How can managers support an employee before they go on parental leave?

Employers are responsible for making sure they do everything possible to ensure a safe workplace for expectant parents throughout their pregnancy/transition to parenthood by carefully considering and discussing with you what changes may need to be accommodated and how. Apart from making the necessary adjustments to the job and work environment for your employee, you are also responsible for protecting them from any form of discrimination in the workplace.

Every expectant parent has the right to work or continue to work during and following a pregnancy/parental leave and should be treated the same as any other employee. The work environment should be free from discrimination and harassment.

At a high level you should:

• Know your legal responsibilities and the relevant policies and procedures you need to follow in your organisation.
• Maintain open and regular communication with your employee both before, during and after their parental leave.
• Lead the way by role modelling behaviour to facilitate a return to work including being open to requests for flexible working.
• Support flexible working in your team.

At a more detailed level, here are some suggested items that you should provide information to your employee on:

1.  Any pregnancy and parental leave rights and obligations applying to your workplace.
2.  The legal right to unpaid parental leave at the time of employment, including:
   • The qualifying period of employment for an employee to access parental leave.
   • The need for the employee to provide notice of an intention to take parental leave, and a medical certificate indicating the estimated date of birth.
   • The maximum duration of parental leave.
   • Whether leave is paid or unpaid.
   • That the employee is entitled to take part or all of any leave in conjunction with, unpaid or paid parental leave.
   • Notification requirements and processes if the employee wants to extend their Parental leave.
   • The right of the employee to return to their former position following Parental leave.
   • The necessary processes if the employee wants to vary hours on their return to work.
   • Information on complaint or grievance procedures if an employee feels that discrimination has occurred.
3.  Any workplace specific occupational health and safety considerations for pregnant women.
4.  The employer’s commitment to a non-discriminatory workplace.

Other things to consider

As a manager you will need to:

• Be aware of common issues that arise during the transition such as ongoing role uncertainty when returning, perceived lack of flexibility, ability to carry out the usual job duties, potential conscious or unconscious bias around expectations once people announce they are going on parental leave.
• Be able to negotiate flexible work arrangements that are mutually beneficial.
• Keep open channels of communication throughout the transition.
• Understand the legal obligations as an Employer.
• Be considerate of the needs of both parents / carers, regardless of gender. Both men and women want to play a vital role in their children’s lives and it’s important not to assume what you think your employee will want and need.

The benefits for you include:

• Ensuring valuable members of staff are attracted, retained and feel appreciated.
• Lower staff turnover, resulting in lower recruitment and training costs.
• Recognition as an employer of choice, enhanced reputation and greater ability to attract and retain new employees.
• Improved employee engagement and commitment.
• Smoother transitions for employees between work and parental leave resulting in enhanced productivity.