Workplace adjustments

Quickly making adjustments helps colleagues to work effectively and avoid discrimination. 

These adjustments are called 'reasonable adjustments' in the law. Most adjustments are not expensive, difficult or disruptive. They make sure employees can carry out their role, feel valued, engaged and supported.

Putting adjustments in place

Managers must be proactive when considering workplace adjustments. The best approach is to ask for and listen to the employee’s view. 

What changes would help them perform their job efficiently and effectively? An employee will usually have a best idea of the support needed.

Managers should:

• adopt an open and approachable attitude
• show consideration, patience and support
• reassure the employee as they may feel anxious or concerned
• encourage the employee to be open
• discuss the possibilities with the employee
• give full and fair consideration to all suggestions

Workplace adjustment passport

Disabilities and health needs change over time. 

We recommend using a Workplace Passport to document individual strengths, areas of challenge and ensure support is regularly reviewed.

Access to Work

Access to Work ​is a government scheme that can help make recommendations on possible practical support in the workplace and help with the costs.

We have more information about applying for Access to Work.

New starters adjustments

For new employees, Access to Work applications made within six weeks of appointment are 100% funded.

Line managers should ask new starters (at the employment offer stage) to contact Access to Work​ to request an assessment. An Access to Work agreement in principle can be set up, even before all pre-employment checks are complete. 

Pre-employment health check recommendations and discussion of support needs should be documented in a Workplace Passport.

Managers should use the onboarding checklist to ensure regular conversations take place, ensuring adjustments are in place prior to employees starting their role and review and escalate any delays.

Current employee adjustments

Access to Work advises and supports colleagues who: 

• become disabled
• have Access to Work support already in place
• have requirements which change due to a new job, or a change in their personal situation 

Where employees have an Occupational Health assessment and the recommendations are under the £1,000 (one thousand) threshold for funding, the adjustments should be put in place using a service budget code. 

Where costs are likely to be over £1,000 (one thousand), or specialist assessment is needed, the employee should contact Access to Work. 

Use existing resources

​An assessment may not always be necessary or suitable and can add delay and cost to what may be a simple request. There are resources and assistive technologies already available for all employees to use.

IT (Information Technology) equipment

Some IT equipment such as a keyboard, laptop riser, mouse, wrist rest, headset, monitor, network booster and cables can be purchased through our ECC Amazon Prime account or through My Oracle buying goods and services.

You can read more information on the Oracle Hub​.

Assistive software

Consider existing software such as Dictate in Microsoft 365 - Microsoft Support. 

Some software such as the Dragon pro speech to text tool and Read and Write Gold Literacy support can be purchased without an assessment. Raise a request for software on the Assyst portal​. 

Office equipment

If a Display Screen Equipment (DSE) assessment identifies a requirement to buy office equipment such as an office chair or a desk, and existing furniture cannot be adapted, order through My Oracle. Go to Procurement, and then select Shop. 

If the DSE assessment identifies a more specialist chair or desk, a line manager can make an Occupational Health referral. Specialist furniture is ordered through Mitie​. 

Adjustments are funded through a service budget unless the Access to Work process is followed.

Referral for additional support

Where existing resources are unable to provide the support needed, a specialist assessment may be required.

Occupational Health referral 

If you have a concern about an employee's health, whether they are at work or absent, you may consider making an Occupational health referral for advice on how to support the employee and manage the situation.