So, it’s Monday morning again and one of your team has called in sick. Apparently, they twisted their ankle playing rugby over the weekend – and this isn’t the first time. In fact, it’s the fourth similar absence this year.
As a manager, you want to support your team’s health and well-being, including their hobbies outside of work. But recurring absences like this can begin to impact your business, from productivity to team morale. So, how do you approach it fairly, legally, and effectively?
Step 1: Treat It As You Would Any Other Sickness Absence
Regardless of how the injury occurred, this still counts as sick leave. You should follow your standard absence management process — including any trigger points, formal monitoring, and return-to-work interviews.
If you don’t currently have a clear process in place, now’s the time to develop one. A formal Sickness Absence Policy helps you stay consistent, fair, and legally compliant.
Step 2: Conduct a Return-to-Work Interview — With a Purpose
As part of good management practice, return-to-work interviews should be conducted after every sickness absence. In this case, use the conversation to:
- Confirm they’re fit and safe to return to work.
- Highlight concerns about the frequency and pattern of absences.
- Explain that their ongoing absence record is now having an operational impact.
- Set out the next steps, including your formal absence review or disciplinary process if appropriate.
You can be supportive and direct. For example, it’s fair to explain that further sports-related injuries could put their job at risk — particularly if absence levels breach policy thresholds.
Step 3: Be Clear About Company Sick Pay Rules
If your HR policies allow for it, you can advise the employee that occupational sick pay may no longer apply in cases where the injury is sustained through voluntary high-risk activities (like contact sports). This doesn’t affect Statutory Sick Pay (SSP), but it does signal that repeated absences from preventable causes won’t be subsidised indefinitely by the business.
Step 4: Update Your Policies to Prevent Ambiguity
Situations like this are exactly why it’s important to have robust, well-communicated HR policies. Your absence and sickness policies should be:
- Clear on what counts as acceptable absence.
- Transparent about when company sick pay does or doesn’t apply.
- Supported by a consistent absence management procedure that managers can follow with confidence.
If your current approach leaves too much room for interpretation, or you’re unsure what’s legally enforceable, we can help.
Get Expert HR Support
Managing absence effectively is about balance — between empathy and accountability, between team culture and business needs. If you’re struggling with a repeat absence issue, or you simply want to get your processes in better shape, we’re here to help.
Contact us today to speak to one of our HR experts. We’ll guide you through your specific situation and help you take a practical, compliant approach that protects both your team and your business.