Health and Safety Office Stress at work risk assessment guidance for managers Document control information Published document name: stress-ra-gn.pdf Date issued: June 2012 Version: 1.0 Previous review dates: n/a Next review date: June 2014 and following a significant change in information. Related documents: Staff Well-being: Policy for the Avoidance and Management of Work Related Stress Staff Well-being: Avoidance and Management of Work Related Stress - Guidelines for Managers Staff Well-being: Avoidance and Management of Work Related Stress - Guidelines for Individuals Individual stress risk assessment Governing policy: n/a Guidance to policy: n/a Legislation or related information: Health and Safety at Work etc Act 1974 Document owner: Liz Greaves Document approved by: Director of Health and Safety Lead contact: Liz Greaves Management of Health and Safety at Work Regulations 1999 Page 1 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Contents 1. Scope .................................................................................................................. 2 2. Introduction ......................................................................................................... 2 3. Risk assessment ................................................................................................. 2 3.1 School / Service risk assessment.................................................................. 2 3.2 Individual risk assessment ............................................................................ 4 3.3 Occupational Health Service referrals ........................................................... 4 Appendix 1 Work-related stress risk assessment template ........................................ 6 Appendix 2 Work-related stress risk assessment example ........................................ 8 Appendix 3 – Individual risk assessment template ................................................... 11 1. Scope This guidance document supplements the University staff well-being: policy for the avoidance and management of work related stress. The aim of the document is to provide guidance to managers on the completion of a stress risk assessment and to provide a template for interviews that can be used to aid discussions with staff on their return to work following any time of work with stress. It does not replace the Policy that document that was agreed with University Council in November 2006. The policy is available at http://www.bris.ac.uk/pwe/managing_stress_at_work 2. Introduction The University of Bristol has a duty to provide a healthy and safe place of work and in doing so acknowledges the importance of identifying and reducing risk through work-related stress. Work-related stress is 'the adverse reaction people have to excessive pressure or other types of demand placed on them'. 3. Risk assessmen 3.1 School / Service risk assessment A first point of reference and guidance for all managers is the document Staff Wellbeing: Avoidance and Management of Work Related Stress - Guidelines for Page 2 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Managers. This guidance is available on the Positive Working Environment website at http://www.bris.ac.uk/pwe/managing_stress_at_work The document guides managers through two possible routes, one to do with the avoidance of stress in employees, and the other how to deal with stress problems that arise. The document outlines the requirement to complete a risk assessment under the 6 headings of the Health and Safety Executive stress management standards. The Management Standards define the characteristics, or culture, of an organisation where the risks from work related stress are being effectively managed and controlled. The Management Standards cover six key areas of work design that, if not properly managed, are associated with poor health and well-being, lower productivity and increased sickness absence. In other words, the six Management Standards cover the primary sources of stress at work. These are: • • • • • • Demands - this includes issues such as workload, work patterns and the work environment. Control – how much say the person has in the way they do their work Support - this includes the encouragement, sponsorship and resources provided by the organisation, line management and colleagues. Relationships - this includes promoting positive working to avoid conflict and dealing with unacceptable behaviour. Role - whether people understand their role within the organisation and whether the organisation ensures that they do not have conflicting roles. Change - how organisational change (large or small) is managed and communicated in the organisation. Risk assessment guidance for managers has been developed on the 6 stressors and is available at; http://www.bris.ac.uk/pwe/managing_stress_at_work Appendix 1 provides a risk assessment template that provides control measures to be added by the School/Service under the 6 identified stressors. Appendix 2 provides an example of what information can be added. The work-related stress risk assessment needs to be regularly reviewed as outlined in the Health and Safety Office Risk Assessment Policy, available at http://www.bristol.ac.uk/safety/media/po/racop-po.pdf It is good practice to review risk assessments from time to time, the Health and Safety Office recommend annually Staff are responsible for advising their line Page 3 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 manager of any changes in activity which may affect the findings of the risk assessment. Don’t forget to initial and date the assessment when you it is reviewed and ensure that it is brought to the attention of all relevant members of staff and others who may be affected. 3.2 Individual risk assessment A staff member’s return to work should be managed carefully, particularly when the absence has been long-term. A return to work meeting should be arranged involving the staff member (and companion if requested) and yourself, (and a Human Resources Manager if required). The purpose of the meeting should be to determine if any reasonable adjustments can be made to ease a return to work. A template with questions that can be put to the member of staff under the 6 workplace stressors is attached at Appendix 3. This is a template only and therefore should be used as a guide to help formulate the return to work meeting. The template has space for additional questions to be added that might be useful or more appropriate to an individual’s circumstances. The template can also be used in early discussions with a member of staff who may be exhibiting or have stated that they are suffering from signs of work related stress. The purpose of the meeting should be to determine if any reasonable adjustments can be made to ease a return to work. Examples of adjustments are set out in the document Staff Well-being: Avoidance and Management of Work Related Stress Guidelines for Managers. This guidance is available on the Positive Working Environment website at http://www.bris.ac.uk/pwe/managing_stress_at_work. If adjustments are required, then additional support can be obtained from the Occupational Health Service, Human Resources Managers, and the Organisational Development Manager (Diversity). The Health and Safety Executive also have a return to work questionnaire that managers may find useful available at http://www.hse.gov.uk/stress/pdfs/returntowork.pdf Managers should schedule regular follow-up meetings with the staff member once they have returned to work to monitor and discuss their recovery and ways of avoiding work related stress in the future. 3.3 Occupational Health Service referrals The main purpose of management referrals to Occupational Health Service is to support effective and proactive management of staff with health issues impacting on Page 4 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 attendance and/or performance at work, with the ultimate aim of helping to keep employees healthy and at work. An Occupational Health Service referral will provide independent and objective advice to managers to assist them in dealing fairly with health issues, whilst balancing the needs of the employee with work requirements. Human Resources Managers lead the referral process for members of staff. If managers have any concerns regarding their members of staff they should contact the appropriate Human Resources Manager who will lead them through the referral process. An Occupational Health Advisor will also be able to provide advice to managers on whether it is appropriate to refer an individual. Page 5 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Appendix 1 Work-related stress risk assessment template University Of Bristol Risk Assessment School / Service: Description and location of Hazard Who might be harmed Risk Assessment Completed by: Existing Control Measures Date: A. Likely severity of injury (1 to 3) B. Likely Occurrence (1 to 3) Risk Rating (A) x (B) Comments / Actions Stress; The stress risk assessment is divided into sections to represent the six primary stressors identified in the Health and Safety Executive Management Standards on work related stress and the risk assessment outlined in the Staff Well-being Policy. The 6 stressors are Demands – this includes issues such as workload, work patterns and the work environment. Control – how much say the person has in the way they do their work. Support – this includes the encouragement, sponsorship and resources provided by the organisation, line management and colleagues. Relationships – this includes promoting positive working to avoid conflict and dealing with unacceptable behaviour. Role – whether people understand their role within the organisation and whether the organisation ensures that they do not have conflicting roles. Change – how organisational change (large or small) is managed and communicated in the organisation. Demands Staff Support Staff Relationships Staff Control Staff Role Staff Page 6 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Change Staff Score Column A: Severity of Injury: Column B: Likely Occurrence: 3 Major Injury or death Regular exposure of several employees to hazard. 2 Injury requiring medical treatment Occasional exposure of few employees. Risk Score Response Times Risk Score 9 Immediate cessation of activity until interim controls are agreed and implemented Critically examine the areas of exposure in the process and agree timetable for completion of all agreed actions 3/4 6 <3 1 Minor or no injury Exposure to hazard very rare. Response Times Review on change of process or if circumstances change. Provide additional training, supervision and monitoring. 12 months review (date of next audit). No real changes in procedure required to reduce risk further Page 7 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Appendix 2 Work-related stress risk assessment example University Of Bristol Risk Assessment Department: Health and Safety Office Description and location of Hazard Who might be harmed Risk Assessment Completed by: Liz Greaves Existing Control Measures A. Likely severity of injury (1 to 3) B. Likely Occurrence (1 to 3) Date: 10th August 2010 Risk Comments / Rating Actions (A) x (B) Stress; The stress risk assessment is divided into sections to represent the six primary stressors identified in the Health and Safety Executive Management Standards on work related stress and the risk assessment outlined in the Staff Well-being Policy. The 6 stressors are Demands – this includes issues such as workload, work patterns and the work environment. Control – how much say the person has in the way they do their work. Support – this includes the encouragement, sponsorship and resources provided by the organisation, line management and colleagues. Relationships – this includes promoting positive working to avoid conflict and dealing with unacceptable behaviour. Role – whether people understand their role within the organisation and whether the organisation ensures that they do not have conflicting roles. Change – how organisational change (large or small) is managed and communicated in the organisation. Demands Staff • • • • • • Support Staff • • One-to-one meetings with outcomes recorded Workload clarified by discussing with the individual what are the tasks associated with the job and what are the key priorities Staff review process Team structure and responsibilities are clearly defined Mechanisms in place to report and remedy building defects Mechanisms in place for supporting individuals in a small team Flexible working patterns for H&S Advisors Regular one-to-one meetings with line manager to clarify workload with the individual and set realistic and agreed 2 3 6 2 1 2 Page 8 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 • • • • • Relationships Staff • • • • • Control Staff • • • • • Role Staff • • • • deadlines Staff training available to ensure skills updates as necessary Regular team meetings Staff review process University support mechanisms in place Regular one-to-one meetings with line manager to discuss any relationship issues Regular team meetings Team away days Arranged socials Managers to take seriously any issues that are brought to them and try to resolve quickly One-to-one meetings and Advisors weekly meetings organised so that the team aware of what colleagues are doing Majority of work organised so that individuals have control over how they organise their time Regular communication with members of the team Flexible working patterns for H&S Advisors and others as far as possible to fit into service demands Flexibility as appropriate regarding working times Staff encouraged to use their initiative and develop new skills One-to-one meetings and Advisors weekly meetings organised so that the team aware of what colleagues are doing Staff review process Job descriptions up to date and reviewed as appropriate Team meeting attended by Head of Department as appropriate 2 1 2 2 1 2 2 1 2 Page 9 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Change Staff • • • • Small team which enables effective communication over issues Honest and open communication with all staff Ensure regular one-to-one meetings Ensure regular team meetings 2 3 6 Page 10 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Appendix 3 – Individual risk assessment template University Of Bristol Individual Stress Risk Assessment School/Section: Individual: Risk Assessment Completed by: Date: Individual Symptoms and Sickness Patterns (if appropriate) Potential work related stressors identified Individual Concerns Risk high/medium /low Existing control measures Demands What causes the individual to feel under unnecessary pressure? Are priorities clarified? Reflect on JD, if too generic ask individual to map out key aspects of the role Are deadlines realistic and agreed? Does the individual have appropriate skills and knowledge to undertake the tasks? Does the individual have sufficient resources? Does the individual feel that the work is boring or repetitive? Control Page 11 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Is there clarity of who does what in the team? As a manager are you providing enough guidance and support? Is there opportunity to develop skills? Does the individual need for control over working patterns or the way that they carry out a task? Support As a manger is the level of communication appropriate, one-to-one meetings etc? Does the individual feel further team support would be helpful? Are there any external pressures that further support can be offered? Is there further training and development that the individual requires? Relationships Are there any issues or tensions with the team including any bullying or harrassment? Is a supportive team atmosphere and are dynamics between the team are good? Are you aware of the University support mechanisms available, Staff Counselling Service, Staff Mediation, Dignity at Work Advisors, Occupational Health Service? Page 12 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 Role Does the individual believe that they have been properly inducted into the role? Does the individual understand the key aspects of their role? Is there a clear reporting structure? Are the standards expected clearly outlined? Are there demands placed upon the individual that are not in line with the role? Change The individual has been given opportunity to comment on change? Does the individual feel that they have been fully supported through change? Has the individual been supported through change by the team? Does the individual feel that further information or support is required and aware of support mechanisms? Other stressors Does the individual have other issues that might be affecting their work? RISK LEVEL High High probability of long term sickness Medium Medium probability of sickness due to work Low Low probability of work-related stress Page 13 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1 due to work related stress Immediate action required related stress Action required Exposure to hazard very rare. Action Plan Further Action Required By Whom By When Completed Page 14 of 14 Health and Safety Office Stress at work risk assessment guidance for managers Version 1