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Support for disabled employees - manager guidance:

2.Identifying reasonable adjustments

On this page:

    Introduction

    As a manager, it’s important to identify and put in place reasonable adjustments so that disabled team members have equal access to do their jobs well. This not only supports individual wellbeing but also helps create a more inclusive, productive, and supportive team environment.

    Meet with team member

    Once your member of staff has completed a health adjustment passport you should have a discussion with them to review it and identify whether any reasonable adjustments can be put in place to help them.

    You may also need to complete a health needs assessment depending on their circumstances.

    Help to approach the conversation

    We all know some conversations can be difficult, delicate and emotional. You may benefit from our online training course to help you deal with challenging conversations, by participating in group activities to develop your confidence and hearing and sharing opinions.

    Search challenging conversations on the course finder

    If you need further help with a challenging conversation or scenario, speak to your HR business partner.

    Reasonable adjustments

    As part of considering reasonable adjustments and before applying for Access to Work, the health adjustment passport, and the display screen equipment assessment your team member has completed may be able to identify some simple reasonable adjustments that can be put in place to help them.

    Team member doesn’t use display screen equipment

    If your team member does not use display screen equipment, you should complete a health needs assessment and seek support from the occupational health and safety team.

    Reasonable adjustments might include:

    • flexible working hours or a phased return to work
    • changes to duties or ways of working
    • support using accessibility tools in Microsoft 365 or Teams
    • mentoring or buddying support
    • changes to your workspace or equipment.

    You can explore the:

    • Custom Business Equipment (CBE) website for non-ICT equipment or you can contact them via the contact details on the website for a quote. Items must be ordered in the usual way through Procure to Pay or Masterpiece. When you place an order, if it is an item that needs to be assembled, make sure there is a plan in place for when the item is delivered or put a note on the item at checkout for it to be assembled on delivery.
    • ICT customer portal for specialist hardware or software.
    Please note:

    Your team member doesn’t need a formal diagnosis to be considered disabled under the Equality Act 2010. If they are experiencing barriers at work due to a physical or mental health condition, or neurodivergence, you can help them request and make adjustments.

    Waiting for a diagnosis or treatment shouldn’t delay them getting the support they need.

    Considerations

    As a manager you should consider how reasonable each adjustment is and make an assessment based on:

    • how effective the change would be in maintaining attendance at work
    • how practical would its application be, including the cost to the council
    • any health and safety implications
    • the impact that the adjustments would have on your colleagues and service delivery
    • whether the nature or basic functioning of the role would change. This includes not permanently removing any tasks that are fundamental to the role
    • the expected duration of the reasonable adjustment, if temporary how they will be supported to return to the full role.

    The overall aim should be to remove any barriers created by the:

    • way things are done
    • physical features of the workplace
    • equipment that is used to complete the role.

    You should make it clear to your team member if the reasonable adjustment being agreed is temporary to assist them in recovery from an illness or has been agreed on a more permanent basis.

    Review reasonable adjustments

    Once adjustments are in place, it’s a good idea to meet with your team member after a few weeks to check how things are going. If more support is needed, you can explore applying for Access to Work together. As part of this there are likely to be a number of recommendations for you to consider.

    Understanding neurodivergent conditions

    Understanding neurodivergent conditions means recognising that brains think, learn and process differently. Building awareness helps us to:

    • create inclusive environments
    • make adjustments
    • reduce stigma
    • value diverse perspectives so everyone has opportunities to thrive.
    View our neurodiversity guidance in the employee guidance section

    Health needs assessments

    There are two health needs assessments that you may need to carry out for your team member depending on their circumstances.

    Individual health and wellbeing assessment

    If one of your team tell you they have a long-term medical condition, you should complete an individual health and wellbeing assessment for them. This will help identify any risks with their working environment and how to reduce these. This can also help to consider what reasonable adjustments may be required.

    The document below also includes a personal emergency evacuation plan (PEEP) form if your team member requires assistance in an emergency.

    Employee health needs support plan

    If one of your team has been given a fit note that states they are fit for work with adjustments from their doctor for a health condition or following diagnosis of a medical condition that may require support or adaptations, you should complete the support plan below. This will help you and your team member to consider what type of support or changes may be suitable.

    The document below also includes a personal emergency evacuation plan (PEEP) form if your team member requires assistance in an emergency.

    Book an interpretation service

    Commercial team plan

    Our commercial team plan provides a useful at a glance overview of our vision, purpose, principles and priorities.

    Commercial toolkit

    Our toolkit has been designed to enhance the commercial offerings the council is delivering alongside the commercial framework. It will be an ever evolving document with information to help you with best practice, strategies, models, and commercial principles that can align with corporate values.

    The toolkit features tips, templates and tools in one place to guide you through the commercial review and business planning processes. It includes support and guidance related to:

    • business cases and planning
    • finance including fees and charges
    • marketing and communications
    • new ideas
    • risk management
    • stakeholders
    • training.

    Business cases

    Business cases help us as a council to make informed decisions, especially when it comes to commercial activities like generating income, trading services, or working with partners. They give us a clear and structured framework to work within. We use business cases to:

    • Evaluate viability: Assess whether a commercial proposal makes sense financially, legally, and practically.
    • Justify investment: Present clear evidence to senior decision-makers or elected members on why resources should be allocated.
    • Support strategic goals: Align commercial initiatives with council priorities, such as benefits to the community and budget sustainability.
    • Manage risk: Identify and mitigate potential risks, such as financial, reputational and legal associated with commercial ventures.
    • Monitor performance: Set clear goals and objectives so we can measure the success of projects over time.

    We typically follow a clear process when developing business cases to make sure everything is transparent, accountable, and properly governed.

    Download the template and guidance below to get started writing a business case.

    Business plans

    If your service generates over £50,000 in income you are required to have a commercial business plan.

    The documents below include everything that should be covered in a business plan and how to self-evaluate traded services.

    Pricing

    Our pricing guide and policy documents are important tools that help the council’s commercial services run in a way that’s financially sound, competitive, and meets our public sector responsibilities.

    The main benefits are:

    • Informed decision-making: Provides a clear structure for setting prices based on costs, market conditions, and value to customers.
    • Cost recovery and profitability: It helps make sure all costs (including overheads) are recovered, and identifies opportunities where income could be generated.
    • Transparency and consistency: Promotes clear, justifiable pricing decisions across services, supports governance and accountability.
    • Competitiveness: Helps services benchmark against private sector or other public providers to increase market position.
    • Flexibility for different customers: Encourages tailored pricing strategies, such as tiered pricing or volume discounts.
    • Risk management: Aids in understanding of how pricing affects demand and income, helping services grow in a sustainable way.

    A strong pricing guide helps us find the right balance between being commercially successful and delivering public value.

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