Communication

As the Covid-19 vaccine rollout extends to the wider population, employers have a number of obligations and responsibilities, explains The HR Company’s Linda Ward

In December 2020, the first phase of the Covid-19 vaccine rollout commenced in Ireland. With people who are most at risk from the virus being vaccinated first, there are a number of issues employers need to be aware of as the rollout extends to the wider population.

In Ireland, vaccination has not been mandatory and there is no indication this will change for Covid-19. Given that, for public health reasons and to protect themselves and others from disease, it's desirable to have as many people vaccinated against Covid-19 as possible. As the rollout gets under way, employers should encourage staff to be vaccinated, and publicise the benefits to improve take-up of the vaccine when individuals are offered it through the HSE. They must plan the implications for their staff, visitors and workplace as a whole, covering communication to encourage take-up; risk assessment; and vaccine policy.

Employers will also need to consider their contractual terms and data protection, along with disciplinary, grievance and dismissal policies.

Encouraging vaccination

The Safety, Health and Welfare at Work Act 2005 obliges employers to take reasonable steps to reduce any workplace risks; this duty gives employers justification for encouraging their employees to be vaccinated to protect themselves and everyone else in the workplace.

Most people will welcome the opportunity to be vaccinated against Covid-19, but there will be a minority who will be reluctant or refuse to have the vaccine. The reasons could be many and varied, including individuals who cannot have the vaccine (for example, on medical grounds); those who can have the vaccine but refuse (for example, on religious or spiritual grounds); and those who can have it but have concerns and are uncertain (for example, due to a fear of vaccinations generally).

While it is primarily the role of the Government and health service to combat vaccine hesitancy, employers play a vital role in helping promote a persuasive case for Covid-19 vaccinations, as they are gatekeepers for the health and safety of employees.

Engagement by businesses through good communication will help employees make informed decisions regarding their vaccination. Explaining and encouraging employees with impartial information will keep them informed about the workplace impact and risks of Covid-19. It is advisable to retain copies of any communications employers have produced to encourage vaccination in case any pro-vaccine employees complain that the employer has taken inadequate steps to comply with their health and safety duties.

Communicating encouragement 

There are a number of ways to communicate encouragement in the workplace:

■ Offer employees consistent and factual safety data that promotes the genuine achievement of science in producing an effective vaccine.

■ Ensure line managers are aware of policy and organisational approach.

■ Consider counteracting misinformation spread through social media. An education programme may promote the merits of vaccines in general, and the Covid vaccines specifically.

If an employee voices concerns about being vaccinated, then individual discussions with a trusted staff member may help to allay fears and obtain their consent. However, employees should not be unduly pressurised into agreeing.

Employers are far more likely to achieve a fully vaccinated workforce if they use open and honest two-way communication, and listen to any concerns that individuals may have.