Dignity at work policy

1. Purpose and scope

1.1 This policy aims to foster a positive culture for working which supports equality, diversity and inclusion and respect for the rights of others.

1.2 It aims to promote an inclusive environment where all individuals are treated with dignity and respect, free from bullying, harassment, victimisation, and discrimination.

1.3 It also aims to provide a consistent, fair, and reasonable approach for managing and resolving concerns about individual and/or organisational behaviour.

1.4 This policy applies to all RoS employees in relation to individual and team activities and dealings with others.

1.5 This policy should be read in conjunction with the Grievance Policy and procedure and Appendix 1: Dignity at Work guidance.

2. Guiding principles

2.1 RoS employees should not experience bullying, harassment, victimisation, or discrimination while at work.

2.2 All employees are considerate of each other and treat each other with respect.

2.3 Unlawful discrimination in any form is unacceptable.

2.4 All employees’ skills and abilities are valued.

2.5 This policy aims to ensure that occurrences of bullying, harassment, victimisation and discrimination, are taken seriously, and dealt with promptly and with sensitivity.

2.6 Where appropriate, concerns or complaints about an employee’s dignity at work will be managed informally in line with the Grievance Policy and procedure.

2.7 If informal resolution is not appropriate or possible then employees should raise the issue formally using the formal Grievance Procedure.

3. Definitions

3.1 Harassment: Any unwanted, inappropriate, or offensive behaviour that demeans, intimidates or creates a hostile work environment. This includes, but is not limited to, verbal, physical, sexual and digital harassment from colleagues or third-party harassment (eg by customers or clients). RoS has a Customer Behaviour Policy and takes any form of unacceptable behaviour seriously.

3.2 Discrimination: Treating an individual unfairly because the individual has, or is perceived to have a protected characteristic, or because of their association with someone who has a protected characteristic. The protected characteristics are:

• age
• disability
• gender reassignment
• race including colour, nationality, ethnic or national origin
• religion or belief
• sex
• sexual orientation
• pregnancy and maternity.
• marriage and civil partnership

3.3 Bullying: Persistent and deliberate mistreatment that undermines an individual’s self-esteem, safety, or work performance.

3.4 Psychological safety: Ensuring that employees feel safe to speak up about concerns without fear of retaliation.

3.5 More detail on each of these aspects is in Appendix 1.

4. Roles and responsibilities

4.1 All employees have a responsibility to:

• Demonstrate respect and integrity in interactions with individuals and teams
• Work collaboratively, collegiately, and effectively in teams within and across organisational units
• Identify and challenge unacceptable behaviour when it occurs, even if it is not directed at ourselves
• Address and resolve matters informally, where reasonably possible, in a positive and constructive way
• Raise more serious concerns with senior managers or the HR team and participate positively in approaches to resolve them
• Modify our behaviour should we become aware that we have behaved unacceptably in relation to this policy, even if no complaint has been made.

4.2 Managers have a responsibility to:

• Lead in promoting a culture of dignity and respect
• Take timely, relevant action to resolve concerns informally where appropriate
• Support the use of the formal Grievance Policy and Procedure where complaints cannot be resolved informally.

4.3 RoS as an employer, has a responsibility to ensure that:

• We foster a positive culture for working which supports mutual respect
• We treat staff with openness, respect, and dignity
• Complaints of harassment, bullying, victimisation, or discrimination are treated seriously and with discretion
• We take reasonable steps to ensure the physical safety of our colleagues and address concerns about inappropriate behaviour, while fostering an environment where psychological safety is supported
• Malicious or vexatious allegations are dealt with in line with RoS Disciplinary Policy and Procedure where appropriate
• We take reasonable steps to prevent sexual harassment in the workplace, ensuring this covers all employees, including workers and contractors
• We monitor all complaints and their outcomes to identify patterns and determine if further interventions are needed to keep colleagues safe and ensure they are treated with dignity and respect, this also informs any required training or development to enhance our workplace culture.

5. Unacceptable behaviour

5.1 RoS expects all its employees to treat others with dignity and respect. RoS regards bullying, harassment, victimisation, or discrimination as unacceptable behaviour which will not be tolerated. Appendix 1: Dignity at Work Guidance provides definitions of bullying, harassment, victimisation, and discrimination.

5.2 RoS will respond promptly and sensitively to formal complaints, and where appropriate take disciplinary action.

5.3 Examples of unacceptable behaviour/misconduct including bullying and harassment are set out in Appendix 1: Dignity at Work Guidance.

6. Resolution

6.1 RoS recognise that conflict can arise. In some instances, it can be managed between the individuals involved, but this depends on the nature and seriousness of the issue. Where appropriate and possible, employees are encouraged to seek informal resolutions. Employees may find it helpful to speak to their manager, someone from HR, or a recognised Trade Union representative for independent advice or support during the informal resolution process. However, RoS recognises that this is not always suitable, and in such cases, the following steps should be taken.

6.2 If an employee believes they are being subjected to treatment which is in breach of this policy, they should engage with the HR team to determine how best to resolve the situation.

6.3 Following advice from HR, if the employee feels able to, they may address the behaviour directly with the person involved, but this is not always expected, particularly in more serious cases (eg harassment). In this instance the employee may also seek advice and support from a manager or RoS recognised Trade Union representatives. These resources are available to help navigate and resolve concerns confidentially.

6.4 If an employee does not feel able to resolve the matter themselves, or if it is not possible or appropriate (eg in cases of sexual harassment), the HR team can provide guidance on the best course of action, which may include discussion, raising the issue with senior management, or accessing staff support services such as mediation and counselling.

6.5 If the problem has not been resolved by informal means, or the employee feels it cannot be resolved through informal means, then they should consider raising a formal grievance in line with the Grievance Policy and Procedure.

7. Training and awareness

7.1 RoS will provide regular training and awareness on dignity at work and harassment prevention. Appropriate training will be mandatory for all employees.

8. Approval and review

8.1 This policy will be reviewed and approved by the Strategic People Authority every 12 months, unless earlier review is appropriate.