Grievance procedure
- Purpose of the procedure/Introduction
The aim of this procedure is to ensure that Trustees and volunteers with a grievance
relating to their work with the Trust (“a Complainant”) can use a simple procedure to
resolve their concerns as quickly and as fairly as possible. - Informal discussions
If a Complainant has a grievance they should discuss it informally with the Trustee
responsible for their area of work, or if the grievance involves that Trustee, then with
the Head of the Compliance Group. We hope that the majority of concerns will be
resolved this way. - Stage 1 – Statement of Grievance
If a Complainant feels that the matter has not been resolved through informal
discussions, they should put their grievance in writing to the Head of the Compliance
Group. - Stage 2 – The Grievance Meeting
Within ten (10) working days of the date of receipt of the Complainant’s statement the
Head of the Compliance Group or other designated Trustee not involved with the
grievance (“Trust Representative”) will give a written response to the statement,
inviting the Complainant to attend a meeting where the alleged grievance can be
discussed. This meeting should take place within five (5) working days of such
response and the Complainant will be informed of their right to be accompanied by a
companion.
Complainants must take all reasonable steps to attend the meeting, but if for any
unforeseen reason they can’t attend, then the meeting will be rearranged.
Should a Complainant’s companion be unable to attend then attempts will be made
to arrange an alternative date that falls within ten (10) working days of the original
date provided.
After the meeting the Trust’s Representative will write to the Complainant informing
them of any decision or action and offering them the right of appeal. This letter
should be sent within ten (10) working days of the grievance meeting and should
include details of how to appeal. - Step 3 – Appeal
If the matter is not resolved to the Complainant’s satisfaction they must set out their
grounds of appeal in writing within ten (10) working days of receipt of the decision
letter.
Within ten (10) working days of receiving an appeal letter, the Complainant should
receive a written invitation to attend an appeal meeting. The appeal meeting should
be taken by the Chair of the Trust.
After the appeal meeting the Chair of the Trust will inform the Complainant in writing
of their decision within ten (10) working days of the meeting. Their decision is final.