Peninsula Dental Social Enterprise (PDSE)

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1 Peninsula Dental Social Enterprise (PDSE) Policy Code Flexible Working Version 2.0 Date approved: October 2018 Approved by: The Board Review due: October 2020 Policy will be updated as required in response to a change in national policy or evidence-based guideline. 1

2 Contents Section Topic Page No 1 Introduction 3 2 Eligibility 3 3 Appendix 5 Page 2 of 7

3 Flexible Working procedure for requests to permanently change working hours 1. Introduction 1.1 PDSE is committed to helping employees achieve a balanced work and family life. This can be achieved through constructive dialogue with employees who wish to explore the possibility of flexible working to arrive at a mutually beneficial agreement wherever possible. Flexible working requests must be made formally through this procedure, and the outcome is usually a permanent change (unless a trial is agreed following the use of this procedure). If a line manager and an individual feel that a temporary change in hours is appropriate due to specific circumstances, this can be managed separately from this policy, having taken HR advice. Employees who meet certain eligibility criteria (see below) can make a request for flexible working to their manager through the use of this procedure. 2. Eligibility 2.1 The law allows some employees a statutory right to make a request for flexible working, these employees must: Have been employed for 26 weeks or more at the time of making the request, and: Have not made a request in the preceding 12 months Please ensure you read the guidance notes below before making a request. The flow chart gives a clear guideline for the process, and timescales are indicative. As long as the whole process does not take longer than 3 months in normal circumstances, the timescales may be altered by mutual agreement. 2.2 Guidance Notes for use of the Flexible Working Procedure All requests should be submitted on the paperwork provided in this procedure. Applications should be submitted well in advance of the proposed start date to allow completion of the procedure in good time; this includes requests being made as part of return to work following maternity leave. Requests may take up to 12 weeks to consider fully before implementation, possibly longer where difficulties arise. Page 3 of 7

4 When completing the request form, employees need to state reasons why the proposed working pattern is compatible with the needs of the business. To do this, employees should have taken time to discuss their proposal with colleagues and/or their manager. At all meetings held under this procedure employees can be accompanied by a work colleague or Trade Union representative. Through not attending a scheduled meeting on more than one occasion throughout this process, an employee s request will be deemed withdrawn. Any changes to working pattern will be permanent with no right to revert to the previous working pattern except where both parties explicitly agree to either a temporary variation to the working pattern, or a trial period before permanent implementation. All requests will be carefully considered before making a decision. Where requests are refused, the business grounds for refusal will be stated and explained to the employee making the request. This may include factors such as: o Burden of additional costs; o Detrimental effect on ability to meet customer demand; o Inability to reorganise work amongst existing staff; o Inability to recruit additional staff; o Detrimental impact on quality; o Detrimental impact on performance; o Insufficiency of work during the periods the employee proposes to work; o Planned structural changes Page 4 of 7

5 3. Appendix Employee s manager receives a request for flexible working (on correct paperwork) Within a month Manager and employee meet to discuss the application. If the application is rejected the manager should seek HR guidance prior to communicating this to the employee. Within 2 weeks The manager writes notifying the employee of their decision, on the paperwork submitted by the employee. A copy to be sent to PDSE HR. Request is REJECTED Request is ACCEPTED Both the employee and manager consider what arrangements they need to make for when the working pattern is changed. The employee needs to decide whether to appeal against the manager s decision. If so, they must use the grievance procedure to do so. Page 5 of 7

6 Flexible Working Request Form Note to the staff member Please only submit this form once you have read and understood the Guidance Notes located in the Flexible Working Procedure. If you are unclear about the procedure, please contact your Manager or the HR department for more information. 1. Personal Details Date of Birth: Manager: 2a. Describe your current working pattern (days/hours/times worked): 2b. Describe the working pattern you would like to work in future (days/hours/times worked): 2c. I would like this working pattern to commence from: / / (date) 3. Impact of the new working pattern I think this change in my working pattern will affect my employer and colleague(s) as follows: Page 6 of 7

7 4. Accommodating the new working pattern I think the effect on my employer and colleagues can be dealt with as follows: Date: 5. Manager Response At our meeting on / / (date) We discussed your request for flexible working and I am now writing to confirm my decision: Request approved Request partially approved Request not approved Please state the business reason for partially approving or refusing a request: Manager Date: Signature: Employee Date: Signature: You do not have a legal right to appeal against this decision, should you wish to do so, the grievance procedure is the appropriate route. Page 7 of 7