Introduction

Quinn’s Training Services Ltd encourages a culture where people can raise any workplace problems, concerns or complaints in a supportive framework, and we will ensure that all grievances are dealt with in a prompt and fair manner. 

Grievances can be about (but are not limited to):

• Bullying, discrimination and/ or harassment
• Communication problems
• Personality clashes
• Relationship breakdowns
• Real living wage or other payments
• Health and Safety
• Forced labour (including child labour), modern slaver and human trafficking
• Anti -bribery and Corruption.

The purpose of this policy is to outline the formal process which will be taken if an employee needs to raise a concern or complaint to management which

• They do not wish to resolve formally, or
• Cannot be resolved formally, or
• Is a very serious issue, for example sexual harassment or discrimination

It also sets out the roles of those involved and the support that is available to employees at all stages of the process.

Scope

This policy applies to all employees and subcontractors of Quinn’s Training Services Ltd.

Fairness and Respect

Quinn’s Training Services Ltd recognise that a grievance procedure can be stressful and upsetting.  Everyone involved in the process is entitled to be treated calmly and with respect.  QTS will not tolerate abusive or insulting behaviour from anyone taking part in a grievance procedure and will treat any such behaviour as misconduct under our Disciplinary Procedure.  Making malicious or false allegations will not be tolerated and is a disciplinary offence.

Mediation

Mediation involves using an independent, impartial person working with both sides to find a solution.  Mediation is a voluntary and confidential process which can be offered at any stage of the grievance process, although it is preferable to have any disagreement dealt with as soon as possible.

Mediation can help to repair relationships by

• Finding solutions that everyone agrees to
• Improving communication
• Allowing everyone involved to have control of what is finally agreed

The mediator can be someone from inside or outside Quinn’s Training Services.

Policy

1. Raising grievances informally

It is QTS’ belief that most issues can be resolved informally.  In the first instance, grievances should be raised informally, as soon as possible, with the Quality manager.   If the grievance is regarding the manager and/ or you feel unable to speak to them, then it should be raised with the Director.

 The relevant manager will ask the employees to explain their grievance and seek to identify whether the issue can be resolved informally.

• Formal Grievance Procedure

1. If the grievance cannot be resolved informally or is serious in nature, then employees are encouraged to raise the matter formally in writing to the Director.  This letter or email show include:

•  A description of the grievance (key people involved, nature of ` complaint, dates, names of any witnesses, details of any actions taken so far)
• Any evidence, for example a payslip or employment contract
• What the employee expects the Director to do about it.

It is recommended that employees are specific where possible.

The Director will then collect more evidence about the grievance.

In the interest of fairness, the Director will avoid assuming anything about the grievance or the people involved and should be sensitive to the circumstances and needs of anyone involved in the grievance complaint.

1. The Director will arrange a meeting within 5 working days of receipt of letter described above.  It is important that everyone invited to the meeting should make every effort to attend the meeting on the date set as grievances should be dealt with as promptly as possible. 

If the employee is unable to attend this meeting because of circumstances beyond their control, they should inform the Director.  The meeting may be rescheduled at least once but, if an employee fails to attend the rescheduled meeting, it may take place in absence of the employee.

The Director will ensure that any required reasonable adjustments or special considerations are discussed and arranged prior to the meeting. 

      Invitees

The Director can arrange for someone who is not involved in the grievance to take notes at the meeting or act as a witness as to what’s said in the meeting, if necessary.

Any employee or worker has the ‘right to be accompanied’ to the meeting by either another colleague or a trade union representative.  Any employee or worker who requires additional support, such as a carer to also attend will be allowed to do so.  It is at the discretion of the Director if anyone else.

Employees must make a ‘reasonable request’ to the Director by telling the Director, with a reasonable amount of notifce, the name of the companion and whether they’re a colleague or a trade union representative.  The companion will also be given enough time to review any evidence that will be discussed at the meeting.

Meeting

The purpose of the meeting is for the employee who raised the grievance to explain the nature of the complaint, show any evidence and discuss what actions they feel should be taken to resolve the matter.    

The meeting also affords the Director time to ask questions about the grievance and discuss how if should be resolved.  The Director will always remain impartial and do their best to understand the feelings of the employee.

If further information comes to light, it may be necessary to adjourn the grievance hearing to conduct a further investigation and reconvene the hearing when this has been done.

At the end of the meeting the Director will give the employee copies of the notes taken and ask them to confirm the notes are accurate.  The grievance will then be investigated carefully in order to come to a fair decision about what has taken place.

The employee will be informed within seven working days after the meeting of the outcome and any action that will be taken as a result of the complaint.

1. If the employee is not satisfied with the outcome of the grievance or they believe any stage of the process was unfair, they may submit a formal appeal which will then repeat the meeting stage of the procedure.

Following the appeal meeting, the Director will inform the employee in writing within seven working day.  The outcome of the appeal is final.

After the Grievance Proceedings

All grievance outcomes and details will remain confidential.  However, where appropriate, the Director can talk privately to any staff directly involved in the grievance.  This can be to update them on any changes that will be introduced as a result of the process or to remind them of confidentiality.

A written record of all grievance cases will be kept confidentially, to help with any questions or similar cases in the future. 

Quinn’s Training Services will keep all personal information confidential throughout the process and after the process has ended.  

Further Points

 If, at any point during the investigation it is determined that a crime has occurred, Quinn’s Training Services Ltd will without question report this to the police.

If criminal behaviour is reported to the Director during the informal stage of this investigation, QTS will turn this matter over to the police and the grievance procedure will not be followed.

Grievances about a customer, client or anyone else who does not work for QTS will follow the same procedure outlined in this policy.

If a grievance is raised by more than one employee then it may be raised collectively following the same procedure in this policy or, it may be raised by one employee who will act on behalf of the others.

This policy will be reviewed annually.