Long-term employee absence is a challenge many organisations face. When an employee is off sick for more than four weeks, it’s typically considered long-term sick leave. These extended absences can impact productivity, team morale, and overall employee wellbeing. That’s why it’s essential for employers to approach them with a thoughtful balance between operational needs and genuine compassion.
CIPD’s 2023 report highlights mental ill health (63%), acute medical conditions (51%) and musculoskeletal injuries (51%) as the main causes of long-term absence. While 37% of organisations still report COVID-19 as a key cause of short-term absence, many are responding with support measures. Around 69% offer occupational sick pay, 82% provide employee assistance programmes and 53% have a dedicated wellbeing strategy.
What can you do as an employer?
If you're an employer, it's important to understand that under the Equality Act 2010, employees are protected from discrimination, including disability, from day one of their employment. This means that if an employee is dealing with a long-term illness or disability, you have a legal responsibility to make reasonable adjustments to support them whether they're on sick leave or returning to work.
• Maintain Communication
Stay in touch to offer support and monitor progress.
• Request Medical Updates
Get regular fit notes to assess the employee’s condition and recovery.
• Explore Adjustments
Consider flexible working hours or modified duties to support the employee’s return.
• Plan for Return-to-Work
Offer phased returns or part-time duties to ease reintegration.
• Involve Occupational Health
Refer to Occupational Health for expert advice on fitness to return and necessary adjustments.
• Review the Role
Assess if a role change or reduced workload is needed due to the employee’s condition.
• Ensure Legal Compliance
Follow the Equality Act 2010 and other relevant laws to respect employee rights.
• Consider Alternatives
If no return is possible, consider other options.
• Document Everything
Keep accurate records of all actions, communications, and medical updates.
• Be Supportive
Show empathy and understanding throughout the process to ensure a smooth transition.
Building a brighter future
Fostering a supportive culture is crucial for managing long-term absence. Wellbeing programs, EAPs, and flexible work options help prevent illness. Encouraging open conversations about health and training managers to handle absences with empathy creates a fair and supportive environment for all employees.
Managing long-term absence is about balancing compassion with the needs of the business. You want to be there for your employees during tough times but also make sure the work gets done. By taking a proactive, people-centred approach to managing absences, you show employees that you care about their wellbeing while keeping things on track. This balance can lead to happier, healthier employees and a more productive, loyal team in the long run.
Managing long-term absence during gender transitioning can be a complex process, but our HR Support and Advice service is here to assist you. If you have any queries, then please do not hesitate to get in touch on 01302 341344 or by emailing hrsupport@thecleargroup.com.
