All Questions
How do I approach a grievance issue?
If a grievance needs to be raised, it should first be discussed with the immediate line manager. If the problem or concerns relate to the immediate line manager, speak to their line manager. It is essential that every effort is made to resolve the grievance at the earliest possible stage.
If this doesn’t resolve the grievance, a written description of the grievance and the required solution should be submitted to the line manager (or the line manager’s own line manager) by completing a grievance register form, found in the appendices to the grievance procedure,
Take a look at the following faqs for more information.
Are there circumstances this procedure does not apply to?
- Disciplinary and dismissal matters (including Appeals).
- Questions relating to statutory adjustments to pay and allowances (e.g. income tax, national insurance, statutory sick pay).
- National agreements (other than local interpretation).
- Pay and grading issues (these are dealt with under the Grade Evaluation Procedure).
- Personal matters not directly related to employment or conditions of service.
- Dismissals due to redundancy or the non-renewal of fixed term contracts on their expiry.
- Non-acceptance of an application for voluntary redundancy.
- Issues that are the subject of collective negotiation or consultation with recognised trade unions.
The above list is not exhaustive.
Does this procedure apply to staff on a secondment, working in a partnership organisation, or working in joint or multi-disciplinary teams?
Yes, wherever possible grievances will be heard by our managers. Grievances may be investigated by managers employed by other organisations who we work in partnership with.
What happens when a grievance register form is submitted?
The manager to seek support from the HR & OD Advice team.
It is strongly recommended that in the first instance the employee should try to resolve the concern or issue informally through their manager. If the grievance remains unresolved then an investigation officer is appointed and will write to the employee informing them of their right to be accompanied by a Trade Union representative or work colleague. This meeting should be arranged as soon as possible without unreasonable delay but ideally within 20 working days of receipt of the grievance register form.
How is the outcome of a formal grievance advised?
Following completion of the investigation, the investigation officer will write to the employee without undue delay. This response may be a preliminary one if the grievance needs more detailed consideration, but the employee will be told what is happening and how long it may be before a final response can be expected.
What will a final written response contain?
- A summary of the grievance
- Appropriate details of the investigation.
- The decision on the matters raised.
- The reasons for the decision.
- Proposed actions or agreed outcome.
- If the grievance has been upheld, wholly or in part, what necessary steps will be taken.
- Right of appeal
Can a response/outcome be appealed?
The employee must submit their appeal, as outlined in the outcome letter, detailing their grounds for their appeal, within 10 working days of receipt of their outcome letter and attach the grievance register form to their appeal.
How do I report a wrongdoing concern?
- Ring the Whistleblowing Hotline 01743 25 2627
- Email whistleblowing@shropshire.gov.uk
- Write to the Audit Service Manager, Shirehall, Abbey Foregate, Shrewsbury, Shropshire, SY2 6ND
- Contact a senior officer directly
What information should I provide?
- Background and history of the concern
- Names, dates and places where possible
- The reason why you are particularly concerned about the situation
You are not expected to prove the truth of your raised concern. You will need to demonstrate to the person contacted that there are sufficient grounds for your concern.
The earlier you express the concern the easier it will be to take appropriate action.
Please see the full whilstleblowing policy.
What should I know about the code of conduct?
The Code of Conduct has been drawn up and approved to help employees of the council, by describing the standards of conduct expected of them. It's underpinned with the expectation that all employees of the council will act with integrity, honesty and that they are trustworthy. In addition it is expected that those providing services to and on behalf of the Council, for example, contractors, casual and agency staff, will follow the spirit of this code in their dealings with the provision of services on behalf of the Council.
Any breach of the Code of Conduct may be considered a disciplinary matter, and could result in disciplinary action up to and including dismissal. It is therefore critical that the Code is read and understood.
This Code cannot cover every problem which may occur. If you are in doubt, you should consult your Director or appropriate senior officer before taking action. References in this Code to Directors include any such appropriate senior officers.
The following frequently asked questions may be helpful:
Do I need to declare relationships of a business or private nature with external contractors, or potential contractors?
Yes you should make this known to the appropriate manager and the relationship recorded in accordance with Appendix 1.
I engage or supervise contractors or have any other official relationship with contractors and have previously had or currently have a relationship in a private or domestic capacity with contractors, should I declare that relationship?
Yes to the appropriate manager and the relationship recorded in accordance with Appendix 1.
I, or a close relative, have a large number of shares in a company with which it is likely that the council will be dealing with?
The investment should be recorded in accordance with Appendix 1. This only applies where they have, or may reasonably be thought to have, a role on behalf of the council in selecting the source of supply or the quantity or specification of the goods or services of that company. It does not apply where they have invested some money in a relatively small number of shares (normally not exceeding a market value from time to time of £5,000 in a large company with which the council is doing business) (or in a small company where an individual’s share holding represents 20% or more of the company’s equity).
What happens if I do not disclose my interest in a company?
If an employee fails to disclose a private pecuniary interest in a contract with the council, they may be committing a criminal offence.
What situations should I disclose a conflict of interest?
- Hiring or recommending the hiring of an employee that is a family member or acquaintance;
- Engaging or recommending the engagement of a contractor/consultant/temporary employee that is a family member or acquaintance
- Carrying out a social services assessment on a family member or acquaintance
- Using or recommending the use of a supplier that offers a 'deal' as an incentive.
A customer has given me a gift can I accept it?
Staff should not solicit or accept any significant personal gift, gift vouchers, free holidays, sporting events, trading stamps or special discounts offered to them, on the basis they might influence or be seen to influence the way in which they carry out their duties.
It is common practice in the commercial world for customers to be offered, or sent gifts, as a “thank you” for entering into a contract or, particularly, as a Christmas present. Where these gifts are small and are obviously for use within the service, they can be accepted. Where, however, it is obvious they are intended for personal use, they should be refused politely. Where gifts are for general service use, it is good practice for them to be entered into a “gifts register”.
Further details are available in the Code of Conduct located on the Intranet, section 7-9.
I would like to purchase a personal item from an organisation I know the council deal with, can I still buy from them?
Caution should be exercised when employees buy goods or use the services, for their own personal use, from firms which they know have dealings with the council.
They should not accept prices or terms for such goods or services which they believe may have been reduced for them personally because of the firm's dealings with the council. Similarly, they should not seek such reductions
I have received a fee or payment from a customer whilst undertaking my official duties?
If employees receive any fee or payment in their official capacity which is intended for the council, they must without delay pay the sum received to the Council Treasurer or as he may direct.
I have to deal with the disposal of surplus property and I wish to acquire a particular item either for my own use or for any organisation or body in which I have an interest in?
You must inform their Director before the disposal procedure has started and they must have no further dealings in the disposal of that item.