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Bullying and harassment:

3.Informal complaint against a colleague

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    Introduction

    If you believe you are being bullied, harassed, victimised or discriminated against by a colleague (another member of council staff), there are a number of support measures and options available to you, in line with our zero-tolerance approach.

    Useful guidance is available in the bullying and harassment policy and procedure documents for:

    • employees who are considering making a complaint (appendix 1)
    • managers to help them spot any signs of bullying and how to deal with any complaints (appendix 3).

    Speak to someone and get the support you need

    The first step to resolving the concerns you have is to speak to someone who can help.

    It doesn't matter if you are unsure whether the issue constitutes bullying or harassment, the most important thing is that you talk about it and that you are advised of the support available.

    Your line manager, or a more senior manager, is usually the best person to discuss the issues you have, in the first instance. However, if you are uncomfortable discussing it with them, we have provided a list of other people or organisations, both internal and external, who you can contact.

    If your issue remains unresolved you may wish to follow the informal procedure or formal procedure.

    Informal procedure

    The aim of the informal procedure is to provide an early resolution to the issue.

    The best way to do this is by making sure the person is aware of the impact of their behaviour.

    If you feel able, you could try speaking to the other person directly. If you feel that would be too difficult, but you still want to achieve an early and informal resolution, you could ask your manager to talk to them or try a supported conversation.

    We have listed some internal contacts or services you can contact to discuss your situation.

    A range of health and wellbeing support is also available.

    Employee assistance programme

    Our employee assistance programme partner, Vivup, provides a counselling and advice helpline, offering confidential support and advice for you and your family on a range of emotional, personal and work related issues. You can also access up to 6 structured, 30 minute telephone counselling sessions.

    Call 0330 380 0658

    Vivup also offer a variety of online support, including:

    • audio and PDF self help workbooks
    • debt advice
    • domestic abuse resources
    • free help and advice on managing your money and reducing your utility bills with 'Ask Bill'.
    Visit the Vivup website

    Confidential contacts

    We have around 20 confidential contacts at the council. These are staff members from different service areas across the council who you can contact to discuss your concerns.

    The role of the confidential contact

    A confidential contact’s role is to provide informal signposting and support to employees who believe they have been bullied or harassed or have been accused of this behaviour.

    They have received training to enable them to:

    • support and listen to you
    • signpost you to relevant information without making a decision for you or telling you what to do.

    You can find out more about confidential contacts in appendix 6 of the bullying and harassment policy and procedure. Confidential contacts are not available for school staff.

    Speak to a confidential contact

    Confidential contacts are available during their normal working hours (generally Monday to Friday, 8.30am to 5pm, although some are part time).

    You can contact a confidential contact by:

    • email
    • Teams chat
    • voice or video chat - just contact them to let them know you are calling first.

    The names and email addresses of our confidential contacts are available in the list below.

    Trade union representative

    If you are a member of a trade union, your representative can:

    • offer advise and assistance to help you with your case
    • support your wellbeing.
    Find out more about trade unions

    People services

    People services encourage healthy working practices throughout the council to make sure your wellbeing is our priority.

    For advice on the policy and procedure, you can:

    Email hr.helpdesk@eastriding.gov.uk

    A supported conversation is a face-to-face informal discussion between 2 or more employees.

    1
    During the conversation

    Facilitated by a line manager, or a more senior manager, the conversation will follow a pre-defined structure. This is to allow:

    • it to be conducted in a fair and consistent manner
    • equal participation by both parties.

    The aim of the discussion is to provide an opportunity to:

    • explore the options available for an early resolution
    • develop a way forward.

    Please note:
    If you are attending the conversation, you can choose to be accompanied by:

    2
    What happens next

    The manager who facilitated the discussion will provide a written record that:

    • includes details of any agreed outcomes
    • will be shared with both parties
    • may be referred to in any future developments related to this complaint.

    3
    Review meeting

    You, or your manager, may find it helpful to schedule a review meeting after a period of time to:

    • monitor progress
    • follow-up on any issues.

    Option 1 - Initial discussion with line manager

    Your line manager, or a more senior manager, can:

    • discuss the issue with you
    • provide you with support
    • advise you on each of the options available
    • help you with the course of action that you feel is most appropriate as result raising the issue.

    Before your discussion

    Before you meet with your line manager, it is a good idea to make some notes so you don’t forget anything.

    You may also want to think about what you would like to happen as a result of raising the issue, for example, would you like:

    • your manager to keep an eye on the issue
    • to be given advice and support on how to handle it
    • an apology from the person you are complaining about
    • you or someone else to have a quiet word with the person
    • to have a supported conversation with the person
    • to make a formal complaint.

    Option 2 - Internal support

    Option 3 - external support

    The following organisations provide useful external support on their websites:

    Option 1: Speak to the other person directly

    If you feel able to speak to the person yourself, this approach could be helpful.

    The aim of this conversation is to tell the person what behaviour and/or words they are using that are causing offence, why this is the case and to ask them to stop.

    This could be a one-to-one private conversation or a note to the individual such as an email. This option could be appropriate if you believe the person will acknowledge their behaviour and how it is affecting other people, and it is likely to stop once they are made aware.

    You should keep a record of:

    • the behaviours that have caused you concern
    • what was said or done by those involved
    • any dates and times of incidents
    • the action you have taken.

    Making a record of the above details will help you if the bullying or harassment continues or happens again.

    Option 2: Ask your manager to talk to them

    A manager could relay your concerns to the individual and seek reassurance that the behaviour will stop.

    Option 3: Have a supported conversation
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    Employee confidential helpline

    0330 380 0658

    Speak to fully qualified counsellors and support specialists at any time, 365 days a year.

    Use code 107574 to access the online resources.

    More about the employee assistance programme

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