Agenda item

HR Policy Development and Review

Report of the HR Policy and Strategy Lead. 

Minutes:

The HR Policy and Strategy Lead submitted a report that enabled the Committee to consider and approve the introduction of revised HR Policies which fall into the category of Volunteering, Dignity, Equity and Inclusion, Honoraria and Acting Up which require updating. The review also includes the introduction of two new policies: Sexual Harassment and Secondments. 

 

Comments and amendments following the meeting of JCC on 14th November 2024 were set out in the report. 

 

The policy tracker, appended to the report, advised of further information on the changes to be reviewed.  For these policies these were:

 

HR Policy Amendments Tracker

Policy Section Number (new number)

Existing/New Section

Section Heading

Amendment/addition Notes

 

Volunteering

N/A

N/A

Branding

Policy re branded to new format.

N/A

N/A

Generic Layout

Layout follows new format. Scope, Purpose, Roles & Responsibilities followed by the substantive provisions.

 

 

Purpose

Feedback from JCC to include: The purpose of the policy is also to support the voluntary sector where we recognise that we may not be able to financially support external organisations, but where we acknowledge our biggest resource, our staff may be able to help.  

 

Sexual Harassment

N/A

N/A

Branding

Policy branded to new format.

N/A

N/A

Generic Layout

Layout follows new format. Scope, Purpose, Roles & Responsibilities followed by the substantive provisions.

N/A

N/A

N/A

Substantive provisions include explanation of what sexual harassment is, informal and formal steps to take to raise a complaint, support and protection offered, and a commitment to confidentiality where possible.

 

 

Who does this policy apply to?

Following feedback from JCC incorporated Members into the scope of the policy.

 

 

3.1

Following feedback from JCC amended 3.1 to change employees being “encouraged” to report sexual harassment to “expected” to report sexual harassment.

Dignity, Equity and Inclusion

N/A

N/A

Branding

Policy introduced with branding to match new format.

N/A

N/A

Generic Layout

Layout follows new format. Scope, Purpose, Roles & Responsibilities followed by the entitlements and procedure to be followed.

N/A

N/A

Consolidation

Consolidated the Dignity at Work policy and the various roles and responsibilities set out therein, with the Diversity and Inclusion policy, which set out a zero-tolerance approach to discrimination.

6.1

Existing section – new information

Employee groups and networks

New inclusion on who to contact to set up any new internal Network.

7.1

Existing section – new information

Support and advice

Signposting the support and availability of mental health first aiders.

8

New

Breaches

Inclusion of a specific section to address breaches of the policy to reinforce zero tolerance approach to bullying, harassment and all types of discrimination.

5.9

New

 

Following feedback from the JCC, we have incorporated a new 5.9 as follows: It is important to remember that religious and philosophical beliefs are protected by the Equality Act, and that sometimes those beliefs may conflict with others. We want to encourage a workplace where colleagues feel comfortable to exercise their beliefs, but all colleagues must also understand the importance of dignity and respect and understand that complaints of bullying, harassment or discrimination will be taken seriously.

Honoraria and Acting Up

N/A

N/A

Branding

Policy re branded to new format.

N/A

N/A

Generic Layout

Layout follows new format. Scope, Purpose, Roles & Responsibilities followed by the substantive provisions.

N/A

N/A

Job title references

Clarifying the responsibilities in the process due to job title/process changes. Line manager must create change of conditions form, to be endorsed by HR, finance, Chief Officer and Chief Executive.

2.1

Existing

Purpose

Following JCC feedback incorporated We aim to develop talent that is prepared to lead and sustain organisational priorities over time. Honoraria and Acting Up can be useful ways to enable employees to gain new skills and experience while meeting short-term staffing needs

Secondments

N/A

N/A

Branding

Policy branded to new format.

N/A

N/A

Generic Layout

Layout follows new format. Scope, Purpose, Roles & Responsibilities followed by the substantive provisions.

N/A

N/A

N/A

Substantive provisions include explanation of different types of secondment (either internal, external or inward), the possible duration of secondments (up to 2 years as a maximum), the contractual arrangements i.e. confirming that any changes to an employee’s role will be captured in a letter or an agreement, and reference to organisational change i.e. to ensure that employees are aware that if there are any changes to their substantive post proposed during the secondment, they will be consulted with by their substantive line manager. 

2.2

Existing

Purpose

Following feedback from JCC added at 2,2 The Secondment Policy should be read in conjunction with the Recruitment and Selection policy

 

Existing

External Secondment

Following feedback from monitoring officer, it has been made clear that external secondments will be possible only with CO approval.

 

It was moved by Professor Chris Harris, seconded by Councillor Jason Wood and unanimously resolved as follows. 

 

Resolved: -

 

That the introduction of revised HR Policies which fall into the category of, appended to the report, be approved, subject to the following amendments:

 

Employee Volunteering Policy

 

Amend wording of paragraph 2.1 to read as follows. 

 

LCC is committed to supporting employee volunteering and acknowledges the many benefits to our employees and local communities that this brings.  The purpose of the policy is also to support the voluntary sector; we recognise that we may not be able to financially support external organisations, but acknowledge our biggest resource, our staff, may be able to help. 

 

Dignity, Equity and Inclusion Policy

 

Amend wording of paragraph 2.1 to read as follows. 

 

Our aim is to encourage and support dignity, equity and inclusion and actively promote a culture that values difference and eliminates discrimination and bullying in our workplace and the wider community we serve.  It applies to all aspects of employment with us, including recruitment, pay, benefits and conditions, flexible working and leave, training, annual conversations, performance management, conduct, disciplinary, grievance and capability procedures and termination of employment.  Absolutely everyone has the right to be treated with dignity and respect and we have a zero-tolerance approach to discrimination and bullying in any form. 

 

Supporting documents: