Mental wellbeing policy

1. Purpose and scope

1.1 Registers of Scotland (RoS) is committed to developing a supportive and inclusive workplace. We aim to create a culture where colleagues feel safe, respected, and empowered to speak openly about their mental wellbeing without fear of stigma or discrimination. This policy sets out how we promote positive mental health and provide support to colleagues.

1.2 This policy applies to all RoS employees. It defines the responsibilities of employees, managers, and the organisation in fostering a mentally healthy workplace.

2. Guiding principles

2.1 The principles of this Mental Wellbeing policy are:

2.2 We treat mental health with the same importance as physical health and ensure that all employees are respected and supported. As with physical health we recognise that mental health can fluctuate.

2.3 We aim to identify and address mental health needs early through awareness, education, and proactive support.

2.4 We handle all mental health-related matters with sensitivity and confidentiality.

2.5 We encourage open conversations and aim to reduce stigma around mental health.

2.6 We regularly review our practices and seek feedback to improve our approach to mental wellbeing support.

3. The policy

3.1 RoS is committed to:

3.1.1 Providing access to mental health resources including:

• mental Wellbeing resources on our wellbeing hub
• factsheets to support conversations around mental wellbeing
• fully qualified mental health first aiders
• access to an employee assistance programme
• occupational health referrals to support with reasonable adjustments
• employee passport
• access to the mental health app, Calm
• support through the Charity for Civil Servants
• support through the PCS union.

3.1.2 Promoting work-life balance by supporting flexible working, reasonable workloads, and ensuring employees take their entitled rest breaks and regular time away from work.

3.1.3 Supporting employees returning to work after mental health-related absences by providing appropriate support in line with the RoS’ sickness absence policy.

3.1.4 Embedding a culture free from stigma and discrimination related to mental health. This is supported by 'Be RoS' (be respective, observant, supportive) and our dignity at work policy.

3.1.5 Supporting reasonable workplace adjustments informed by occupational health guidance where this would support them to work at their best.

4. Roles and responsibilities

4.1 Line Managers have a responsibility for supporting colleague wellbeing, as outlined in the people manager responsibilities. Those responsibilities directly associated with this policy include:

• monitor workloads and work/life balance for all team members by recording regular check-ins (preferably in the PAL system) that address delivery, wellbeing and development
• proactively open a supportive conversation when noticing early signs of work-related stress to understand the colleague’s situation and consider supportive measures
• escalate mental health needs to employee relations promptly if there are signs of significant distress, risk to safety, or prolonged impact on work performance
• support employees in taking their leave entitlement and managing their flexi working hours
• ensure that bullying and harassment is not tolerated within their work area
• signpost colleagues to occupational health and the employee assistance programme for skilled, professional help and advice to support colleagues with mental health needs
• signpost employees to use the employee passport to document mental health needs and any agreed reasonable adjustments
• maintain contact with employees absent due to mental health needs, offering advice and support in accordance with RoS’ sickness absence policy
• ensure that employees returning to work after a period of absence due to mental ill-health are treated with sensitivity and empathy. If the employee’s illness was linked to specific work-related issues, the manager must address these issues with the support of the employee relations team and offer a work stress risk assessment before the employee resumes their duties

4.2 We all have a responsibility for our own mental wellbeing. This means colleagues should:

• commit to being respectful, observant and supportive (Be RoS) in how we treat one another to foster an inclusive environment
• seek support when needed – this includes using the resources available on the wellbeing hub and accessing support services such as the mental health first aiders, EAP and occupational health
• if willing, raise needs regarding mental health with their team leader, manager, employee relations and / or PCS
• consider using available support tools and resources such as the work stress risk assessments and employee passport to record mental health considerations
• Consider updating MyHR if affected by a disability under the Equality Act 2010.

4.3 It is essential for us to ensure that wellbeing support is easily accessible to all colleagues which is why RoS will:

• maintain wellbeing resources, share regular communications, and host events to promote awareness and access to available support
• provide guidance to managers and employees on supporting mental health
• coordinate occupational health referrals
• implement policy and monitor wellbeing in the organisation, including mental wellbeing
• advise managers on how to offer and carry out work stress risk assessments in the workplace
• offer advice and support for managers in dealing with instances of mental health needs at work
• liaise with managers over return-to-work arrangements following a period of absence due to mental health needs in line with RoS sickness absence policy.

5 Approval and review

5.1 Strategic People Authority (SPA) is responsible for the content of this policy, its approval and review. They are responsible for ensuring its implementation in practice and for monitoring this over time. They are responsible for ensuring that the appropriate procedures, guidelines, or standards required to support this are maintained and ownership for these assigned appropriately. This policy will be reviewed by People and Change and approved by SPA every 2 years.