Managing employee grievances

Objective

Strathfield Sports is committed to maintaining a workplace that encourages collaboration, cooperation and communication. Strathfield Sports aim is to ensure that complaints and grievances are handled and resolved in a timely, thorough, fair, and impartial manner, in an atmosphere of mutual respect and cooperation.

This policy is to also provide employees and Managers/Supervisors with information and guidelines about how to resolve grievances and respond to complaints in the workplace.

This may include grievances and complaints related to discrimination, harassment and/or bullying.

Definitions

Grievance

A grievance is a formal expression of dissatisfaction or concern about a work situation usually by an individual employee, but it may sometimes be initiated by a group of employees.

Responsibilities

It is the responsibility of all parties involved in a grievance to participate fully in the resolution process in good faith. Confidentiality must be respected and maintained at all times within the constraints of the need to fully investigate the matter, subject to any legal requirements for disclosure e.g. criminal offence, serious misconduct.

5. Managers/Supervisors

• Conduct an initial assessment of the complaint and deal with the grievance promptly, initiate discussion quickly, and investigate all facts.
• Determine if it is a workplace grievance or other serious matter which require other management processes e.g.
  • Violent or criminal acts
  • Allegations of serious misconduct such as fraud, corruption, maladministration etc.
  • Performance management or disciplinary matters.
• Be accessible and make sure employees know how to use the policy/procedures.
• Advise employees about the process if necessary.
• Ensure discussions are held in a non-threatening atmosphere. Verbal discussion must take place before written confirmation of outcome.
• Be fair, impartial and equitable in dealings with employees. Investigate all matters thoroughly and resolve the grievance appropriately and confidentially
• Provide a full explanation of decisions.

6. Employees

• Conduct themselves in accordance with the standards outlined in the Code of Conduct.
• Participate and co-operate fully with any investigations taking place.
• Provide accurate and honest account of any incidents or situations that are being investigated.
• Not raise malicious, vexatious or frivolous complaints.
• Attempt to settle matters, where appropriate, with the other person in the first instance if the employee feels able to do so.
• Grievances must be raised in a timely manner of the incident or issue occurring.
• Maintain confidentiality.

7. General Manager 

• Provide appropriate support, advice and guidance in resolving complaints, grievances and assisting with investigations.

Procedures

Employees and Managers should follow the process below to resolve complaints and grievances.

1. Employees should initially attempt to resolve the complaint/grievance informally themselves at the workplace level if they feel able to do so.
2. When an employee feels aggrieved in some way about a workplace issue or conflict that they have been unable to resolve themselves, they should discuss the matter with their immediate Manager/Supervisor as soon as possible following the incident. This can be either verbally or in writing. The Manager/Supervisor will conduct an initial assessment to determine whether there is a reasonable basis for the complaint to help determine the most appropriate options for a timely resolution. The appropriate action will be determined by the Manager/Supervisor and the employee provided with the reason(s) for the decision.
3. (If required):
   • If the Manager/Supervisor fails to resolve the matter or requires assistance, the grievance should be escalated to General Manager in writing as soon as reasonably practical.
   • The record of the grievance must contain all points to be included in the grievance.
   • The grievance should specify:
     • the matter at issue or dispute.
     • the date the grievance was first raised.
     • whether the grievance has been raised before.
     • the reason or nature of the grievance; and
     • the remedy sought or outcome sought.
   • An employee has the opportunity to be accompanied by a support person during the process.
   • General Manager will conduct an initial assessment to determine whether there is a reasonable basis for the complaint to help determine the most appropriate options for a timely resolution.
   • The appropriate action will be determined by General Manager who will attempt to solve the matter as quickly as possible, with the employee provided with the reason(s) for the decision.

Malicious or False Complaints

• Complaints by employees that are malicious or intended to intimidate or harass the person complained about may lead to disciplinary action or dismissal on the grounds of misconduct or serious misconduct. This includes reporting a false complaint or misleading an investigation in any way.

Exceptions

• There may be circumstances in which some of the steps outlined above are not appropriate and Strathfield Sports will determine, in its absolute discretion, on a caseby-case basis, the most appropriate method of handling the grievance, including escalating directly to General Manager.

Breach of Policy

Strathfield Sports Club has an obligation to consistently apply and enforce this policy. Employee must understand and comply with this policy.

Any employee who breaches this policy shall be subject to counselling, training, and/or disciplinary action, which may include termination of employment.

Scope

This policy applies to all employees of Strathfield Sports Club.