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Flexible Working - Job Share

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					WANDSWORTH BOROUGH COUNCIL

   EDUCATION DEPARTMENT




       JOB SHARING




                             September 1998
         Flexible Working - Job Sharing Guidelines for Managers


Introduction

Wandsworth actively encourages job sharing as a way of retaining employees
and attracting candidates who do not wish to or are unable to work full-time.
Job share is likely to be particularly appropriate for staff especially women
who wish or need to work on a part-time basis due to family commitments,
without having to opt for jobs which are below their level of skill or
qualification. Not only is it a way of increasing access to professional and
skilled women but can also appeal across the grades to single parents, and
those caring for dependants. It can also for example provide women wanting
to take the opportunity to come back to work after a break while studying to
update their skills.

Overall, job share is increasingly being seen as a creative way of retaining
and recruiting skilled staff and allows employees to lead a more flexible
lifestyle. This encourages greater productivity and commitment to the job,
lower absenteeism and reduction in staff turnover.

All requests for job sharing, for whatever reason, whether from current
employees or external applicants will be given full consideration, taking into
account the needs of the service.

Definition

Job Share is an alternative to full-time work and is a form of part-time working
which involves sharing the duties of an established full -time post between
two or more people. The salary of the post and the accompanying principal
conditions of service are divided on a pro-rata basis between the job sharers
(i.e. specific duties, areas of responsibility and time). Therefore, job sharing
does not adversely affect access to sick pay, maternity leave and pay, and
the pension scheme.

Costs and Benefits

Many established full-time posts could have job sharing potential. Governors
and Headteachers need to be receptive to job share proposals as the benefits
can far outweigh the disadvantages. For example, female staff with
considerable experience are more likely to be retained if they are able to
return to work after maternity leave by taking advantage of job sharing
opportunities, with savings in recruitment and training. Experience of job
sharing has also shown that there is increased flexibility in carrying out duties
while at the same time bringing extra and different skills and knowledge which
may complement and reinforce one another. There can also be a lower level
of absence from work as, for example, less working time is spent on visits to
doctors and dentists. Other advantages are associated with increased
continuity. If a full-time employee resigns, the job will be affected until a


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replacement is found. With job share, at least part of the job will continue to
operate unaffected. In addition, in some cases the remaining job sharer may
be able to work temporarily, for longer hours to cover a larger proportion of
the job, thereby avoiding the costs of finding a replacement.

Job Sharing arrangements

(a)    Allocation of duties - The Governing Body/Headteacher will need to
       decide whether and to what extent the job will be shared. For
       example, both job sharers may be jointly responsible for each activity
       or they may specialise in particular areas depending on their skills or
       other factors. In the latter case, the level of duties and responsibilities
       in respect of each portion of the „post‟ should be broadly equivalent.

(b)    Working Patterns - Job sharers usually operate on the basis of one of
       the following time splits:

       (i)     split day - one job sharer works each morning every week while
               the other works each afternoon.
       (ii)    split week - one job sharer works the first half of the week while
               the other works the second half.
       (iii)   alternate weeks - one job sharer works one week while the other
               works the next week.

Regular communication is important and it may be sensible to consider
building-in, short, but regular overlaps between the sharers. Overlaps will
enable them to meet and exchange information about plans, progress,
problems, etc. Additionally a message book and the use of clear file notes
updating the other sharer may be required

The degree of repetition in the job is a possible factor to consider when
deciding on the type of split. The more repetitive the work, the more
beneficial it may be to break it up. It may be more appropriate to arrange for
split-day working but this has to be balanced against the resulting increase in
handover periods and travelling time.

It is also important to consider that the flexibility of potential job sharers will
vary. For example, people with extensive family responsibilities may find it
difficult to work an alternate week arrangement.

Recruitment and Selection

(a)    The Governing Body/Headteacher will decide whether a post is
       suitable for job share. Advice is available from Contracts and
       Personnel. If it is decided that the post will be available to job sharers,
       the advertisement will state that job-sharers are encouraged to apply.
       Applications may be from internal or external candidates and they have
       the option to apply jointly (with separate application forms) or as
       individuals:



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      (i)    Where a candidate expresses a preference for job-sharing as
             an individual the application must be considered alongside other
             applications.

      (ii)   When the candidates apply jointly, short-listing must be carried
             out firstly on the basis that both meet the essential criteria; and,
             it is likely that the application form will indicate that their
             respective skills, knowledge and experience lie in different
             areas. They should then be assessed with every other person
             who has applied.

(b)   The School‟s recruitment and selection policy will then be followed in
      all other respects. At the final stage of selection, appointment could be
      to two people job-sharing, or, to appoint a single applicant for job share
      and then to advertise, or with no other appointment. Candidates who
      apply as single job sharers and may not be available for full-time
      appointment can be considered for appointment to the other half of the
      job share.

(c)   During the selection procedure, job-sharing applicants should be
      interviewed with full-time applicants. The Panel should make clear to
      the job-sharer what terms and conditions are to apply regarding salary,
      leave, hours and days and superannuation and will cover the same
      area of questioning as with all candidates. Preferred pattern of
      working should be dealt with at interview stage together with any
      preferences of division of duties. Details in these areas will be dealt
      with after appointment in discussion with the Headteacher/line
      manager and job-sharers.

POSITION WHERE ONE JOB SHARER LEAVES

Where one of the job-sharers leaves, and the remaining job-sharer does not
want to take on the job on a full-time basis, the part-time vacancy shall be
advertised. Where it proves difficult to fill this vacancy and if after two
attempts no appointment has been made, the Governing Body/Headteacher
shall consider the possibility of redeployment of the remaining job-sharer
taking into account where possible the current pattern (hours and days)
agreed.

POSITION WHERE A FULL-TIME EMPLOYEE REQUESTS JOB SHARE

A full-time employee may make a request to work on a part-time job-sharing
basis and if this is acceptable to the Governing Body/Headteacher
arrangements will be made to advertise the part-time vacancy. Requests
should be considered on their merits and not be unreasonably refused.
Where this is not possible after the Governing Body/Headteacher has
discussed this matter with the departmental personnel officer the employee
will have the opportunity of going part-time or of being included on the Job-
Share Register held in the Central Personnel Section. This would contain a


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record of all those existing employees who had expressed a desire to Job-
Share or move to part-time working.

Conditions of Service

The general principle is that job sharers are employed on the same conditions
of service as other part-time staff. They are paid pro-rata according to hours
worked and receive increments where applicable on the same basis. One
job- sharer may be offered a different rate of pay according to qualifications
and experience, and the level of duties undertaken.

The contract of employment should state that the employee is employed as a
job-sharer and will be required to work on specific days/hours. It should also
state that “should the person you share this post with leave the council‟s
service or move to another post internally, it may be necessary for you to
change your hours of work and/or the way in which you work them, if after a
reasonable period no partner can be found ”

Information about some of the key terms and conditions of employment is
included below:-

(a)   Statutory rights. Job sharers shall have the same rights regarding
      unfair dismissals and redundancy as full-time staff. This depends on
      having been employed continuously for two years

(b)   Pay. Job sharers working regularly below full-time normal hours shall
      receive payment pro-rata to the hours they work. Enhanced overtime
      rates for support staff will not be payable until a full-timer‟s hours have
      been worked.

(c)   Hours. The hours worked by job sharers shall be an appropriate
      proportion of a full-timer‟s. Where flexible working hours are operated
      the Headteachers should decide whether it will be appropriate for job
      sharers to take part.

(d)   Annual Leave. Job sharers shall be entitled to annual leave, where
      applicable, on a pro-rata basis.

(e)   Public and extra-statutory holidays. Job sharers shall be entitled to
      public and extra statutory holiday on a pro rata basis. This ensures
      that all job- sharers receive fair treatment and avoids any
      disproportionate benefit for those staff who, for example, work Monday
      to Wednesday rather than Wednesday to Friday since a
      disproportionate number of Bank Holidays fall on a Monday.

(f)   Occupational Sick Pay. Job sharers will be treated on the same
      basis as full- timers with sickness payments being pro-rata. Whilst
      there is no length of service requirement for entry into the scheme, the
      length of the period of payment depends on length of service.



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(g)    Occupation Maternity Pay/Leave. Job sharers are entitled to
       occupational maternity pay and leave provisions.

(h)    Superannuation. Job sharers may become members of the Council‟s
       Pension Scheme or the Teachers‟ Pension Scheme, as appropriate.
       Details of the schemes and entitlements can be obtained from the
       Pensions Section.

(i)    Temporary additional duties. If two job sharers in a full-time post are
       asked to undertake between them the full duties and responsibilities of
       a higher graded post then the salary for that post should be divided
       between them.

Where only some of the duties are undertaken by one or other job-sharer, the
Governing Body, Headteacher will consider paying a special recognition
payment (to support staff) or paying responsibility points-full or half points (to
teaching staff).

Training and Appraisal

Training will be available on an individual basis and should be considered
carefully when it benefits the school or the employee. For support staff
overtime or time off in lieu should be considered where extra days are
involved. Overtime will be paid as plain time until the individual works over the
full-time hours of the post. Additional payment for teaching staff for extra
hours worked for training purposes will be in accordance with the School
Teachers‟ Pay and Conditions Document. Appraisal will be based on
objectives and targets set jointly with the job sharers. However, each job
sharer will be appraised as an individual as well as in relation to the
effectiveness of the job share arrangement.

Further Information

Governors/Headteachers requiring further information about job share
arrangements or who are considering advertising a vacancy on a job share
basis should contact the Education Contracts and Personnel Section.




st/PERSONNEL/WEBSITE HANDBOOK/22-1job sharing




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