Grievance Policy

Introduction

Malvern International, including Language in Action, believes that the sooner any concerns or complaints are raised the better for everyone involved, to prevent the situation escalating.

Employees are encouraged to raise any concerns or grievances as quickly as possible with their Line Manager in an informal setting. However, if the matter concerns the Line Manager, the issue can be raised with the Head of HR, who will advise how to proceed.

The Company recognises that it may not be possible or appropriate to resolve every concern informally. Where this is the case, employees should use the formal grievance procedure set out below.

This policy does not form part of your contract of employment with the Company and may be amended from time to time.

Process

Step 1 – Written Grievance

The grievance should be put in writing to the employee’s Manager and/or Head of HR and should provide sufficient explanation of the basis of the grievance and set out the desired outcome.

A grievance should normally be raised within three months of the issue having arisen or the incident having taken place.

Step 2 – Investigation

HR will investigate or arrange for an appropriate person to investigate the grievance, and it may be necessary to arrange an investigation meeting with all concerned parties.

Step 3 – Meeting

A grievance meeting may be held to discuss the grievance with the employee. The meeting will normally be held within ten working days of the formal grievance being raised.

Following any further investigation, the Company will confirm the decision in writing and explain the appeal process within 5 working days.

Step 4 – Appeal

If the employee is dissatisfied with the outcome, they may appeal in writing to HR within 5 working days of receiving the Company’s response.

An appeal hearing will normally be arranged within 10 days of receipt of the appeal letter, and the appeal decision will be final.

NB: All reasonable efforts will be needed to attend investigatory, grievance and appeal meetings. If employees are unable or unwilling to attend meetings without good cause, the Company may make a decision on the available evidence in their absence.

Grievance Meeting Format (if appropriate)

• At each stage, the employee will be notified of the agreed meeting date in writing.
• The employee must, at the outset of each meeting, present their reasons for the grievance.
• The Manager, HR representative and employee representative (where applicable) may raise questions.
• The Manager will adjourn the meeting to consider the points raised.
• Following an adjournment, the Manager will present their findings either face to face or directly in writing.

Mediation

In most cases, it will be possible to resolve issues either through informal discussions or through the grievance process described above.

However, mediation may be appropriate as an alternative or additional process. Both parties must agree to mediation.

Mediation is a confidential process that aims to find common ground for the voluntary resolution of issues raised. It may be facilitated through HR or by an external third party such as ACAS.

The mediator may suggest ways to achieve resolution but may not impose their judgement or settlement of the issue in dispute.

Policy Approval