Policies are an essential part of HR and the smooth running of any organisation. Comprehensive HR policies can help ensure compliance with employment law and protect both employers and employees if there is an issue or grievance. However, with so many different HR policies in existence, it can be difficult to know which ones are essential for your company.
In this blog, we’ll cover the HR policies required by law in the UK and the essential policies we would recommend all small and medium-sized businesses have in place.
HR policies required by law in the UK
Only a few HR policies and procedures are required by law in the UK.
Health and safety policy
A written health and safety policy is required if your company has five or more employees. If you have fewer than five employees, you do not legally have to have it written down, but this is still recommended. Your health and safety policy and any updates should be shared with all staff.
A health and safety policy should set out your general approach to health and safety. It should outline what employees need to do in an emergency, such as a fire or injury, where the first aid kits are located, and who the trained first aiders are.
Your policy should cover three areas:
- Statement of intent: a summary of your general policy on health and safety in the workplace. This should be reviewed regularly.
- Responsibilities for health and safety: a list of the names, positions and roles of the people in your business who are responsible for health and safety.
- Arrangements for health and safety: an outline of the practical health and safety arrangements you have in place. This might include completing risk assessments and providing training to employees.
Disciplinary and grievance policies
According to the Employment Rights Act 1996, all companies must notify employees of any procedure that applies to disciplinary actions and how grievances are dealt with. Additionally, the ACAS Code of Practice on disciplinary and grievance procedures states that all employers should follow a full and fair procedure for any disciplinary or grievance case. Within employment contracts or employee handbooks, you should include clear disciplinary and grievance procedures that meet ACAS’s minimum standards.
Your disciplinary policy should clearly outline the standards you expect from your employees and the procedure you’ll follow if employees do not meet these standards. It should also include which sanctions will be used in the event of disciplinary action, such as employment tribunals.
Your grievance procedure should include the steps that staff members need to take to lodge a formal complaint or grievance, the steps the company will take to resolve this complaint, and the further steps an employee can take if the matter is not resolved.
Recommend HR policies
In addition to the legally required policies, there are several policies that are strongly recommended to help protect your organisation. The number and type of HR policies you choose to implement will depend on the size of your business and will likely change over time.
Here is an overview of some of the HR policies we recommend at Trusted HR.
Code of conduct
All new employees must be aware of what’s expected of them. A conduct-at-work policy should include all the information they need about behaviour and company expectations.
This might include:
- Employee behaviour
- Equality, diversity and inclusion
- Bullying and harassment
- Gross misconduct
- Conduct outside of work
- Relationships with other members of staff and clients and customers
- Equal opportunities and anti-discrimination policy
Equal opportunities and anti-discrimination policy
The Equality Act 2010 stops employers from discriminating against employees or potential employees on the basis of protected characteristics, such as gender, age, race, religion, sex, marital status, pregnancy, gender reassignment or disability. Your company’s equality and diversity policy should ensure you adhere to this law. It should also include the procedure employees should follow if they believe this law is being breached.
Sickness and absence policy
Every company should have a clear absence policy, which includes an employee’s annual leave entitlement and a summary of what types of leave are available (for example, parental leave). This policy should also outline what an employee needs to do to book planned time off or to notify the company of an unplanned absence (for example, if they’re unwell).
Bullying and harassment policy
If there is workplace bullying or harassment, employers can be held legally responsible. Implementing a bullying and harassment policy is good practice and the best way to ensure both your employees and company are protected. This should outline what is meant by bullying and harassment, how the company will deal with it, and the steps that an employee can take to report any instances.
How Trusted HR can help
All HR policies should be meticulously worded to ensure that your company is legally compliant and you are fully protected. You can rely on the experts at Trusted HR to draft precise, legally compliant policies fully tailored to your organisation.
All the policies we create are approved by accredited Employment Law experts. We’ll work with you to create HR policies, employment contracts and staff handbooks based on your company’s requirements.
HR Consultancy
If you need assistance drafting legally compliant policies, creating employment contracts or help with any other HR issue, our expert HR consultants, up to CIPD Level 7, can help on an ad-hoc basis. Whether you need long-term support or urgent HR with a workplace issue, we offer individually tailored advice and recommendations.
HR Retainer Support
If you require ongoing HR support, tailored policies and documentation are also included in our retainer HR service. We offer three levels of outsourced HR support depending on your organisation’s requirements.
Request a consultation to learn more about our HR services or for advice on which policies your organisation should implement. Trusted HR offers a free, 60-minute, no-obligation consultation on any HR issue, including policies, to help you get started.
