Drugs and Alcohol policy

1. Introduction

Ecoserve Cleaning Ltd is committed to maintaining a safe, healthy, and productive working environment for all employees, contractors, customers, and visitors involved in its operations.

This policy outlines the company’s commitment to preventing, reducing, and effectively managing issues related to alcohol and drug misuse within the workplace. Alcohol and drug dependency are recognised societal challenges that can result in significant costs for both employers and employees, including ill health, increased sickness absence, reduced work performance, and workplace accidents.

The misuse of alcohol or drugs poses a clear risk to health and safety, as these substances can impair coordination, judgment, and decision-making. Therefore, this matter is addressed formally as part of the company’s health and safety management system.

2. Policy Aims and Objectives Aim

The purpose of this policy is to clearly define Ecoserve Cleaning position regarding the use of alcohol and drugs in the workplace. The company is committed to ensuring full compliance with all relevant legislation while promoting a safe and responsible working environment.

Through this policy, Ecoserve aims to minimise the risks associated with alcohol and drug misuse by establishing clear and consistent rules that apply to all employees. The company also seeks to raise awareness among staff by providing educational information on the adverse health effects of substance misuse.

Ecoserve encourages the early identification of any employees who may be experiencing alcohol- or drug-related difficulties and is committed to offering appropriate support to assist in their recovery and continued employment. In addition, the company provides training and guidance to line managers to ensure they are well equipped to recognise, address, and support staff members facing such challenges.

3. Definitions Alcohol & Drugs problem

An alcohol problem is defined as any pattern of drinking, whether occasional or continuous, that adversely affects a person’s health, social functioning, work performance, or conduct.

Drugs include any substance, whether illegal, prescribed, over the counter, or solvents such as glue or butane. The legitimate use of prescribed or over-the-counter medications for a medical condition is recognised and permitted.

A drug problem refers to the use of illegal substances, the misuse of prescribed or over-the-counter medications not intended for medical purposes, or the use of solvents, in a manner either occasional or ongoing that negatively impacts health, social functioning, work performance, or conduct.

4. Legal Framework

4.1 Health and Safety at Work Act 1974 – Under this Act, employers are required to protect the health, safety, and welfare of their employees, as well as others who may be affected by their activities, so far as is reasonably practicable.

4.2 Management of Health and Safety at Work Regulations 1999- These regulations require employers to carry out risk assessments to identify workplace hazards and implement appropriate measures to minimise associated risks.

4.3 Misuse of Drugs Act 1971- The Misuse of Drugs Act categorises controlled substances into Classes A, B, and C, with Class A drugs considered the most harmful. It is illegal for any individual, whether at work or elsewhere, to produce, supply, or possess illegal drugs. Employers may be held liable if they knowingly allow the manufacture, distribution, possession, use, or sale of illegal drugs on their premises.

5. Company Rules

5.1 All employees are required to attend work free from the influence of alcohol or drugs. The consumption of alcohol or drugs during working hours, including both paid and unpaid breaks, is strictly prohibited.

5.2 Employees found in possession of, or using, illegal drugs while at work will normally be reported to the police.

5.3 The legitimate use of prescribed or over-the-counter medications may, in some cases, affect an employee’s ability to perform their duties safely. Employees are required to inform their line manager if this is the case.

6. Employee Awareness and Training

6.1 Ecoserve Cleaning is committed to promoting healthy lifestyles among employees through the Healthy Working Lives programme. Issues relating to alcohol and drugs will be integrated into the staff health programme, providing employees with up-to-date guidance on safe and responsible drinking, as well as the risks associated with drug use. This information will be shared through written materials, email communications, and workshops led by health specialists with expertise in alcohol and drug awareness.

6.2 Managers will receive training to clarify their responsibilities in enforcing this policy, with additional support available from the Human Resources Advisor. New managers will be informed of their responsibilities regarding this policy as part of the company induction programme.

6.3 Upon launch, this policy will be introduced and discussed with all staff to ensure understanding and awareness. New employees will be briefed on the policy during induction and provided with a copy alongside their contract of employment.

7. Implementation of the Policy

7.1 Identification and Misconduct: Alcohol and drug problems may become evident through patterns such as persistent short-term or unauthorised absence, poor timekeeping, reduced work performance, deterioration in personal appearance, or strained working relationships. Colleagues who notice these signs are encouraged to offer support or refer the matter to a manager, particularly if the employee holds a safety-critical role. The policy distinguishes between capability issues, arising from ongoing alcohol or drug problems that impact job performance, and misconduct, which includes one-off breaches such as attending work under the influence or engaging in illegal drug activity. Serious incidents, including workplace violence while under the influence or dealing illegal drugs, are treated as gross misconduct and may lead to summary dismissal. In cases where an employee admits to having a substance problem, disciplinary action may be temporarily held in abeyance to allow participation in a support or treatment programme, with serious misconduct cases potentially addressed alongside support measures.

7.2 Support, Confidentiality, and Return to Work: Employees are encouraged to seek help voluntarily at an early stage, with support available through internal resources and external agencies. Managers are responsible for offering guidance and support when a problem is suspected, and employees may attend treatment during work hours, or absences may be managed through normal sick pay arrangements. Ecoserve Cleaning ensures that confidentiality is maintained, sharing information only with those who need to know, such as HR, occupational health, or line managers, and only disclosing further if safety is at risk. The policy applies equally to all staff regardless of role or grade, recognises that relapse is common, and provides support through multiple relapses where possible. Following treatment, employees are supported in returning to their existing roles or, if necessary, alternative duties, with promotional prospects unaffected, ensuring a fair and supportive approach to recovery and workplace reintegration.

8. Monitoring and Review

The Human Resources Department, together with senior management, is responsible for overseeing the implementation and effectiveness of this policy. HR will prepare an annual report evaluating compliance, staff awareness, and managerial application, which will be reviewed by senior management to identify any necessary improvements.

Employees are encouraged to raise any questions or concerns about the policy directly with the HR Manager.

The policy will be formally reviewed every 12 months to ensure it remains effective, up to date with legislation, and aligned with best practices for maintaining a safe, healthy, and productive workplace.

Operations Director – Ecoserve Cleaning Ltd – 16th January 2025