ORBIT GROUP POLICY Career Breaks Policy Scope This policy sets out both the responsibilities of Orbit and individual staff members with regard to career breaks. This policy covers all staff members and Executive Directors employed by Orbit Group Limited, Orbit South Housing Association Limited and Orbit Heart Of England Housing Association. Staff members employed by these organisations also carry out work on behalf of Orbit East, Orbit South and Orbit Homes. The policy and related procedures does not form part of staff members contractual rights. The contents may be subject to revision from time to time as well as the regular fundamental review. 1. Introduction 1.1 Occasionally a member of staff may require special leave of absence for a particular reason. For instance a career break may allow a member of staff to take advantage of a unique once in a lifetime opportunity. 2. Definition 2.1 A career break can be used for a variety of purposes, for example: time off in order for the employee to undergo training. time off on account of childcare or other family responsibilities. time off to allow an employee to pursue a personal interest or undertake a personal project. overseas travel, for example for the purpose of visiting family. any other purpose agreed with Orbit. 1
2.2 The purpose of this policy is to outline the criteria for taking career breaks as well as the responsibilities of both Orbit and staff members when a career break is taken. 3. Eligibility Career breaks are limited to one member of any team at any one time (in larger teams this may refer to one section of a team at the discretion of the relevant Senior Management Team member). Members of staff must have a minimum of 5 years continuous service with Orbit before taking a career break (but may apply before the 5 years service is reached). Agreement to a career break must not put operational or business requirements in jeopardy. The break should be planned sufficiently well in advance of the date, to allow all necessary arrangements to be put in place. 4. Constraints The maximum length of break that can be agreed is 6 months. Only one career break may be agreed per member of staff in a 5 year period. (Please note, this means one incidence of up to 6 months in duration, not a number of incidents adding up to 6 months in total). In the case of staff who have been subject to mergers or TUPE transfers, any career breaks taken with their previous employer will count against their service record for eligibility purposes. The relevant Senior Management Team member must agree the career break and be satisfied that arrangements to cope with the absence are adequate. For Directors the career break must be agreed with the Chief Executive, the Chair of the Governing Board and Chair of the relevant Subsidiary or Lead Board Member. For the Chief Executive the career break must be agreed with the Chair of the Governing Board and the Chairs of the Subsidiaries. A specific date of return must be agreed in advance. 2
5. Terms And Conditions Of Employment During The Career Break 5.1 If a career break is agreed, the following conditions will apply: Staff members will have the right of return to the same post, or if that is not feasible, to a similar post on terms and conditions not less favourable. However, Orbit reserves the right to give three months' notice if circumstances change, such that we are unable to accommodate the return of the staff member. This will be subject to appropriate consultation and staff should note that redundancy rights are maintained with any career break taken. No salary or salary allowances will be paid during the duration of the career break. Any organisational bonus, or great payment award will be pro rata for the period the staff member was in work. Orbit will cease any pension contributions during the duration of the career break, and the career break period will not count towards service in the final calculation of pension benefits. Annual leave entitlement will not accrue during the duration of the career break, and there will be no additional payment or time off in lieu for any bank holidays that fall during the career break period. Continuity of service will continue during the career break. Healthcare arrangements may continue if already in place. Orbit will continue to pay for staff members membership throughout any career break period. If staff members pay for membership for family members they will be expected to continue paying this membership during the period. Where car loans have been taken out, staff members will be expected to continue paying the monthly repayments during the career break period. If the member of staff is a company car user, they may be eligible to keep the car throughout the career break period, subject to business requirements. However, staff members should be aware that as they will not be doing any business mileage, this might affect the amount of tax they pay for this benefit. They may choose to return the car for the duration of the career break. 3
If the staff members is in receipt of RUCA or Car Cash Equivalent this will cease for the duration of any career break. If the staff member has accommodation linked to their employment this will remain in place during the career break period. Staff members will not be eligible for childcare vouchers during the career break, however they may still access the Orbit Reward Gateway. 6. Line Manager s Responsibilities 6.1 Line managers are responsible for: Providing the relevant details to Human Resources for both the career break period and the return to work. Putting arrangements in place to manage workloads, without overloading other members of the team. Keeping in touch with the staff member during the career break (depending on the nature of the break). Putting a re-introduction programme in place to ensure a smooth reentry to Orbit when the member of staff returns. 7. Staff Member s Responsibilities 7.1 Staff members should give plenty of notice when requesting a career break and a minimum of 3 months is required. 7.2 Staff members are expected to return to work on the date agreed. 7.3 If a return to work on the agreed date does not take place and the member of staff does make contact with their line manager to offer an explanation, then the member of staff will be deemed to have resigned. 7.4 Where a staff member does not return to work any outstanding monies due to Orbit (such as car loans, training fees, etc) will be payable in full. 4
8. Equality and Diversity 8.1 We will ensure that this policy is applied fairly and consistently to all our staff members. We will not directly or indirectly discriminate against any person or group of people because of their race, religion / faith, gender, disability, age, sexual orientation or any other grounds set out in our Equality and Diversity policy. 8.2 When applying this policy we will: act in line with Orbit's values, with respect and in consideration of the diverse needs of individual and communities. take positive action to reduce the discrimination and harassment in local communities. 8.3 This policy and any other Orbit publication is available in other formats (e.g. other languages, Braille, large print, audio). 9. Confidentiality and Information Sharing 9.1 We will only share information that meets the requirements of the Data Protection Act 1998. 10. Monitoring and Accountability 10.1 The Group Executive Team will be responsible for ensuring that the policy is implemented in full. 10.2 The Executive Director of Organisational Development will monitor the effectiveness of this policy and recommend policy changes to improve service delivery. 11. Review 11.1 Orbit will carry out a review of this policy every three years from the date of this policy. 5