- Embed support discussions in regular communications like meetings and newsletters to make it a cornerstone of your workplace culture.
- Continuously monitor and adapt the support offerings based on usage and employee feedback to better meet their needs.
How can you show that your business has taken action to meet Standard 5: Support
To effectively meet and demonstrate compliance with Standard 5, your organisation must maintain detailed records and actively manage its support systems. Here’s how you can ensure compliance is both met and evident:
1. Documentation of Support Policies and Procedures:
- Maintain Comprehensive Records: Keep detailed records of all support policies, training materials and communications related to support options. This includes updates to policies and feedback received.
- Record Training Sessions: Document the attendance and content of training sessions provided to designated support personnel and other employees.
2. Monitoring and Reporting on Support Utilisation:
- Track Usage: Regularly review how employees utilise support options.
- Report Findings: Prepare reports on the effectiveness and reach of support measures, which can be reviewed during audits or inspections.
3. Feedback Mechanisms:
- Employee Surveys: Conduct regular surveys to gather feedback on the adequacy and accessibility of support services.
- Feedback Loops: Implement a system for employees to provide anonymous feedback on support experiences.
4. External Verification:
- Independent Audits: Engage external auditors to review your support systems and compliance with legal requirements.
- Certifications: Seek certifications or accreditations that recognize robust support systems, enhancing credibility and public trust.
By following these steps, your organisation not only adheres to Standard 5 but also showcases its commitment to maintaining a supportive and respectful workplace.
Effective support systems are not just a Standard 5 compliance requirement, they’re essential to fostering a resilient and respectful workplace. By establishing robust support mechanisms, and then regularly reviewing them, your organisation can mitigate the impacts of unlawful conduct and empower individuals to come forward in a supportive environment.
In order to be compliant with positive duty requirements, your business must implement and regularly review its support systems.
If this feels like a lot, contact us – our services include policies, training and reports to help you reduce vicarious liability risks and protect your business.
