Weston Ark Charity - Grievance Procedure 

Document Version: 1.0 

Approved: July 14 2025 

Next Review: July 2026 

Our Commitment 

Weston Ark Charity is committed to treating all employees fairly and with respect. Operating from the Hughenden Centre, our services include the Ark Café and venue hires, alongside supporting a Weston Foodbank outlet operated by dedicated volunteers. 

This procedure provides a clear framework for addressing workplace concerns and ensures that all employees have access to fair and consistent treatment when raising grievances about their work environment, management, or treatment by the organisation.

Purpose and Scope 

This grievance procedure addresses concerns about treatment received from the organisation, staff acting on its behalf, work allocation, working environment or conditions, career development opportunities, or management approaches. 

This procedure applies to all employees of Weston Ark Charity. Complaints involving allegations of misconduct by another employee will be addressed through the disciplinary procedure rather than this grievance process. 

Grievances may concern: Work allocation, working environment or conditions, career development opportunities, management treatment, organisational policies or their application, or any aspect of employment relationship affecting individual welfare or working conditions. 

Informal Resolution Process 

First Step Approach: Employees should initially discuss concerns with their line manager, who will attempt to resolve the situation informally through discussion and mutual agreement. 

Alternative Contact: If employees feel unable to approach their line manager directly, they should contact one of the trustees, who will discuss appropriate ways of addressing the matter and provide guidance on available options. 

Resolution Focus: Informal discussions aim to address concerns quickly and effectively without formal proceedings, maintaining positive working relationships while ensuring employee concerns are properly heard and addressed. 

Formal Grievance Procedure 

Making the Complaint 

Written Statement Required: Formal grievances must be submitted in writing, headed "Formal grievance," clearly setting out the nature of the complaint and indicating the desired outcome or resolution being sought. 

Submission Process: Complaints should be sent to the line manager. If the complaint concerns the line manager's treatment, it may be submitted directly to one of the trustees. 

Clarity Requirements: If the grievance is unclear, employees may be asked to clarify their complaint before any formal meeting takes place to ensure proper understanding and appropriate response. 

Further Informal Attempts: Additional informal resolution efforts may be pursued depending on the complaint's nature. However, if the employee remains unsatisfied with informal outcomes, they may insist on proceeding to a full formal hearing. 

Investigation Process: Before formal hearings, necessary investigations of allegations may be conducted while respecting grievance process confidentiality wherever possible. Employees will receive copies of gathered evidence sufficiently in advance of hearings to consider their response. 

Confidentiality Protections: In exceptional circumstances where individual evidence must remain confidential, this will be explained to the employee and an appropriate summary of gathered evidence will be provided. 

The Grievance Hearing 

Scheduling: Hearings will be held as soon as reasonably practicable, within ten working days of receiving the written complaint, subject to any necessary prior investigations. 

Hearing Conductors: Meetings will normally be conducted by the line manager or one of the trustees, ensuring appropriate seniority and impartiality in the process. 

Meeting Process: Employees will explain their complaint nature and proposed resolution actions. Where appropriate, meetings may be adjourned to allow further investigations. 

Attendance Requirements: Employees must attend meetings at specified times. If unable to attend due to circumstances beyond their control, they should inform their line manager immediately. Hearings may proceed in absence if attendance failures appear unreasonable. 

Discussion Focus: Employees should confine explanations to matters directly relevant to their complaint. The hearing conductor will intervene if discussions stray from key issues or to ensure reasonable timeframe completion. 

Written Outcome: Following meetings, employees will be informed in writing of outcomes within ten working days and told of any proposed organisational actions resulting from their complaint. 

Appeal Process 

Appeal Submission: Appeals must be made in writing to the Chair of Trustees, clearly stating appeal grounds and basis for claiming the grievance result was wrong or resulting action inappropriate. 

Timeline: Appeals must be submitted within ten working days of written notification of grievance outcome. Appeal meetings will be arranged within five working days of formal appeal submission wherever possible. 

Appeal Panel: The Chair of Trustees may hear appeals personally or invite up to two other trustees to join a small panel for the appeal hearing process. 

Attendance Requirements: Employees must attend appeal meetings at specified times. Failure to attend without reasonable explanation may result in hearings proceeding in absence. 

Appeal Hearing Conduct: The Chair of Trustees or designated trustee panel will consider submitted grounds and assess whether original grievance hearing conclusions were appropriate and well-founded. 

Final Decision: Following appeal meetings, employees will be informed of outcomes within ten working days wherever possible. Appeal outcomes are final with no further internal recourse available. 

Right to be Accompanied 

Companion Entitlement: Employees may be accompanied by a companion at any grievance meeting or subsequent appeal hearing as statutory right under employment legislation. 

Companion Options: Companions may be fellow team members, trade union representatives (for union members), or friends willing to provide support throughout the process. 

Legal Representation Exclusion: Employees are not entitled to bring solicitors or legal advisers, even if attending in personal capacity rather than professional role. 

Colleague Obligations: Individual colleagues are not obliged to agree to accompany others, though volunteers will receive appropriate paid time off for accompaniment duties. 

Companion Role: At hearings, companions may address meetings, respond on employees' behalf to expressed views, and summarise cases. However, direct questions to employees should be answered by employees rather than companions. 

Rescheduling Rights: Where chosen companions are unavailable on scheduled dates, meetings will be rescheduled provided employees can propose alternative times within five working days of original dates. 

Related Procedures and Considerations 

Disciplinary Interaction: Complaints about disciplinary action should be addressed through disciplinary procedure appeals rather than grievance procedures. 

Concurrent Proceedings: Grievances raised during disciplinary proceedings will usually be heard only after disciplinary processes complete. Relevant grievance issues may be raised during disciplinary proceedings where appropriate. 

Mediation Option: Depending on grievance nature, mediation involving third-party mediators may be appropriate. Mediation requires agreement from all parties involved in the grievance. 

Behavioural Standards: The organisation recognises formal grievance procedures can be stressful for all parties. Everyone involved must be treated calmly and with respect. Abusive or insulting behaviour will be treated as misconduct under disciplinary procedures. 

Process Principles 

Fairness and Respect: All grievance procedures are conducted with commitment to fair treatment and respectful interaction throughout the process. 

Confidentiality: Appropriate confidentiality maintained throughout proceedings while ensuring transparency necessary for fair resolution. 

Reasonable Timescales: Clear timescales established for each stage while allowing flexibility for complex investigations or unavoidable delays. 

Documentation Standards: Comprehensive written records maintained of all proceedings, decisions, and actions taken to ensure accountability and learning opportunities. 

Support and Guidance 

Management Support: Line managers and trustees provide guidance and support throughout the process while maintaining appropriate impartiality in formal proceedings. 

Employee Assistance: Employees encouraged to seek appropriate support from companions, colleagues, or external sources as needed throughout the grievance process. 

Process Clarification: Employees may request clarification of procedures, timescales, or requirements at any stage to ensure full understanding of their rights and obligations. 

External Rights 

Employment Tribunal: Employees retain statutory rights to pursue complaints through employment tribunals where internal procedures do not provide satisfactory resolution, subject to relevant time limits and procedural requirements. 

Advisory Services: Employees may seek advice from ACAS (Advisory, Conciliation and Arbitration Service) or other appropriate advisory services throughout the process. 

Implementation 

This procedure ensures systematic and fair approach to addressing workplace concerns while maintaining positive employment relationships and organisational effectiveness. All employees should familiarise themselves with these procedures and feel confident in raising legitimate concerns through appropriate channels. 

The organisation is committed to continuous improvement in employment relations through effective grievance handling, learning from experiences, and maintaining workplace environments that support employee wellbeing and professional satisfaction. 

This procedure represents our commitment to fair and respectful treatment in all employment matters and workplace relationships. 

Policy Approved by Board of Trustees - July 14 2025