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1 Trust Policy and Procedure Job Share Document ref. no: PP(16)047 For use in: For use by: For use for: Document owner: Status: All areas of Trust clinical and non-clinical All staff groups, including Medical Staffing Flexible working Executive Director of Workforce and Communications Approved Purpose of this document To give all staff and managers clear guidance on the purpose and requirements of a Job Share arrangement. Contents Page no 1. Introduction 2. Establishing a Job Share 3. Procedure 4. Statement of Terms and Conditions 5. Rate of pay 6. NHS Pension Scheme 7. Leave 8. Allowances 9. Cover Arrangements 10. Hand over arrangements 11. Training 12. Promotion Grievances Issue Date: August 2016 Review Date: August 2019 Page 1 of 10

2 14. Termination of Job Share 15. Review and Monitoring 16. Document configuration Appendices Guidelines for Part-time training Medical Staff 1. INTRODUCTION West Suffolk NHS Foundation Trust is committed to developing flexible working patterns that allow staff to achieve a balance between working life and family responsibilities. Job share is one of a number of flexible working options open to employees who wish to work less than the standard full time hours. This forms part of the continuing strategy to aid the recruitment and retention of staff. The aim of this policy is to promote equal opportunities ensuring that that all employee groups and all posts will be considered eligible for job share unless there are reasons relating to the provision of the service that prevents a Job Share from being effective. Additional provisions are available to medical staff to work part-time in recognised training posts. 2. ESTABLISHING A JOB SHARE There are a number of situations where the opportunity for a Job Share can occur. When either a new post is approved or an existing post becomes vacant the manager should review the needs of the post. As part of this review the job description, person specification, and KSF outline should be updated. Taking into account the needs of the service, the manager should consider options on how the role could be filled, e.g. Full Time, Part Time, Term Time, Annualised Hours and Job Share. The manager should inform the HR Recruitment team that the post can be advertised as a Job Share option if this is feasible, so that this information is added to the vacancy details on the NHSJobs site. An existing employee formally applying to management for a job share arrangement to be agreed in respect of their job. A joint application being made by existing employees, full-time or part-time, to job share where their individual jobs and/or mutual skills and experience are suitable for the proposed job share and such proposal is within agreed establishment; There maybe very sound business reasons why Job Share would not work for a particular role and the ultimate decision regarding Job Share will lie with the individual manager. Issue Date: August 2016 Review Date: August 2019 Page 2 of 10

3 3. PROCEDURE Conversion of an existing post If the request is a joint application from two existing employees, a copy of the Job Share Policy should be given to the employees and they should be informally interviewed to ensure they understand the requirements and responsibilities of Job Share. If the request is from an individual employee, and the manager is happy to consider Job Share, the post will need to be advertised, as for a new Job Share post, detailed below. If no suitable job share partner is found the existing employee should be informed that there is no possibility of job share and the original contract will continue; where appropriate redeployment may be considered. New job share post The post should be advertised on the NHSJobs web site, clearly stating that the vacancy is suitable for job share. Candidates who wish to job share will be required to state whether they are making a joint application (i.e. they have a specific job share partner with whom they wish to work) or whether they would be prepared to work with any partner. All shortlisted candidates who wish to job share will receive details of any specific requirements for working arrangements and of the Job Share Policy. All candidates who wish to job share will be interviewed individually. In selecting job share partners, account should be taken of the mix of their experience/skills and compared against the job specification. Prospective job sharers will be given the opportunity to meet prior to a formal offer of employment being made or accepted. If only one partner is suitable for the job share post, the manager will need to consider whether to fill the post on a partial basis and re-advertise or offer subject to appointment of a satisfactory partner after re-advertising. Loosing a job share partner If an existing job sharing employee loses a partner, they will be given the option of working the total hours for the post. The post will be advertised internally and externally as a post for a job share. All shortlisted candidates will receive details of specific requirements for working arrangements and of this procedure. Shortlisted candidates will be given the opportunity to meet the existing post holder informally in advance of formal interview. Issue Date: August 2016 Review Date: August 2019 Page 3 of 10

4 If no suitable job share partner is found, then the post should be re-advertised. If no suitable partner is found within a reasonable period, the Trust will look for redeployment for the remaining employee, together with other alternatives which ultimately may include redundancy. 4. STATEMENT OF TERMS AND CONDITIONS Each partner of a job share will hold an individual statement of terms and conditions of employment. The post holder s job title will be that given to the established post with the endorsement - (Job Share). The job description issued will be that prepared for the establishment post with an addendum that requires agreement between the job share partners for overlap/continuity and/or split tasks. The hours worked will be individually stated for each partner to the job share. Total hours should not exceed the established post. Where overlap time is required, the manager should ensure this is taken into account when agreeing the working hours for the post. Where a system of flexible working hours is in operation, the application of this system to the job share arrangement shall be discussed by the manager and partners prior to commencement. Job sharers will be individually responsible to the relevant section or department head for the duties they undertake and their attendance. Job sharers will also be responsible for ensuring good communications with each other to provide the best possible continuity. 5. RATE OF PAY Pro rata to the Agenda for Change Pay Band for the number of hours worked. Commencing salary will be determined in accordance with Agenda for Change policy. Incremental progression will be on an individual basis within the Pay Band for the post. Where applicable, unsocial hours, shift payments, allowances, etc., payable under certain Terms and Conditions of Service will be calculated as though the post was occupied on a full-time basis. Allowances will be paid pro rata to the actual contracted hours. Unsocial hours and shift payments will be paid based on actual hours worked. Job sharers who are required to work in excess of contractual hours shall be paid at the basic hourly rate for the additional hours or qualify for time off in lieu. Where a post requires the job sharers to use a car, the manager will agree the arrangements for appropriate reimbursement of mileage. Issue Date: August 2016 Review Date: August 2019 Page 4 of 10

5 6. NHS PENSION SCHEME Both job sharers partners will have the option to join the NHS Pension Scheme. If an existing full-time employee is moving to a job share, then full details of the effect on their pension should be provided by the Pensions Department. 7. LEAVE Annual leave entitlement based on Agenda for Change Annual Leave Policy PP()165 and are based on the individual employee s length of service and number of hours worked per week National Bank Holidays - based on Agenda for Change Annual Leave Policy PP()165, entitlement is related to the number of hours worked per week pro rata. Paid sick leave based on the Agenda for Change Terms and Conditions of Service, entitlement is related to the individual length of NHS service. Maternity leave based on the Agenda for Change Terms and Conditions of service, please refer to the Maternity & Adoption Policy PP() ALLOWANCES Any allowances paid to the post should be divided between the partners pro rata to the number of hours worked. Car User Allowance (a) Standard user - mileage allowance will be paid on an individual basis as detailed in the employee s Terms and Conditions of Service. (b) Regular user - the lump sum will be payable to the post and divided between the partners proportionate to their contractual hours. The additional mileage allowance will be payable individually proportionate to the number of miles travelled. 9. COVER ARRANGEMENTS Pending the appointment of a job share partner or during long-term absence due to sickness or maternity leave, the following temporary cover arrangements should be considered: The remaining partner may agree to work additional hours up to the total established post. Benefits would accrue to the value of the full-time post. There is no obligation to cover an absence. A temporary job share partner may be appointed to cover the balance of the hours. Issue Date: August 2016 Review Date: August 2019 Page 5 of 10

6 10. CHANGE OVER/OVERLAP ARRANGEMENTS Robust measures must be put in place to ensure continuity of the service, this may include a formal handover period, or a written record. Such arrangements must be agreed by both job share partners and formally recorded. Regular monitoring of the effectiveness of the handover arrangements should be carried out. All handover arrangements should be achieved within the normal established total hours of the post. 11. TRAINING Job sharing partners should be given access to training opportunities and study leave on the same basis as full-time employees. 12. PROMOTION Each job sharer or both job share partners may apply for promotion on equal terms with full-time employees. 13. GRIEVANCES If a request for a job share is not approved and the individual feels dissatisfied with the interpretation and application of this policy, they have the right to raise their concerns through the Trust s Grievance Procedure. 14. TERMINATION OF JOB SHARE If one partner in an existing job share wishes to terminate the job share, please refer to the process explained in Section 3, Procedure. In the event of an alteration in the operational requirements, the job sharers would be redeployed where possible. 15. REVIEW AND MONITORING The HR Recruitment team will ensure that this policy is followed for all new and existing employees requesting a Job Share arrangement. This policy and procedure will be reviewed and monitored every three years by the Executive Director of Workforce and Communications in consultation with Trust Council. Issue Date: August 2016 Review Date: August 2019 Page 6 of 10

7 16. DOCUMENT CONFIGURATION Author(s): Angie Manning, HR Manager Other contributors: Approvals and endorsements: Corporate Risk Committee Consultation: Trust Council Issue no: 6 File name: CharlieS/Personnel/Policies/2016/PP(16)047 Job Sharing Supercedes: PP(14)047 Equality Assessed Yes form completed Implementation Policies will be distributed by the IG Manager to General Managers, Service Managers and all Ward/Department Managers. Policy will be available on the Trust Intranet Site. Monitoring: (give brief details how Implementation, compliance and effectiveness of this will be done) this policy will be monitored by the HR & Communications Directorate on an ongoing basis. This will be achieved by monitoring the requests and paperwork for Job Share arrangements. Other relevant policies/documents & references: Recruitment & Selection Policy PP()049 Issue Date: August 2016 Review Date: August 2019 Page 7 of 10

8 APPENDIX A GUIDELINES FOR PART-TIME TRAINING MEDICAL STAFF INTRODUCTION West Suffolk NHS Foundation Trust recognises the importance of, and fully supports, parttime training for postgraduate trainees. All trainees are eligible to apply for part-time training, through the East of England Deanery. Applicants will need to demonstrate that they have well-founded individual reasons for applying to undertake part-time training. The three main reasons, which are nationally agreed, are: Parent of young child/children Ill health or disability Caring for an ill or disabled dependent, e.g. elderly parent. Other reasons may be considered. Part-time training is arranged in established posts, either as slot shares or as part-time training in a full-time post. Established posts are posts funded and approved by the deanery as part of an educationally approved training programme. Supernumerary parttime training will be approved only in exceptional circumstances. AIMS OF PART-TIME TRAINING SCHEME To provide part-time training for all grades of training doctors on a less than full-time basis To meet individual s educational needs to allow them to have a career in hospital medicine, general practice, or public health Keep arrangements in line with full-time training Maintain a balance between part-time arrangements and service needs To retain doctors who are unable to train full-time FUNDING OF PART-TIME TRAINING PLACEMENTS The Associate Postgraduate Dean with responsibility for flexible training will fund 100% of the basic salary of flexible trainees up to 24 standard hours per week (six sessions). Banding payments are made by the Trusts. Therefore, part-time training posts are dependent on funding being available from both the Dean for basic salary and the Trusts for banding payments. Issue Date: August 2016 Review Date: August 2019 Page 8 of 10

9 All training posts must have educational approval from the relevant Royal College (Regional Advisor for ST1/2s) and be acceptable to the Trust involved. Trainees require the permission of the Associate Postgraduate Dean with responsibility for part-time training to join the part-time training scheme. The minimum time acceptable for part-time training is 50% of full-time (60% for general practice). The on call arrangements and intensity payments will depend on the educational requirements for the individual. EAST OF ENGLAND DEANERY S PART-TIME (formerly known as Flexible) TRAINING DOCUMENTATION The deanery applications forms when fully completed, encompass all parties who need to approve a part-time training placement. It includes a weekly timetable (page 2) with the appropriate signature sheet (page 3) which should be completed for each rotation of a training programme. Although these forms can be downloaded from the East of England Deanery website, trainees must not submit an application to train part-time without a prior interview with the Associate Postgraduate Dean with responsibility for part-time training. It is helpful if trainees send their curriculum vitae prior to interview. It is recommended that those wishing to train part-time should, in the first instance, discuss their plans with their educational supervisors, programme directors or general practice vocational training course organisers. Completed forms with an up to date copy of the trainee s curriculum vitae should be sent to: The Part-time Training Coordinator, Eastern Deanery, Ida Darwin, Block 3, Fulbourne, Cambridge. This must be done prior to taking up a placement. The Part-time Training Co-ordinator will obtain the signatures of the Postgraduate Dean and the Chief Executive of the Trust where the placement is being held. Initial enquiries about the possibilities for less than full-time training at all grades should be agreed by the Associate Postgraduate Dean with responsibility for flexible training in consultation with the trainee. All part-time training placements are subject to: 1. Postgraduate Dean's approval and funding; 2. Trust approval and funding; 3. Royal College or Regional Advisor educational approval Trainees should not submit an application for part-time training without the above approval and funding agreements. Specialist Registrar/ST3 level Wherever possible, part-time trainees will share established full-time posts in training programmes. This will require discussion with the programme director and colleagues. If two part-time trainees share a full-time post, it is expected that they work 60% of full time and the Deanery will fund the extra 20% basic salary. Issue Date: August 2016 Review Date: August 2019 Page 9 of 10

10 Where slot shares are not possible, part-time training will be in established full-time training posts. Such trainees will be expected to work at least 60% of full-time and the full salary will be available to the trusts to help fill the clinical gap. When one member of a slot sharing partnership drops out of training, the other will normally continue as a part-time trainee in a full-time post. Part-time training in General Practice GP registrars wishing to train part-time will do their part-time training in general practice in established posts. For their hospital specialty training posts, part-time training will be organised either by slot shares or working part-time in an established post. The minimum proportion of full-time work will be 50% and can be negotiated individually. Where two part-time trainees are in a slot share and working at 60% each then the deanery will fund the extra 20% of the basic salary. Part-time training in Specialty Training posts (ST1/2) and in foundation programmes Part-time training will be available in these posts only as slot shares or working part-time in established funded posts. The proportion of full-time work will be a minimum of 50% and should be negotiated individually. Supernumerary part-time training This will be considered only in the following exceptional circumstances: - illness and exceptional personal circumstances - to help fill short term gaps in training Issue Date: August 2016 Review Date: August 2019 Page 10 of 10