Last updated
Purpose
KO is committed to resolving workplace concerns quickly and fairly. This procedure is designed to be compliant with the ACAS Code of Practice on Disciplinary and Grievance Procedures (2015). Employees are encouraged to raise concerns promptly.
Informal Resolution
In the first instance, employees are encouraged to raise any concern informally with their line manager or, if the grievance relates to the line manager, with the next level of management or the HR contact. Many issues can be resolved informally and quickly.
Formal Grievance
- If the matter cannot be resolved informally, the employee may raise a formal written grievance with HR or a Director, setting out the nature of the concern and the outcome sought.
- KO will acknowledge receipt of the formal grievance in writing within 3 working days.
- A formal grievance meeting will be arranged within 10 working days of receipt (unless exceptional circumstances prevent this). The employee will be given at least 48 hours’ written notice of the meeting.
- The employee has the right to be accompanied at the formal meeting by a trade union representative or a fellow worker.
- KO will respond in writing with its decision within 5 working days of the meeting.
Investigation
Depending on the nature of the grievance, KO may conduct an investigation before or alongside the grievance hearing. Where a grievance involves a complaint against another employee, that employee will be made aware of the allegation(s) and given the opportunity to respond.
Appeal
If the employee is dissatisfied with the outcome, they may appeal in writing within 5 working days of receiving the written decision. The appeal will be heard by a more senior manager, wherever possible someone not previously involved. The outcome of the appeal is final.
Whistleblowing
Concerns about wrongdoing or illegal activity are covered by the Whistleblowing Policy (see separate policy). Employees raising such concerns have additional legal protections under the Public Interest Disclosure Act 1998.
Confidentiality
All grievances will be handled with discretion and confidentiality, consistent with the need to investigate effectively.
Policy Review
This policy will be reviewed annually.
Last reviewed: May 2026.