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Line Manager’s Handbook GUIDANCE FOR MANAGERS ACROSS FAIRFAX MULTI ACADEMY TRUST VERSION 0.1 | JULY 2026
Content 04 | Section 1 Your role as a line manager 06 | Section 2 Line manager resources 08 | Section 3 Recruitment, Onboarding, and Induction 11 | Section 4 Probation, Performance, and Professional Development Process 13 | Section 5 Learning and development 15 | Section 6 Conduct, Capability, Disciplinary, and Grievance 17 | Section 7 Effective communication 19 | Section 8 Managing Leave – Annual, Family, and Special 21 | Section 9 Managing Absence – Sickness and AWOL 23 | Section 10 Flexible Working and Contractual Changes 25 | Section 11 Wellbeing and support 27 | Section 12 Health and safety 29 | Section 13 Offboarding
A Great Line Manager... Sets clear expectations Communicates openly Supports and develops people Manages performance fairly Promotes wellbeing Acts consistently and professionallyINTRODUCTION
01 04LINE MANAGER’S HANDBOOK Your Role as a Line Manager As a line manager, you play a vital role in delivering the Trust's vision through the people you lead. You are the link between strategic direction and day-to-day operations, ensuring your team understands expectations, feels supported, and has the tools to succeed. Your responsibilities span the entire employee lifecycle, from recruitment and induction through to performance management, development and, where necessary, the end of employment. Leading Your Team Creating a positive, high-performing team starts with effective leadership. You should: Set clear expectations and objectives. Support and motivate your team. Be approachable, fair and consistent. Address issues promptly and professionally. Foster a culture of collaboration, respect and inclusion.
05FAIRFAX MULTI ACADEMY TRUST Communicating Effectively Communication is central to effective line management. You are responsible for: Explaining organisational priorities in a way that is meaningful to your team. Ensuring staff understand expectations and any changes affecting them. Sharing feedback, ideas and concerns from your team with senior leaders. Supporting Wellbeing Successful teams are built on trust and support. You should promote employee wellbeing by: Creating an inclusive and respectful working environment. Encouraging open conversations. Identifying concerns early and signposting appropriate support where needed. Helping colleagues feel valued, supported and able to perform at their best. Leading with Purpose Ultimately, successful line managers lead with clarity, communicate with purpose, act fairly, and create an environment where people can thrive. Managing Performance Regular conversations help people understand what's expected and how they're progressing. Provide constructive feedback. Recognise good performance and achievements. Identify and address underperformance early. Support learning, development and continuous improvement.SECTION 01 - YOUR ROLE AS A LINE MANAGER
02 06LINE MANAGER’S HANDBOOK Line Manager Resources As part of your induction to the role of a line manager, we’d like to highlight that the Trust’s main communication platform is the Intranet. The Intranet is your go-to resource for: Key Trust updates and announcements Policies, procedures, and HR guidance Staff directories and contact details Newsletters, training opportunities, and internal events Tools and templates to support you in your management role
Quick Links to Forms 07FAIRFAX MULTI ACADEMY TRUSTSECTION 02 - LINE MANAGER RESOURCES Quick Links to Resources Key Trust updates and announcements Induction process System Offboarding details government guidance on paternity leave SAMPeople Guidance Login to The National College Apprenticeships Career Pathways Quick Links to Policies Recruitment and Selection Policy Performance Development Policy Trust Disciplinary Policy Sickness absence management policy Family Friendly Policy GDPR - Data Protection The Grievance Policy Capability Policy Special Leave Policy Absence - Self Certification Form *If an employee’s absence is less than 7 calendar days (5 working days) they must complete a ‘self certification’ form. REMEMBER If you are struggling to find what you are looking for, use the search bar on the intranet.
03 08LINE MANAGER’S HANDBOOK Recruitment & Onboarding When it is decided that your team needs to recruit, recruitment is managed through the Applicant Tracking System (Sam People Recruit). If you are the Recruiting Manager, you use Sam People Recruit to manage the role, guidance on how to use Sam People Recruit can be found on the intranet. You must also read and understand our Recruitment and Selection Policy. The chart below details the recruitment process, as well as roles and responsibilities throughout.
09FAIRFAX MULTI ACADEMY TRUSTSECTION 03 - RECRUITMENT & ONBOARDING Onboarding Once a candidate has been successful at interview and offered a post with FMAT, they will be ‘Onboarded’. This is led and co-ordinated by HR. This is the process which covers an individual’s contact with the new employer before they formally join on Day One. This includes offer paperwork, systems set up and communication & engagement during notice period. The HR team will commence their pre-employment checks in line with KCSIE including: ID and Right to Work References (If outstanding post interview) Disclosure and Barring Service (DBS) and Childrens Barred list Medical fitness Qualifications Professional Status Prohibition checks 128 checks (where relevant) Overseas checks (where relevant) There is an automated notification process to inform relevant individual teams or people a new joiner is starting. As a line manager you should be aware of the relevant Academy/Central team onboarding, details of which can be found on the intranet.
SECTION 03 - RECRUITMENT & ONBOARDINGInduction Line Managers need to invest time in inducting all new employees, once the new team member starts, ensure you have their induction plan ready for them, as they will need to understand the organisation, the culture, the people and what is expected of them in their role. You will be asked to provide ‘Day One’ details to be included in a New Joiner Pack your new employee will receive prior to starting at FMAT, and again on their first day. This pack includes an induction checklist, which can be found on the intranet. The full Induction Checklist must be completed by the end of the 5th week of employment and HR will set up the relevant dates onto SAM People. A well-planned onboarding and induction process helps new employees feel welcomed, supported, and prepared to succeed in their role. A consistent approach reduces administrative burden, improves efficiency, minimises errors, and delivers a better employee experience. 10LINE MANAGER’S HANDBOOK Why does it matter?