Clergy wellbeing

A great deal of work has been done within the diocese on wellbeing, including Flourishing in Ministry and Flourishing Together. Our education team have an excellent programme working with headteachers and continue to explore wellbeing for wider school teams.

The diocese has entered into an agreement for the provision of an employee and clergy assistance programme (EAP) for all clergy. As of 1 Sept 2020, you have access to the EAP with Health Assured.

The scheme covers all clergy and their immediate family members*, 24 hours a day, 7 days a week, 365 days a year.  Benefits include:

• 24-hour confidential helpline, 0800 028 0199, offering information and support for family issues, bereavement, trauma, relationship issues, stress-related conditions, money management, debt support and legal advice;
• Telephone counselling sessions;
• Up to six face-to-face counselling sessions per issue, including cognitive behaviour therapy (CBT);
• My Healthy Advantage smartphone app;
• Wellbeing portal with a library of information.

The welcome document includes login details for the app and portal.  When calling the confidential helpline you will be asked to provide our Employer Code: MHA162304.

*Under the terms of the scheme immediate family members are defined as spouse/partner and children aged between 16 to 24 in full time education, living in the same household.

The HR team continue to work on developing a wellbeing strategy that will support the diocese’s mission and values for both clergy and employees.

For more information, please contact us at flourish@oxford.anglican.org.

There are resources for clergy on our Cost-of living crisis pages.

A number of grants are available to clergy in the Diocese of Oxford. Most clergy and LLMs are eligible for a CMD grant each year up to the value of £250. If you would like to apply for a CMD grant, please read the CMD grants information sheet, then complete the CMD grant application form and email it to cmdgrants@oxford.anglican.org. Applications are considered every four to six weeks.

Depending on your income, you may be eligible for a grant from the Clergy Support Trust.

St Boniface Trust makes small grants to enable clergy study.

The Ewelme Almshouse Charity provides almshouse accommodation for elderly persons who are in financial need in Oxfordshire and Buckinghamshire. They also provide grants for educational purposes to young people who are in need of financial assistance.

The Henry Smith Charity provides grants to assist parochial clergy in financial need at a time of crisis or acute need, where this could be detrimental to their ministry. The need may arise from family circumstances (e.g. a family with children and only one income), unusual or emergency expenditure which strains family finances (e.g. illness, disability, expensive car repairs) or simply the need for a family holiday after a period of stress and exhaustion whether through personal issues or the challenge of ministering in difficult parishes. Grants are administered via each Area Bishop’s office. Please contact your Area Bishop or Archdeacon if you wish to be considered for a Henry Smith Charity grant.

Continuing the theme of clergy wellbeing, we would like to emphasise that sometimes, despite all our efforts to remain healthy and good practices in the way we function, sickness occurs. Clergy are not immune from short, medium, long-term and critical illness. It is, therefore, important to know how we manage it successfully for the sake of the individual concerned.

We continuously work to have systems, both centrally within the diocese and locally, to best provide and coordinate the support. Archdeacons do their best to support all clergy in these circumstances. We would encourage all clergy to use all support networks and the pastoral and practical care that local clergy, senior colleagues, and local communities are able to provide.

Principles on Managing Sickness and Critical Illness

Our approach to managing sickness and critical illness are based on the following diocesan principles:

• Healthy space for clergy to feel confident to talk about their health issues

  Creating healthy relationships between clergy and incumbents, area deans and/or archdeacons is the first step we should take to ensure that clergy will talk freely about their health issues. You should feel confident to pick up the phone and ask for some time and space for you to discuss health matters with individuals in these roles and if not them, the area bishop.

• Respect for individual dignity and privacy

  Whenever health issues are disclosed, we will ensure that we respect your dignity and privacy by keeping numbers of those involved to a minimum. If we need to obtain medical records or share information with professional bodies, such as occupational health (OH), we will always ask for your written consent (refer to the pastoral care and support for clergy drop-down section below).

• Quality pastoral and practical care

  We will endeavour to keep regular contact with you throughout the stages of illness and/or longer-term treatment so that we can offer and/or link with local networks of colleagues for the best professional, pastoral and practical care. We will discuss this with you from the start and will be led by you in terms of deciding on the frequency of contact, respecting your personal needs.

• Seeking medical and professional advice

  In order to take action to support you, we may need to seek medical reports and professional advice. The obtained reports will offer practical advice, suggestions and recommendations phrased both in terms of fitness for duty and short, medium and longer-term adjustments which will enable the individual to return to full capacity at work as safely as possible.

• Exploring financial support is in place for individuals concerned

  Ensure that stipends are maintained within the appropriate diocesan and Church Commissioner policies and that in cases of hardship we will support the individual to identify grants and other benefits from appropriate bodies.

• Flexibility

  It is important to reassure the individual who is going through an illness that we are prepared to consider reorganisation of patterns or work, readjustment of duties and so on. This will give them the maximum flexibility to balance their medical treatment with maintaining effectiveness and efficiency at work. Whenever relevant, actions taken will be based on medical advice to ensure we are giving the most appropriate support (for example through the advice of the occupational health doctor (refer to the pastoral care and support for clergy drop-down section below).

• Providing information and support in identifying other sources of support

  Whenever possible, we will help the individual to identify other sources of support that may help with their circumstances.

• Providing assistance with cover arrangements

  Often an individual is left to make their own arrangements at a time when they are feeling most vulnerable/ill. Whenever possible and within the means of the parish, we will endeavour to lighten this load and to help make cover arrangements for them.

Reporting sickness

There is an expectation that all sickness is reported to enable parishes to organise work differently and provide cover for the normal running of the services. At the same time, in the case of stipendiary clergy, this is so that we comply with the Statutory Sick Pay (SSP) scheme and its administration.

The obligations and rights for clergy, if they are unable to perform their duties becaue of sickness, are set out in Regulations 27 and 28 of The Ecclesiastical Offices (Terms of Service) Regulations 2009.

All stipendiary office holders under common tenure have a legal duty to report sickness absence of one day or more.  Non-stipendiary office holders under common tenure are required to report sickness absence for 7 days or more.  Office holders not under common tenure are still encouraged to follow the same procedure for reporting absence due to the reasons provided above.

All officeholders unable to perform their duties because of sickness are required:

• to inform their Incumbent or the Area Dean and the Payroll Officer at Church House Oxford, Nicole Hayes: Nicole.hayes@oxford.anglican.org, if they are unable to perform duties because of sickness for any period of one day or more;
• to complete and return a self-certificate form (SC2) to the Payroll Officer at Church House Oxford.  The SC2 form can be found at:
  • What happens if I am ill? | The Church of England
  • Ask your employer for Statutory Sick Pay - Ask your employer for Statutory Sick Pay - GOV.UK (tax.service.gov.uk)
• to provide a medical certificate (Fit Note) for absences of more than 7 days to the Payroll Officer at Church House Oxford

The information will be passed to Payroll Services as managers of the Central Clergy payroll, who keep records of sickness absence to comply with statutory sick pay requirements, which cover all clergy paid through the Central Clergy payroll.

For further details on ‘Sickness Pay Entitlements’ and related ‘Clergy Wellbeing’ matters, also including potential support and services, please visit the following link: Clergy wellbeing - Diocese of Oxford (anglican.org).

Pay Entitlement and Procedure when Sick

Although you are not employed, you are normally entitled (because you pay Class 1 National Insurance contributions) to receive Statutory Sick Pay (SSP) if you are ill. Under this scheme, we are responsible for paying the first 28 weeks of sick pay. If you become ill and cannot carry out your duties, you can, therefore, claim sick pay, provided the illness lasts for at least four consecutive days (including Saturdays, Sundays and public holidays).

If entitled to SSP, the stipend will be paid according to SSP rules. Sick pay works on a rolling 12-month period and takes account of all absences within that period. At present, this entitles full-time stipendiary clergy to receive their full stipend for 28 weeks, providing the following requirements are met:

• For sickness absence of up to seven days, a self-certificate must be obtained, completed and submitted to the Payroll Officer at Church House Oxford (a copy of the self-certificate form [SC2 form] can be downloaded here or obtained from either the Payroll Officer at Church House Oxford or by contacting payroll services at Church House in London.
• If the sickness absence lasts more than seven days, the original doctor’s certificate (also known as a fit note), signed by a GP or other medical practitioner, must be submitted to the Payroll Officer at Church House Oxford, who will keep a copy and forward the original to the Church Commissioners.

After the 23rd week of absence, the Church Commissioners issue form SSP 1, which gives details of the actions needed when statutory sick pay ends after the 28th week, concerning claiming other state benefits and invalidity allowances.

If you are ill for longer than 28 weeks, or if for any reason you are not entitled to Statutory Sick Pay, clergy payroll services shall write to you with further advice. The full stipend will be paid until the 28th week of absence, after which the bishop has the following discretion:

• To reduce the stipend by up to 50%
• To reduce the stipend by the amount of Incapacity Benefit received and any other allowances. One month's notice should be given
• To cease the stipend payment.  NB: this decision will not be taken without extensive discussions with the office holder first.  One month's notice should be given

Current diocesan practice is to reduce the stipend by the amount of benefit received so that the equivalent of a full stipend is maintained. The situation will be continuously monitored, and medical certificates are always expected to be submitted.

For any period of extended sickness, the archdeacon will keep in touch with the minister to assess progress and to see if an occupational health referral should be made. An occupational health referral will be considered at 28 weeks of absence but may be requested earlier depending on the reason for absence.  In addition, we may request consent to contact your GP or other medical professional under the Access to Medical Reports Act 1988 to help us make informed decisions on reasonable adjustments and on how best to support you during the period of absence. If after an extended period of sickness, a minister is being advised by their doctor, or as an outcome of an occupational health referral, to consider early retirement, advice and support regarding the process will be available from the archdeacon and diocesan secretary.

The Church Commissioners’ clergy illness procedures can be found here.

Returning to Duties

After any period of extended sickness, and once a minister has been deemed fit for work by their doctor, they should notify their archdeacon that they are ready to return to work. The archdeacon will discuss with the minister any issues around resuming their duties. This may take the form of a Return to Duties interview and may include the Area Dean and / or a member of the diocesan HR team.

This is to ensure that the right level of support is provided to the individual clergy returning to their duties and, where applicable, that any ongoing health issues are taken into account and to consider whether any reasonable adjustments are required. Where appropriate, an Occupational Health Assessment,a request to contact your GP or other medical professional under the Access to Medical Reports Act 1988, and / or a phased return to duties might be recommended.  A phased return to duties may include a range of temporary changes such as reduced working hours or days or reduced responsibilities.

In addition to all the details above:

• All reasonable endeavours should be made to ensure that the duties of the office are performed by another person during a period of absence;
• If the time off is protracted, the bishop may make other arrangements for the discharge of these duties;
• Payment of stipend after entitlement to Statutory Sick Pay has expired is conditional on the agreement of the bishop (or his representative) and on guidance from the Archbishops’ Council;
• As per Regulation 28 of The Ecclesiastical Offices (Terms of Service) Regulations 2009, if the bishop has reasonable grounds for concern about the office holder’s physical or mental health, he may direct that the officeholder undergoes a medical examination by a mutually-agreed medical practitioner, and he may, in serious cases, need to instigate the capability procedure.

Through the management of short, medium, long-term sickness and critical illness, issues of disability may arise. The Equality Act 2010 and more specifically the Disability Discrimination Act shape the path in handling such issues. The diocese will do all it can to address any disability issues arising to ensure that appropriate reasonable adjustments are made that will enable the individual to work effectively.

Centrally, the archdeacon in conjunction with the HR department will make the appropriate links with departments, for example, the Glebe and Buildings Department and the Department of Mission and Ministry, to ensure the individual is supported and their needs are addressed appropriately. They will also ensure that there is access to appropriate professional advice and support so that the individual can take up or continue their role effectively.

In circumstances where specific equipment is required, e.g. specialist software, adaptations to property etc, the archdeacon will provide advice on funding and resourcing.

Access to Work

Access to Work is a government funded employment scheme that provides individual financial support to ensure disabled people can start or stay in work.

The support you get will depend on your needs and ensure that all the reasonable adjustments you need to do your role to the best of your ability are in place.

Access to Work is not a benefit (and is not included in the benefits that someone receives) but is a grant paid to enable someone to work. It is not taxable; will not affect any other benefits and you will not have to pay it back.

The scheme is available to all ministers who are paid, whether office holders or employees, lay or ordained. The initial application to Access to Work is usually made by the person requiring assistance. Additional information can be found in the Access to Work document, or please contact the Diocesan Disability Adviser, Katie Tupling, at katie.tupling@oxford.anglican.org or the diocesan HR team at flourish@oxford.anglican.org.

Here are some services that are already in use across the diocese:

• Occupational health advisers

  The diocese has links with occupational health (OH) providers. These may be used in cases of long-term absence. We may also recommend occupational health referrals to assist with designing appropriate phased returns to duties after a long-term absence. We will also recommend referrals where a health issue might be impacting on duties but where the officeholder is still performing some or all their duties.
  This will assist the diocese in providing support for the officeholder. In more detail, the process involves OH obtaining sufficient information to provide a clear, accurate and objective opinion on issues such as your fitness for work, reasonable adjustments and rehabilitation to assist you in managing or recovering from your health condition from a work perspective and returning to work if you are absent.
  The archdeacon, in conjunction with a member of the HR team, will usually discuss the referral with you and send a referral form to OH, which provides details of your duties as well as your health concerns. The OH medical adviser will then undertake a consultation with you either on the telephone, via Zoom/MS teams or face to face. They will ask you questions to gain a good understanding of your work and health, including but not limited to personal details, your physical and/or mental health and condition, family, lifestyle and social circumstances, and employment details.
  They may also like to have access to medical notes and/or reports provided by your GP or a specialist. The whole process is done with your consent and your well-being in mind.

• Counselling services

  Being involved with others as a clergyperson or spouse can be stressful because caring is stressful.
  In order to keep on caring, we must ensure our own lines of support are in place and functioning. At times, through internal or external pressures, we all may need special help in the form of counselling or therapy. In addition to occupational health providers, there are external counselling services that you can access directly or that we may be able to access on your behalf and you may be referred to, either upon your request or recommended by the archdeacon. It is important to note that each case is dealt with with the greatest level of sensitivity and confidentiality.

  There are several avenues you may take:

  • You can contact Health Assured on their 24-hour confidential helpline to seek support as part of the Employee and Clergy Assistance Programme.  They offer information and support, face to face or telephone counselling, cognitive behaviour therapy and a smartphone app - My Healthy Advantage.  Find out how the scheme could help you. Use Employer Code: MHA162304.
  • Alternatively, you can see your area bishop or archdeacon. They will liaise with the HR team and consider the most appropriate approach and form of support for you which may include a referral to other counselling services.
  • Counselling almost always needs to be paid for. You can access the support from Health Assured free of charge.  For other avenues of support, some financial assistance may be available from the diocese however you may also be required to make a contribution depending on the circumstances.
  • For more information on these matters, your bishop or archdeacon will be able to advise further or you can email flourish@oxford.anglican.org.

• Work consultants

  Matters relating to ministry can be complex and may sometimes have an impact on you and your wellbeing. You may need to discuss with someone else for support, insight, and alternative ways of handling the situation creatively. From time to time, the help that is needed comes in the form of consultation with a work consultant, or you can approach your parish development adviser for information and advice.

• Spiritual directors

  This is an ancient ministry, sometimes called spiritual counsel, prayer guidance or soul friendship. It is about taking the time to meet with another person and talk about one's spiritual journey, prayer and search for God. Many people find that this pattern of reflective companionship can be a significant help. People seek this ministry at different points in their lives and for various reasons. It can be a way:

  • to make better sense of your faith journey
  • to find clarity and support at times of significant life choices
  • to respond more deeply to God’s presence and move forward towards wholeness and freedom.
  • To learn more about who conducts the sessions, how they are run, frequency and cost implications, visit the website.

• St Luke’s for flourishing, healthy clergy

  This is a charity that specialises in improving the health and wellbeing of clergy. St Luke’s focuses on three areas:

  • Clergy and families by offering access to medical expertise through their network of clinicians
  • Dioceses by providing two wellbeing resources, resilience training and reflective practise groups for all dioceses
  • St Luke’s virtual wellbeing programme, specially prepared to support clergy wellbeing during the coronavirus (Covid-19) period.
    To find out more, visit their website.

• Broken Rites divorce and separation support

  This is a charity offering mutual support and information to divorced and separated spouses and partners of clergy and recognised ministers. They offer:

  • Support and understanding on a one-to-one basis when needed;
  • Hold local group meetings where possible;
  • Provide information and signpost sources of help which may be practical, financial or spiritual.
    For more information visit their website.

Supporting critical illness

Due to some unique characteristics, such as the impact on the individual and those surrounding them, it is important that we discuss this matter separately. There are four key stages to critical illness: diagnosis, treatment, recovery, and returning to duties. Each case is unique and will be treated sensitively. Pastoral support will be important at all levels.

During a period of recovery and returning to full capacity/duties, the diocese may take professional medical advice on what is most appropriate for the individual. The Archdeacon may make a referral for the individual to meet with the occupational health (OH) service, who will give both the individual and the diocese professional advice.

As explained above, the occupational health professional will look at the nature of work, workload, current family and other pressures and priorities and give their advice on what is realistic and what is not advisable. It is usual that more than one OH appointment will be made so that the OH professional can advise and help the individual and their senior colleagues and staff to make adjustments, track progress and increase workload gradually, and so return to their full duties safely.

These may include a range of temporary changes, such as:

• • • Reduced working hours;
    • Reduced days;
    • Only working one or two sessions a day/week etc;
    • Change in role;
    • Reduced responsibilities;
    • Recommendations to assist plans for transport to and from work engagements;
    • Onward referral for other professional specialist advice and guidance (where appropriate, these costs may be met by the diocese), and any other reasonable adjustments that would be helpful.

In the most serious of cases, it may be that an individual will not be able to return to or maintain their duties. Where the individual’s doctor/specialist and the occupational health professional concurs, the diocese will make the appropriate applications/arrangements through the clergy pension scheme and continue to offer pastoral support.

Spiritual Leave

All clergy are encouraged to take the inside of one week each year for spiritual refreshment, whether on retreat or at cell group meetings. The Diocese of Oxford has the spiritual direction network known as the SpiDir Network in Berks, Bucks and Oxon, which is a network of spiritual directors who offer to accompany you as you explore your personal journey. Further information is available.

Licensed clergy and Licensed Lay Ministers in the diocese are encouraged to take a three-month sabbatical for every ten years of ministry. Find more on sabbaticals, retreats and study leave on the CMD pages.

Special leave

In particular circumstances, the bishop or archdeacons may exceptionally grant an additional period of special leave. Special leave is designed to support clergy when unforeseen emergencies arise – particularly those related to children or dependents.

A dependent maybe someone who can reasonably be said to rely on the officeholder for assistance. This excludes any discretionary special leave, such as extended study leave or spiritual leave.

Clergy should refer to ‘the right to request time off work or adjustments to the duties of the office to care for a dependent part of the family-friendly guidance for clergy document should they need to explore the possibility of making a change to their working pattern or taking a longer period of time off to care for a dependant.

Time Off for Public Duties

Clergy may spend a reasonable time on public duties other than the duties of the office without any loss of stipend (if applicable). Clergy are requested to discuss the details of the public duty and the associated time off with the bishop or archdeacon prior to commencement. Public duties include work done for a public authority, a court, a tribunal, charity or trade union. If a member of clergy is called for jury service, they are required to claim the attendance allowance.

Please contact the Payroll Officer for further guidance. For common tenure appointments, detailed conditions for such time off are specified in clause 23 of the regulations. These may be summarised as:

• The amount of time spent must be reasonable in all circumstances, taking into account the time required for the duty and how much time has already been spent on this (or other) public duties;
• The impact of the public duties on the office holder’s day-to-day duties must be reasonable in all circumstances;
• Agreement for the performance of such public duties must be granted by the bishop;
• Consideration should be taken of any remuneration that is received in connection with the duties of the office to determine whether a reduction in stipend is reasonable.

Maternity, Paternity, Shared Parental, Parental and Adoption Leave and Time Off to Care for Dependants

As a clergy office holder, you have the same legal rights to parental leave and pay as an employee and are entitled to claim the four different types of statutory parental pay and leave available. Further information can be found on the Church of England website.

The diocese has a policy on maternity, paternity, shared parental, adoption and parental leave and time off to care for dependants.  If any clergy is interested in finding out more about maternity, paternity, shared parental, parental and adoption leave and time off to care for dependants, they should contact their archdeacon for advice.

The Diocese of Oxford is committed to ensuring a safe working environment for clergy and accredited lay workers and equipping them to minister safely. However, officeholders are deemed to be responsible for their own health and safety. Clergy and accredited lay workers should take all possible steps to ensure the personal safety of themselves and their families in relation to their houses and church office and vestries.

In the event of any incident involving verbal abuse, threats or actual violence to a priest, deacon or a member of their household, they should contact their area dean or archdeacon immediately. They will provide immediate practical and pastoral assistance. The police should also be informed. Health and safety concerns related to housing should be raised with the Glebe, Buildings and DAC department at the Diocesan Church House.

Basic precautions include:

• Ensuring that porches and entrances are well lit, using spy holes;
• Not inviting unknown visitors beyond the office or study in a house;
• Not leaving unknown visitors unattended in an office or house;
• Not seeing children alone;
• Ensuring that other people know when you are seeing people.

A comprehensive guide on security issues may be found here. Another source is Ecclesiastical, a specialist insurance and financial services company offering advice, expertise and caring protection. For general information, please visit their website or access their Church Health and Safety Guidance. More generic health and safety guidelines are available on the HSE website.