The role of a confidential counsellor

A confidential counsellor (CC) is an employee who is officially designated as a point of contact for psychosocial difficulties at work and has received specific training for this.

A confidential counsellor at work offers a safe place for employees to discuss psychosocial difficulties such as stress and undesirable behaviour. The confidential counsellor thus forms an important link in creating a safe and healthy working environment.

The duties of a confidential counsellor

He/she listens, advises and mediates potentially in situations of well-being at the workplace. For example, in cases of inappropriate conduct (including bullying, violence, discrimination and unwanted sexual behaviour), conflicts or an excessive workload.

The confidential counsellor can initiate dialogue in conflicts between employees, and engage in discussions with managers, HR, etc. to find a solution for the problems that arise. He/she tries to acknowledge situations with discretion, works in a future-oriented way and has an objective and impartial attitude.

The confidential counsellor is bound by confidentiality. Everything therefore remains confidential, also for the employer. This creates a safe environment in which employees can openly express their concerns.

In addition, confidential counsellors also contribute to the collective psychosocial prevention policy.

Confidential counsellor vs psychosocial prevention adviser

The confidential counsellor offers a listening ear and confidential support to individual employees with problems or questions. They work completely autonomously, but can always consult an external psychosocial prevention adviser for advice.

The psychosocial prevention adviser (PAPA) has, given their expertise, a broader role and focuses, in addition to supporting employees, also on preventing psychosocial risks at the organisational level. This includes identifying and analysing risks, advising on preventive measures, and supporting the organisation in implementing a policy regarding psychosocial aspects.

Man has confidential conversation with confidant

Legislation: is a confidential counsellor mandatory?

The appointment of an internal confidential counsellor at work is mandatory in the following cases:

  • The company has 50 employees or more 
  • The company has fewer than 50 employees and the employee representation requests it 

As soon as your company has 20 employees, at least 1 confidential counsellor must be part of the own staff. This obligation only applies if the psychosocial prevention adviser belongs to an external service, such as Premed. Want to know more? Read all about it in our blog. 

Who is suitable as a confidential counsellor?

Not all functions are eligible to take on the role of confidential counsellor. Due to neutrality this role may legally not be assumed by:

  • The company doctor of the company 
  • A member of the works council (OR)/high consultation committee (HOC) 
  • A member of the Committee for Prevention and Protection at Work (CPPW) or the basic consultation committee (BOC) 
  • A candidate for the social elections 
  • A trade union representative 
  • A manager 

What skills does a confidential counsellor need?

To ensure that employees dare and want to approach the internal confidential counsellor at an early stage, it is important that this person is known as discreet and neutral.

A confidential counsellor who handles confidential information carefully, manages files discreetly and acts impartially and neutrally will be able to intervene more easily to avoid escalations. Also good communication skills and an analytical view of matters are certainly recommended.

And then there are some practical aspects that should be taken into consideration. For example, the suitable candidate should be easily accessible during office hours and have their own email address or phone number. Also be sure to take multilingualism into account if the situation and company culture require it.

Appointing a confidential counsellor

We advise to appoint at least two confidential counsellors, especially at multiple locations or for shift work, so that a confidential counsellor is available per location or shift. This way, employees can always also turn to a confidential counsellor who is separate from the team if they feel comfortable doing so.

Appointing multiple confidential counsellors also has the advantage that they too can mutually exchange experiences (always with respect for the anonymity of the petitioners). 

Procedure for appointing a confidential counsellor

After the suitable candidate / candidates have been found, they must be officially appointed. This must be done in the CPBW (BOC), with an agreement from the representatives of both employees and the employer. 

If there is no CPBW (BOC) in the company, the above procedure must be included with the trade union delegation. If this is also not present, this must proceed via direct participation of all employees.

Man has confidential conversation with confidant

Support via Premed

In addition to the training courses we organize (see below), our psychosocial prevention advisers are always ready to assist confidential counsellors with ad hoc advice and support, for example in the case of complex files, when referral is necessary or as a sounding board for the confidential counsellor himself/herself in cases that deeply affect him/her, etc.

Training courses for confidential counsellors

Every confidential counsellor must follow a mandatory basic training course of 5 days, and must have completed it at the latest 2 years after his/her appointment. However, we advise to register every new confidential counsellor as soon as possible . In this way, he/she can be deployed most quickly to correctly fulfill the role of confidential counsellor. 

In addition, it is important that confidential counsellors stay up-to-date with regard to knowledge and skills. The legislation therefore stipulates that every confidential counsellor attends a supervision moment at least annually. These moments simultaneously offer a sounding board to confidential counsellors who want to reflect on complex cases they have handled. 

Premed organises a basic training course for confidential counsellors several times a year, and the same applies to the supervision moments.

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