Flexible Working Policy

 

About this Policy

 

The Society recognises that flexible working can provide benefits to both colleagues and the Society, and aims to support colleagues where possible to manage the balance between work and home life.

 

This policy provides eligible colleagues an opportunity to formally request a change to their working pattern. Managers are encouraged to facilitate requests unless they cannot be accommodated for business or operational reasons.

 

This policy applies to all employees (whether employed on a full-time, part-time, fixed term or permanent basis). It does not apply to agency workers or self-employed contractors.

 

This policy does not form part of any contract of employment and the Society may amend it at any time.

 

Entitlement

 

Colleagues are able to make a request to change their working conditions if they have at least 26 weeks service with the Society and have not submitted a request in the previous 12 months.

 

There are different types of flexible working options, such as:

 

• Working from home

• Working reduced hours

• Working compressed hours

• Flexitime, or

• Working a set number of hours per year

 

Making a Request

 

The colleague must write to their line manager and HR advisor with details of the flexible arrangement which they want to apply for, stating that they are making a formal statutory request, the impact which they think the request might have on the business and a statement confirming that this is the only application which has been submitted in that particular year. The Society will respond to requests as soon as possible, all requests will be dealt with within a period of three months from first receipt to notification of the decision on appeal.

 

Where necessary your line manager will arrange a meeting with you within 28 days of receiving the request. The meeting may also be attended by a HR advisor. You may bring a colleague or trade union representative along with you to the meeting if you wish. The colleague’s companion will be entitled to speak during the meeting and confer privately with the colleague, but may not answer questions on the colleague’s behalf.

 

If the Society agrees to the request, changes to a colleague’s terms of employment will be permanent.

 

Where colleagues will be working from home, they are required to read and understand the guidelines set out in the Society’s homeworking policy.

 

Please note if you work in a food retail store and the flexible working request has been agreed, if this changes when you are available to work, you will need to complete an updated availability form and provide this to your store manager. This form will then be sent to PSG to be retained on your employee file.

 

If we cannot immediately accept your request we may require you to undertake a trial period before reaching a final decision on your request.

 

The Society may reject a request for one or more of the following business reasons:

 

• extra costs which will damage the Society’s business,

• work cannot be reorganised amongst other staff,

• other colleagues cannot be recruited to do the work,

• flexible working will affect quality and performance,

• the business will be unable to meet customer demand,

• there is insufficient work to do during the proposed working times, or

• the Society is planning changes to the workforce.

 

If the Society are unable to agree to your request, we will confirm our decision in writing to highlight which reason applies in your case. We will also set out the appeal procedure. Colleagues will be given an opportunity to appeal against the Society’s decision if they disagree with it.  If a colleague wishes to appeal, they must do so within a reasonable time and must state the grounds of their appeal.

 

Additional Support

 

If you require additional support, you should speak to your line manager. Alternatively, you can contact the HR advisor for your business group or contact the HR Advice Line on 0845 099 6000.