Supporting New and Expectant Mothers at Work: An Employer’s Health & Safety Guide

When an employee informs you that they are pregnant, have recently given birth, or are breastfeeding, it marks a crucial moment—not just for them, but also for your organisation’s responsibilities under UK health and safety law.

Employers have a legal duty to protect the health, safety, and welfare of all employees, including new and expectant mothers. But what does that mean in practice?

Let’s break down your key responsibilities and how to create a safe and supportive working environment.

Legal Overview: Know Your Responsibilities

Under the Management of Health and Safety at Work Regulations 1999, once an employee notifies you in writing of their condition, you must:

• Review your existing risk assessment with their specific needs in mind
• Take appropriate action to remove or manage risks
• Adjust working conditions or hours if necessary
• Provide suitable alternative work if the original role becomes unsafe
• Offer paid leave if no alternative can be found

Failing to follow these steps could lead to legal consequences and, more importantly, put your employee’s wellbeing at risk.

Step-by-Step: How to Support New and Expectant Mothers

1. Update Your Risk Assessment

Once informed, review your general workplace risk assessment and tailor it to the individual. Key risk factors may include:

• Heavy lifting or manual handling
• Long periods of standing or sitting
• Exposure to chemicals or harmful substances
• Stress, fatigue, or long working hours
• Temperature extremes or poor ventilation

Tip: Don’t forget to reassess at different stages of pregnancy—needs can change over time.

2. Communicate Openly and Respectfully

A private, supportive conversation is vital. Ask the employee how they’re feeling and whether they have any concerns. Let them know their health and wellbeing is a priority.

3. Adjust the Work Environment Where Needed

Depending on the risk assessment, this could include:

• Providing ergonomic seating or frequent rest breaks
• Reducing exposure to stressful or hazardous tasks
• Allowing flexible work hours or hybrid working options
• Ensuring access to clean, private areas for breastfeeding or expressing milk

4. Be Prepared for Medical Advice

Sometimes, a GP or midwife may suggest adjustments based on medical grounds. Employers should always take this advice seriously and work collaboratively with the employee to implement changes.

5. Monitor and Review

Check in regularly to see how the employee is coping and revisit the risk assessment periodically. What was manageable at 12 weeks might not be the same at 30 weeks.

After the Baby Arrives

Don’t forget your responsibilities don’t end at birth. The law also protects women who are:

• Breastfeeding
• Returning to work within 6 months of childbirth

Continue to:

• Provide suitable rest facilities
• Offer flexible working where possible

Ensure their return-to-work experience is positive and safe

Creating a Supportive Culture

It’s not just about legal compliance—it’s about people. Demonstrating genuine care builds trust, improves employee retention, and reflects positively on your organisation.

Make sure line managers are trained, policies are clear, and that your culture encourages employees to speak up about their needs.

Final Thoughts

Supporting new and expectant mothers is not only a legal responsibility—it’s the right thing to do. With clear communication, thoughtful risk assessments, and flexible adjustments, you can ensure the safety and wellbeing of your employees during one of the most important times in their lives.

Getting Started

We offer a range of training courses and consultation services that will quickly bring you up to speed and make your workplace safer for all employees.

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