Ref : 06:01:PP:019: NIBT Issue Date: September 2006 Page: 1 of 8 NORTHERN IRELAND BLOOD TRANSFUSION SERVICE ALCOHOL & DRUGS POLICY AND PROCEDURE 1 Introduction The Northern Ireland Blood Transfusion Service (NIBTS) aims to provide the highest standard of care to its donors, patients and clients and to ensure a safe working environment. Staff are not permitted to be at work having taken drugs (other than those for medical purposes) or under the influence of alcohol as this is inconsistent with a safe and effective workplace. In addition to issues of staff competence and performance, there is also a general duty under the Health and Safety at Work (Northern Ireland) Order 1978 to ensure, as far as reasonably practicable, the health, safety and welfare of employees. The Agency seeks to reassure any member of staff with an alcohol and/or drugs problems that they will be offered assistance and support in the first instance. This policy identifies the process whereby a member of staff who has a problem can access help, support and treatment. It describes how the misuse of alcohol and drugs will be treated. It also recognises that prescribed or unprescribed drugs and other substances may also be misused. The misuse of drugs and other substances impairs behaviour, judgement and performance and is included in this Policy. This Policy does not refer to the proper use of drugs prescribed and taken appropriately which do not prevent an employee from safely and competently carrying out his/her work. This policy applies to all staff irrespective of grade or whether or not they have donor, patient or client contact. 2 Alcohol in the Workplace Alcohol is not permitted in the workplace during working hours, including meal breaks. Alcohol may only be permitted on the Agency s premises with the prior approval of the Chief Executive, e.g. special occasions.
Ref : 06:01:PP:019: NIBT Issue Date: September 2006 Page: 2 of 8 3 Definitions of Substance (Alcohol / Drug) Misuse 3.1 Definition of Substance Misuse: The taking of a substance which harms or threatens to harm. Misuse of a substance is an individual partaking of a particular substance which impairs or threatens to impair his/her physical and/or mental health and social well-being or that of other individuals. 3.2 Definition of Substance-Related Problems in the Workplace Consumption which interferes with an employee s work performance, attendance or behaviour in the workplace, effects interpersonal relationships with colleagues, donors and or clients, or which damages the standing of the Agency in the eyes of the general public. 4 Policy Statement 4.1 The Agency recognises its duty to provide a safe working environment, which allows the delivery of safe and competent service. The Agency also recognises that the use of alcohol in Society is generally more prevalent than drug use and that some drug use is illegal. The Agency s Policy on the use of alcohol and drugs has three main aims: - To provide a consistent and common approach to employees with alcohol and/or drug problems; To ensure that alcohol and/or drug misuse is recognised and dealt with as an illness which can be treated; To increase awareness the dangers of alcohol and/or drug misuse among staff. 4.2 For the purpose of this Policy the terms used will be any person with a drink and/or drug related problem. Not all employees who develop problems with alcohol use will become severely physically or psychologically dependent on the substance and drug misuse refers to the use of illegal drugs and the misuse, whether deliberate or unintentional, of prescribed drugs and substances. 4.3 Employees will be encouraged to seek help or will be offered advice and assistance on the understanding that: - The matter will be treated as confidential subject to the provisions of the law in relation to drug misuse;
Ref : 06:01:PP:019: NIBT Issue Date: September 2006 Page: 3 of 8 They will have the opportunity to discuss the matter, once it is apparent, or there are genuine concerns that work performance/behaviour/relationships have been or are likely to be affected; They have the right to be accompanied to such a discussion by their Trade Union Representative, Staff Association or a work colleague; Any absence from work to receive treatment will be granted within the terms of the Agency s Occupational Sick Pay Scheme; Employment rights will be safeguarded during any period of treatment and the employee will have the right to return to the same or a similar job unless there is reason to believe that such a resumption of duties may not be in his/her interests or those of the Agency. Any such arrangements will be with the full involvement of the individual, the Occupational Health Department and the Line Manager; Should the employee fail to co-operate with the assistance and/or treatment provided or the unacceptable behaviour and/or performance continues, disciplinary action may be considered. 4.4 Employees are not permitted to report for duty at any time under the influence of alcohol or having taken illegal drugs. And Those who do so will be subject to disciplinary action. 4.5 This Policy will be monitored and reviewed in consultation with Staff Side Representatives. 5 Identification of Problem Drinking and/or Drug Misuse 5.1 The existence of problem drinking and/or drug misuse may not often be immediately evident to the problem drinker and/or drug misuser, or his/her manager or colleagues. The following is a brief guide to the indicators of problem drinking and/or drug misuse. However, it is important to point out that the presence of even three or four of the items outlined below is not necessarily evidence of alcohol and/or drug misuse, but indicate that further investigation is required.
Ref : 06:01:PP:019: NIBT Issue Date: September 2006 Page: 4 of 8 Absenteeism Frequent and unexplained short-term sickness absences, e.g. Monday and or Fridays, sick leave for stomach upsets, diarrhoea etc. Poor Work Performance Lack of concentration / fluctuations in concentration and energy; Fatigue; Reduced productivity; Impaired job performance; Mistakes and errors in judgement; Frequent injuries / accidents. Personality Changes Deterioration in relationships with colleagues, donors or manager; Mood swings, irritability, lethargy; Tendency to blame others; Tendency to become confused; Changes in attitude to authority; Over sensitivity to criticism; Avoidance of company. Other Signs Poor time keeping Bleary eyes; Hand tremor; Facial flushing; Unkept appearance Frequent borrowing of money; Smelling of alcohol. All these symptoms are obviously not unique to substance and/or alcohol misuse, it is important to accurately detect them and ensure that such a problem is not developing. 6 Roles and Responsibilities This Policy forms part of the Agency s duty under the Health and Safety at Work (Northern Ireland) Order 1978 for which the Chief Executive has ultimate responsibility within the Agency. However, all employees have a general duty of care under Health and Safety Legislation. Specific responsibilities in relation to this Policy are as follows: -
Ref : 06:01:PP:019: NIBT Issue Date: September 2006 Page: 5 of 8 6.1 Roles and Responsibilities of the Manager Managers should be familiar with the Policy and take appropriate action when required. Managers are required to be aware of the legal considerations/obligations surrounding drugs and alcohol at work, e.g. legal driving limit, duty to provide a safe work place etc. Managers should ensure that the staff for whom they have responsibility are made aware of and understand this Policy. Managers should actively acknowledge, note and monitor changes in work performance, attendance, personality, sickness and accident patters etc. Managers should discuss identified problems with the member of staff in a sensitive and supportive manner and in a confidential environment. Managers may wish to avail of the advice of the HR staff in deciding on an appropriate course of action. Managers should refer employees to Occupational Health for assistance as early as possible. Points for consideration when meeting with the employee are as follows: Offer the employee representation at the meeting; this could either be a Trade Union Representative or work colleague. It is the individual s responsibility to arrange, if they wish, a Trade Union representative or work colleague to be present. Outline the purpose of the meeting and the work performance, attendance etc issues to be addressed. Ask the employee to explain changes in his/her performance, attendance etc. Advise the employee of the need for improvement and agree a monitoring period. Offer the employee the opportunity of a referral to Occupational Health to obtain advice and support.
Ref : 06:01:PP:019: NIBT Issue Date: September 2006 Page: 6 of 8 Discuss options to assist the employee in dealing with his/her problems. Whilst remaining supportive advise the employee of the potentially serious implications if the work related issues are not resolved and if a commitment to seeking help is not followed through. Following this meeting any points discussed should be confirmed in writing to the employee and the issues monitored over the agreed period of time. Should the employee resolve the issues raised, he/she should be advised that no further action will be taken. However, the employee must be advised that should further evidence of alcohol and/or drug misuse come to the Manager s attention, further action will be taken, which where appropriate may include disciplinary action. Should the difficulties continue, the Manager should meet with the employee and his/her Trade Union Representative or work colleague, if the employee so wishes. At this meeting the employee should be advised that as there has been no improvement in relation to the issues raised, further action will need to be taken. This action may fall within the agreed policy and procedure for the management of sickness absence or disciplinary procedure, as appropriate. 6.2 Roles and Responsibilities of the Employees Employees should familiarise themselves with the Agency s Policy on the use of alcohol and/or drugs in the workplace. Employees should seek help voluntarily if they recognise that they have an alcohol and/or drug problem. They can do this by making a self-referral to the Occupational Health Department, or by contacting their Line Manager, the HR Department or their Trade Union Representative, or by approaching one of the external agencies, such as, Alcoholics Anonymous, Addiction Services, Homefirst Community Trust, Forum for Action on Substance Abuse, which specialise in dealing with such issues. Employees should encourage colleagues who disclose they may have an alcohol or drug problem to seek help and to treat such a disclosure in confidence.
Ref : 06:01:PP:019: NIBT Issue Date: September 2006 Page: 7 of 8 Employees should advise their Line Manger, the HR Department or a Trade Union Representative in confidence, if they are aware that a colleague has an alcohol and/or drug problem which is affecting his/her work, to ensure that the member of staff receives the necessary support and assistance. 6.3 Roles and Responsibility of the Occupational Health Department All Occupational Health Physicians and Occupational Health Nurses have specialist knowledge about alcohol and/or drug misuse in relation to the workplace, To co-ordinate the treatment and rehabilitation of staff with substance misuse problems by: making a full initial clinical assessment of the problem, advising on appropriate medical treatment and referral, Liaising with the Employee s GP and specialist treatment unit (with the employees consent), Giving appropriate advice to management about the problem, Being involved in the rehabilitation programme to assist the employee back to optimal functioning in the workplace. To make the employee aware that confidential advice can be obtained from the Occupational Health Service on alcohol and/or drug misuse relating to him/herself or to a family member. 7 Conclusion This policy has been devised to provide Managers with guidance on how to deal with alcohol and/or drug related problems in the workplace. It has also been devised to provide employees with information in relation to alcohol and/or substance misuse. However, it is not a definitive guide and each situation should be approached with discretion and an awareness that every case is unique.
Ref : 06:01:PP:019: NIBT Issue Date: September 2006 Page: 8 of 8 Equality And Human Rights Statement: This policy has been drawn up and reviewed in light of the statutory obligations contained within Section 75 of the Northern Ireland Act (1998). In line with this statutory duty of equality this policy has been screened against particular criteria. If at any stage of the life of the policy there are any issues within the policy which are perceived by any party as creating adverse impacts on any of the groups under Section 75 that party should bring these to the attention of the HR & Corporate Services Manager. Enquiries: Any enquiries regarding the application of this procedure should be referred to the Human Resources Department. Review: This policy will be kept under review by the organisation. Written by : Ivan Ritchie, HR & Corporate Services Manager Signature : Date: Written by : Dr W M McClelland, Chief Executive/Medical Director Signature : Date :