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Pregnant staff and manager responsibilities

Confirming pregnancy

Staff responsibilities

Staff must inform their manager at the earliest possibility of their pregnancy and no less than 15 weeks from the estimated delivery date.

Notifying a manager allows them to review the health and wellbeing of the staff member and ensure the relevant documentation is completed.

If you do not wish for people to know you are pregnant, please inform your manager at the outset so that confidentiality is maintained.

Management responsibilities

After being informed a member of staff is pregnant, the following needs to be actioned as soon as possible:

  • Arrange a wellbeing meeting to ensure the staff member's role is supported during pregnancy
  • Confirm the expected delivery date and expected start date of maternity leave
  • Complete a risk assessment and make any work place adjustments
  • Note the amount of taken and remaining annual leave so it can be factored into maternity leave

Throughout the pregnancy

Staff responsibilities

Staff need to keep their manager up-to-date with antenatal class appointments. Classes can be attended during work hours without having to make up the time, but managers must be informed via the correct documentation.

Regular wellbeing meetings should be attended to ensure staff are not experiencing any concerns regarding their role.

Management responsibilities

Managers should support staff during pregnancy and allow them to attend antenatal and medical appointments.

Regular wellbeing meetings should be arranged and risk assessments reviewed throughout the pregnancy with any necessary adjustments made.

15 weeks before expected delivery date

Staff responsibilities

Staff will receive a Mat B1 form that will need to be given to their manager to ensure maternity pay can be arranged.

The maternity leave and pay application form features in the maternity procedure.

Management responsibilities

Managers should arrange a meeting with the pregnant member of staff to go through the following details:

  • Original Mat B1 form and maternity pay application should be sent to Payroll
  • Discuss annual leave arrangements and encouraging staff to take leave within the set financial year (i.e. prior to starting maternity leave)
  • Discuss and confirm a return to work date
  • Discuss keep in touch (KIT) days. After the baby arrives, KIT dates can be booked during wellbeing meetings
  • Complete ESR form to commence maternity leave and ensure a smooth transition
  • Complete the managers checklist form

Maternity leave

Staff responsibilities

Staff will be contacted regularly by their manager and kept up-to-date of any team, department or Trust changes. Health and wellbeing support will be maintained if needed.

Staff can also choose to attend up to ten KIT days with pay to maintain links with the team which will not affect maternity pay.

Management responsibilities

Managers should maintain wellbeing meetings during maternity leave to support the staff member and update them on any changes to staff that may occur or vacancies within the team they may wish to apply for.

A maximum of ten KIT days should also be discussed.

Returning to work

Staff responsibilities

Staff will need to be aware of the date they are returning to work. A brief induction will need to be completed on the return to work.

Management responsibilities

Managers must ensure members of staff are supported on their return to work and should include:

  • an introduction to any new members of staff
  • mandatory training updates
  • training updates for new systems or processes
  • ID badge access and security codes
  • a brief reminder of the office environment and health and safety practices such as fire procedures
  • regular one to one meetings to ensure staff are supported. Many staff returning from maternity leave can find it very stressful, partly because they have been out of the workplace for a period of time and they are separated from their new child
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