Infectious Illness (Including COVID-19) Policy and Procedures

Introduction

We recognise that COVID-19 and other respiratory illnesses are now part of the wider public health landscape. Our organisation is committed to maintaining safe, effective operations while supporting the health and wellbeing of our workforce.
 
This policy outlines our approach to managing infectious illnesses in the workplace, including COVID-19, and reflects current public health guidance and best practice.
 
Our approach is informed by ongoing risk assessment, which is reviewed periodically and updated where necessary.
 
We encourage employees to raise any concerns, identify risks, or suggest improvements via their line manager or team director.
 
This policy also outlines our approach to flexible working, health precautions, and vaccination.
 

Operating safely and effectively

We aim to maintain normal operations while applying proportionate health and safety measures where appropriate.
 
Employees should attend the workplace where their role requires in-person presence.
 
Flexible and remote working arrangements may be used where appropriate and agreed with management.
 
We will support employees who may be at higher risk (including those with underlying health conditions or during pregnancy) through individual risk assessment and reasonable adjustments where appropriate.
 
If you are unwell
 
If you are unwell with symptoms of a respiratory illness (including COVID-19, flu, or similar), you should:
 
  • Avoid attending the workplace
  • Follow current UK public health guidance
  • Inform your line manager as soon as possible in line with sickness absence procedures
 
Testing for COVID-19 is no longer routinely required, but may be recommended in certain circumstances (e.g. outbreaks or high-risk settings).
 
Employees are encouraged to exercise personal responsibility and avoid close contact with others if experiencing symptoms.
 

Travel to and from work

Employees should consider their travel arrangements and take reasonable precautions where appropriate.
 
  • Good hand hygiene is encouraged after travel
  • Employees may choose to take additional precautions (e.g. face coverings) based on personal preference or risk level
 

Working patterns

We support flexible and adaptive working arrangements where appropriate.
 
Measures such as staggered hours, remote working, or team structuring may be used where there is a clear operational or health-related benefit.
 
Employees with specific needs (e.g. caring responsibilities or health concerns) should discuss options with their line manager.
 

Hygiene and cleanliness

General measures
 
We promote general hygiene and a healthy working environment:
 
  • Handwashing facilities and sanitiser are available
  • Routine cleaning of workspaces is maintained
  • Employees are encouraged to maintain good personal hygiene
 
Greater emphasis is placed on:
 
  • Good ventilation in indoor spaces
  • Use of fresh air and airflow where possible
 

Playing your part

While we are taking these stringent additional measures, we would like to remind you to play your part by:
 
  • washing your hands often and thoroughly;
  • avoiding ouching, your face, particularly your eyes, nose and mouth; and
  • coughing or sneezing into a tissue, and binning it safely, or into your arm if a tissue is not available.
 

Reducing Infection Risk

General measures
Rather than fixed rules, we apply a risk-based approach.
 
Depending on circumstances (e.g. seasonal illness trends or outbreaks), we may introduce temporary measures such as:
 
  • Increased remote working
  • Enhanced cleaning
  • Adjustments to meetings or shared spaces
 
Meetings
Remote meetings may be used where appropriate.
 
For in-person meetings:
 
  • Good ventilation is encouraged
  • Meetings should be proportionate to need
  • Employees should avoid attending if unwell
 
Customers and visitors
We may apply proportionate measures for visitors where appropriate, particularly during periods of increased illness risk.
 
This may include:
 
  • Clear guidance for visitors
  • Adjustments to in-person interactions if required
 

Face Coverings

The use of face coverings is optional and based on individual preference.
 
We support employees who choose to wear face coverings, particularly:
 
  • During periods of higher illness transmission
  • If they are clinically vulnerable
  • If they are recovering from illness
 
Face coverings may be recommended in specific circumstances following risk assessment.
 

Sickness Absence

If you are unable to work due to illness, you must follow the organisation’s sickness absence reporting procedures.
 
Employees should prioritise recovery and avoid returning to work until they are well enough to do so.
 

Vaccination

Vaccination remains an important public health measure in reducing the impact of COVID-19 and other infectious diseases.
 
We encourage employees to:
 
  • Stay informed using official sources (e.g. NHS guidance)
  • Consider vaccination where recommended, particularly if in higher-risk groups
 
Individual's decision
We ask that employees take the opportunity to be vaccinated. We understand that this is ultimately each individual's choice, but we encourage our workforce to make an informed decision by:
 
  • reading up about COVID-19 vaccinations via official sources;
  • paying attention to the information the NHS provides when offering a vaccine; and being wary of misinformation around COVID-19 vaccinations put out by unreliable sources.
 
Time off for vaccination appointments
Employees may request reasonable time off to attend vaccination appointments in line with our existing policy on medical appointments.
 
Requests should be agreed in advance with line managers where possible.
 
After vaccination
Most individuals can resume normal activities shortly after vaccination.
 
If you feel unwell following vaccination, you should follow normal sickness absence procedures.
 

Respect and inclusion

We recognise that views on health matters, including vaccination, may vary.
 
All employees are expected to:
 
  • Treat colleagues with respect
  • Avoid behaviour that could be considered bullying or harassment
 
Any concerns should be raised through management or the formal grievance procedure.
 

Review and Updates

This policy will be reviewed periodically to reflect current public health guidance and organisational needs.
 
We retain the ability to introduce additional measures in response to significant public health developments.