Policies, Procedures, Guidelines and Protocols

1 policies , procedures , Guidelines and Protocols Document Details Title Policy & Procedure on Flexible Working Requests Trust Ref No 721- 54789 Local Ref (optional) N/A Main points the document covers This process sets out how employees request to work flexibly and how managers process a request complying with all employment legislation Who is the document aimed at? All Staff Owner Fiona MacPherson, Human Resources Manager Approval process Who has been consulted in the development of this policy ? Managers, staff, Joint Negotiating Partnership (JNP), HR & Workforce Group Approved by (Committee/Director) Human Resources and Workforce Group Approval Date 23 July 2019 Initial Equality Impact Screening Yes Full Equality Impact Assessment No Lead Director Director of People Category Human Resources Sub Category None Review date 23 July 2022 Distribution Who the policy will be distributed to All staff Method Publication on the Trust Intranet.

2 Other publication material Keywords Flexible working Document Links Required by CQC Other Amendments History No Date 1 May 2019 Revamped the Policy to include a Flexible Working Request Form and developed Frequently Asked Questions 2 3 Policy & Procedure on Flexible Working Arrangements Shropshire Community Health NHS Trust Policy & Procedure on Flexible Working Arrangements April 2019 Page 2 of 10 Policy & Procedure on Flexible Working Requests Policy & Procedure on Flexible Working Arrangements Shropshire Community Health NHS Trust Policy & Procedure on Flexible Working Arrangements April 2019 Page 3 of 10 Contents 1 Introduction .. 4 2 Purpose .. 4 3 Flexible Working Arrangements.

3 4 4 General Principles .. 5 5 Responsibilities of Employees .. 5 6 Responsibilities of Line Managers .. 5 7 Review Period .. 6 8 Conditions of Service .. 6 9 Appeal Procedure .. 6 10 Record Keeping .. 7 Appendix 1. Flexible Working Procedure .. 8 Appendix 2. Flexible Working Request Form .. 9 Policy & Procedure on Flexible Working Arrangements Shropshire Community Health NHS Trust Policy & Procedure on Flexible Working Arrangements April 2019 Page 4 of 10 1 Introduction We are committed to offering our staff both the choice and flexibility as to how they work their hours whilst ensuring our Service needs are met. We recognise that flexibility helps our staff stay in work, manage caring responsibilities, maintain a work-life balance, whilst supporting enhanced employee engagement and wellbeing.

4 2 Purpose The purpose of this policy is to provide flexibility, ensuring we are able to attract and retain a diverse workforce whilst meeting our Service needs. 3 Flexible Working Arrangements Flexible working can mean different things to different people. We have a range of flexible working arrangements which may enable employees to work more flexibly whilst at the same time ensuring that the needs of the Service are met. Some examples of the flexible working opportunities are as follows: Part-time working where you work to a pattern and number of hours by mutual agreement; Job sharing where two or more people share the responsibilities of one or more full-time job(s), dividing the hours, duties and pay between them; Flexi-time where you can choose your own start and finish time around fixed core hours; Annualised hours contract - where you work a specific number of hours each year, with the hours being distributed across the year to meet individual and organisational needs; Flexible rostering - using periods of work of differing lengths within an agreed overall period (shorter working week/Longer [less] shifts).

5 Term-time working - where you work during the school term but not during school holidays; Staggered hours where normal working hours are varied to suit an individual s needs, whilst working the full time contracted hours for the post over a week; Career breaks where you take a period of unpaid time off (please refer to the Employment Break Scheme) Policy & Procedure on Flexible Working Arrangements Shropshire Community Health NHS Trust Policy & Procedure on Flexible Working Arrangements April 2019 Page 5 of 10 Home/Remote working where you work from home or an alternative base for an agreed period When any flexible working pattern is agreed consideration should be given to the Working Time Directive. 4 General Principles You can apply for a formal flexible working arrangement if you have been continuously employed for 26 weeks or more.

6 However, if you are faced with extenuating circumstances and require a flexible working arrangement prior to continuously working for the Trust for 26 weeks, please discuss this with your Line Manager. You can make one request for flexible working during a twelve month period. However, this situation may be reviewed if your circumstances or the services circumstances change or you have a statutory entitlement to do so under the Equality Act. If you would like some flexibility on a temporary basis to enable you to meet challenges in your circumstances and still remain at work, you and your Line Manager can agree a way forward together. If you need this level of flexibility on an on-going basis we would expect you to formalise this either with a flexible working agreement or formalised changes in hours, working pattern or work base.

7 5 Responsibilities of Employees Discuss your request, wherever possible, with your Line Manager. If you need a formal flexible working arrangement please complete the Flexible Working Request Form (Appendix 2). The details requested in the request form are required to support the Line Manager in making their decision in relation to the flexible working request. If you would like to discuss your options with a member of the Human Resources team please contact a member of the team. 6 Responsibilities of Line Managers Line Managers will consider requests and arrange to meet with the employee to discuss the request. Line Managers consider requests for flexible working arrangements, taking into account: The urgency of the request; The individual circumstances; The impact of the request on the needs of the service; Policy & Procedure on Flexible Working Arrangements Shropshire Community Health NHS Trust Policy & Procedure on Flexible Working Arrangements April 2019 Page 6 of 10 The impact on the member of staff if a request is denied; The impact of the request on the responsibilities of the post; The process for Line Managers is set out in the flow diagram (appendix 1) and Flexible Working Frequently Asked Questions (available on the Staff Zone).

8 Line Managers can refuse a flexible working request based on the following: The burden of additional costs; The inability to reorganise work amongst existing staff; An inability to recruit additional staff; A detrimental impact on quality; A detrimental impact on performance; A detrimental effect on ability to meet customer demand; A planned structural change to the business. For further details relating to the above please see the Flexible Working Frequently Asked Questions, available on the Staff Zone, or here. Colleagues from the HR team are available for advice and guidance if required. 7 Review Period Once a flexible working arrangement has been agreed it is normally a permanent arrangement unless agreed otherwise. However, it is important to review the flexible working arrangement regularly to ensure they are still appropriate to individual and service needs.

9 8 Conditions of Service If the request for a flexible working arrangement results in a reduction in hours and pay, annual leave entitlements will be pro rata. If flexible working arrangements are agreed, and put in writing, there is no need to re-issue an amended Contract of Employment. 9 Appeal Procedure Employees have the right to appeal against any decision to refuse their request for flexible working arrangements by using the Grievance & Concerns Procedure. Policy & Procedure on Flexible Working Arrangements Shropshire Community Health NHS Trust Policy & Procedure on Flexible Working Arrangements April 2019 Page 7 of 10 10 Record Keeping Requests and outcomes from both employer and employee should be recorded on the employee s personal file.

10 Policy & Procedure on Flexible Working Arrangements Shropshire Community Health NHS Trust Policy & Procedure on Flexible Working Arrangements April 2019 Page 8 of 10 Appendix 1. Flexible Working Procedure Line Manager receives a request for flexible working Line Manager and employee meet to discuss the request The Line Manager writes notifying the employee of their decision Both Line Manager and employee will need to consider what arrangements they need to make for the change The employee decides whether they wish to appeal against the Line Manager s decision. If so, they will appeal in writing setting out the reasons they feel their request was not handled reasonably Request is REJECTED Request is ACCEPTED If required the Line Manager completes the ESR contractual changes form Policy & Procedure on Flexible Working Arrangements Shropshire Community Health NHS Trust Policy & Procedure on Flexible Working Arrangements April 2019 Page 9 of 10 Appendix 2.