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					 CAERPHILLY COUNTY
  BOROUGH COUNCIL

   DIRECTORATE OF
EDUCATION AND LEISURE



     Recommended
  JOB SHARE POLICY
  (School Based Staff)




          SEPTEMBER 2005
                                                  INDEX
         SECTION                                                          PAGE

SECTION 1                     INTRODUCTION                                   3
SECTION 2                     SCOPE OF POLICY                                4
SECTION 3                     GENERAL PRINCIPLES                             5
                              Definition                                     5
SECTION 4                     APPLICATION FOR JOB SHARE                      6
                              Appeals Procedure                              6
SECTION 5                     RECRUITMENT & SELECTION                        7
SECTION 6                     APPOINTMENT                                    9
SECTION 7                     CONDITIONS OF SERVICE                         10
                              Statement of Particulars                      10
                              Probationary Periods                          10
                              Rates of Pay                                  10
                              Increments                                    10
                              Overtime/Time off in lieu                     11
                              Annual Leave                                  11
                              Public Holidays & Statutory Holidays          11
                              Statutory Sick Pay                            11
                              Maternity Leave                               11
                              Superannuation                                12
                              Special Leave                                 12
                              Absence Cover                                 12
                              Car Allowances                                12
                              Training & Development                        13
                              Grading Appeals                               13
                              Promotion                                     13
                              Secondary Employment                          13
SECTION 8                     TERMINATION OF JOB SHARE                      14
                              AGREEMENT
SECTION 9                     REVIEW OF THE POLICY                          15


This policy has been developed using the Corporate Policy as its base and is
recommended to governing bodies for adoption. Support in managing issues in
relation to the subject matter of this policy can only be offered to schools where
the LEA recommended policies and procedures have been adopted and in line
with any Service Level Agreement with Education Personnel Services that may
be in force at the time.

This document is available in large print.




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CAERPHILLY COUNTY BOROUGH COUNCIL

JOB SHARE POLICY


1.0      INTRODUCTION

1.1      Governing Body/Caerphilly County Borough Council is fully committed to
         equality of opportunity in employment. The aim of the Job Share Policy is
         to provide further opportunities for people who are unable to work full-time
         to pursue a career within the School/Council.

1.2      The Job Share Policy is designed to help to enable employees to reconcile
         work and non-work responsibilities, and provide the School/Council with a
         means to recruit and retain employees.

1.3      Therefore the Governing Body/Council recognises that job sharing can
         offer positive solutions to employees, the school and the Council as the
         skills and experience of an employee need not be lost or underused.

1.4      The Policy should be cross-referenced with the following core policies of
         the Council/Governing Body:

               Managing Attendance Procedure
               Leave of Absence Policy
               Maternity Policy
               Recruitment & Selection Policy
               Code Of Conduct for Employees
               Grievance Procedure
               Flexible Working
               Redeployment Policy
               Equal Opportunity Policy Statement




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2.0      SCOPE OF THE POLICY
2.1      For the purposes of this document, the term employee includes all school
         based staff employed by the Governing Body and those staff who work
         predominantly in the school, but who are centrally funded by the LEA. In
         dealing with job share applications from this latter group of staff, it is
         expected that a nominated senior officer from the appropriate service area
         will consider the applications in consultation with the headteacher of the
         host school.

2.2      Applications for job sharing from Headteachers will need to be considered
         by the Chair of Governors/Panel of the Governing Body.

2.3      This policy will be effective from the date of adoption by the Governing
         Body.




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3.0        GENERAL PRINCIPLES
3.1        Definition

3.1.1      Job sharing is a form of employment where the duties and
           responsibilities of one full-time post are shared between two persons
           unless otherwise stated. The pay and other benefits are shared in
           proportion to the hours each sharer works. The hours that each job
           sharer works does not have to be a 50/50 split of the full time post, but
           can be split depending on the needs of each job share partner.

3.1.2      In contrast part-time work is a form of employment where the full duties
           and responsibilities are contained within a self-contained post, which is
           normally for less than 30 hours/week.

3.2        All posts within the School/Council will be open to job sharing unless the
           Headteacher/Nominated Officer in conjunction with the Head of
           Personnel considers that a particular post is unsuitable for job share.

3.3        Posts not open to job share should only be those where specific service
           requirements make job sharing impracticable.

3.4        No employee is under any obligation to enter into a job share
           arrangement without their agreement.




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4.0        APPLICATIONS FOR JOB SHARE
4.1        Applicants for initial employment with the School/Council and existing
           employees wishing to job share can either: -

a)         Apply for the job with another person who is interested in the post.

b)         Apply separately to work on a job share basis. Two separate applicants
           may be appointed on a job share basis or one successful applicant may
           be appointed and the remaining vacancy will then be advertised.

c)         Apply to share their current job by making an application to the Head of
           Service. If agreed, arrangements will then be made by the
           Headteacher/Nominated Officer to advertise a job share vacancy. Job
           share applicants will be interviewed separately and for them to be
           appointed, both candidates must meet the requirements of the post.
           Where only one candidate meets the requirements of the post, that
           person may be appointed to the post and the remaining half of the job
           share subsequently advertised.

4.2        Any existing employee who wishes to make an application to job share
           must do so by submitting their request in writing to the relevant
           Headteacher/Nominated Officer for consideration.

4.3        Appeals Procedure

4.3.1      When a Headteacher/Nominated Officer wishes to refuse a job share
           application they must do so in writing stating the reasons for refusal.
           Should an employee wish to contest the decision they shall do so
           through the provisions of the Governing Body’s/Council’s Grievance
           Procedure.




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5.0        RECRUITMENT & SELECTION
5.1        When a post becomes available the following recruitment procedure will
           apply:

           (i)    Recruitment advertising, external and internal, will include a general
                  statement that must indicate that the post is suitable for job share
                  unless otherwise determined.

           (ii)   Applicants who indicate at the time of enquiry that they are
                  interested in job share should receive details of the specific
                  requirements for shared working arrangements and should be given
                  a copy of this policy.

5.2        In drawing up a shortlist and making an appointment the provisions of the
           Governing Body’s/Council’s Recruitment and Selection Policy will be
           followed throughout. All applicants will be considered solely on merit;
           there will be no discrimination against job share applicants

5.3        Each candidate applying for a post on a job share basis, with or without a
           partner, providing they meet the shortlisting criteria, will be interviewed
           and assessed individually and a selection will be made on the basis of
           their individual suitability for the post.

5.4        Where a job share candidate is selected, the remaining part of the post
           should be offered, on a job share basis, to other (suitable) applicants in
           strict descending order of suitability for the post irrespective of whether
           their original application was for job share or not.

5.5        If no suitable candidates remain, the post should be advertised again, on
           a job share basis.

5.6        Headteachers/Nominated Officers should seek to cover the remainder of
           the post on a temporary basis until it is permanently filled.

5.7        While another job share partner is being sought the
           Headteachers/Nominated Officers must consider what temporary
           arrangements can be made to cover the remaining hours, for example,
           acting up, temporary cover or if there is no alternative then using an
           appropriate Recruitment Agency. In the meantime the successful
           applicant may be requested to work on a full time basis, however there is
           no requirement for them to do so.

5.8        Where an existing full time employee applies for their post to be
           converted to job sharing and this is approved, the post will be advertised
           as a vacancy for a job share partner.


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5.9        Following advertisement and completion of the selection process, if no
           suitable partner is found then the post should be re-advertised.

5.10       If after a reasonable period of time (no less than three months, no more
           than six months) no suitable partner is found then if the post had not
           previously been a job share, then the existing employee should be
           informed that there is no possibility of job share and they must continue
           on their contracted hours.




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6.0        APPOINTMENT
6.1        Following completion of the Selection Process if a suitable job share
           partner has been identified then the Headteacher/Nominated Officer
           must draw up specific individual agreements on working arrangements
           and allocation of duties. These agreements must be in writing and no
           formal appointment shall be made until they have been agreed by all
           parties.

6.2        Headteachers/Nominated Officers will need to consider in detail the
           hours of work and the allocation of duties before the job sharing
           arrangement is agreed.

6.3        There are a number of different ways in which hours of work can be
           shared depending on the sharers and the needs of the job. The following
           are just a few examples:

               Sharers could work 2.5 days each per week;
               One sharer could work mornings and one sharer work afternoons;
               Sharers could work alternate weeks;
               Sharers could split the week by working 2 days one week and 3 days
                the next;

6.4        There are no hard and fast rules as to how the duties should be shared
           but examples include:-

               dividing all the duties down the middle;
               concentrate on their own specialties;
               dividing work by project or caseloads.

6.5        Headteachers/Nominated Officers will determine whether or not there is
           a requirement for an-overlap arrangement.

6.6        If an existing full time employee is moving to a job share then they should
           be alerted to the fact that this will affect their pension.

6.7        If no formal agreement on the details of the individual job share can be
           reached then no appointment will be made and the post(s) shall be re-
           advertised.




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7.0        CONDITIONS OF SERVICE
7.1        All service conditions shall be applied in the same way as they would up
           to a full-time appointment, payments, allowances and holidays being pro-
           rata to the number of hours worked (with the exception of car
           allowances).

7.2        General

7.2.1      General conditions of service that are applicable to full- time employees
           shall be applied in the same way to job share employees on the basis of
           proportionality to the number of hours worked. Specific features, where
           different, will be included in the employee’s Statement of Particulars.

7.3        Statement of Particulars

7.3.1      Each job share partner will be issued with an individual statement of
           particulars.

7.3.2 The hours worked will be individually stated for each job sharer and will
       include how the duties and responsibilities are divided including details of
       any overlap, continuity, and hours worked. The total hours worked shall
       equal and not exceed those of the full time post. The job description and
       person specification will be the same as the full time post.

7.4        Probationary Period

7.4.1      A job sharer whose suitability for employment is subject to the
           satisfactory completion of a probation period shall be assessed in the
           same way as a full-time employee.

7.5        Rates of Pay

7.5.1      The salary will be calculated on a pro-rata basis in accordance with the
           grade and number of hours worked. Commencing salary will be
           determined on an individual basis in accordance with National Joint
           Council Conditions of Service or any other conditions of service applying
           to the post

7.6        Increments

7.6.1      Incremental progression will be in accordance with conditions which
           apply to full-time employees. It may well be that individuals who share
           jobs may be placed on different incremental points.




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7.7        Overtime/time off in lieu

7.7.1      The number of hours worked by the sharers should not normally exceed
           the contracted hours. Approved additional hours up to the normal
           working week for a full-time employee will either qualify for time off in lieu
           or be paid at the basic hourly rate.

7.7.2      Where an individual job sharers' hours exceed the normal working week
           for a full-time employee and the job sharer is eligible to receive overtime
           rates the appropriate overtime rates shall apply (Support staff only).

7.8        Annual Leave

7.8.1      Leave entitlement will be pro-rata to the hours worked and subject to the
           conditions of service prevailing at the time (Support staff only).

7.9        Public Holidays and Statutory Holidays

7.9.1      Public and extra-statutory holidays are shared on a pro-rata basis. They
           will be equitably distributed between job sharers regardless of which
           days they work. For example, in cases where two sharers work 2.5 days
           per week and there are 2 public holidays in the same week, then the
           sharers will share the remaining 3 days of the week between them, so in
           effect they will both work 1.5 days for that week and will both have the
           benefit of having 1 day's Bank Holiday.

7.9.2      The details therefore will need to be agreed between the job share
           partners and their manager.

7.10       Statutory Sick pay

7.10.1 Entitlement to sick pay will be in line with Statutory Sick Pay Regulations
       and sick pay allowance in line with the Council’s/DfES’s terms and
       conditions of employment and will apply to job share employees on the
       same basis as full time and part time employees but paid pro rata to the
       days normally worked.


7.11       Maternity Leave

7.11.1 Job share employees will be entitled to Maternity Provisions in
       accordance with National Conditions of Service and in line with the
       Governing Body’s/Council’s Maternity Policy on the same basis as full
       time and part time employees but paid pro rata to the days/hours
       normally worked.




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7.12       Superannuation

7.12.1 Job sharers will be entitled to join or remain in the Council’s/Teachers’
       Pensions Superannuation Scheme. However, job share employees
       should be aware that reduced hours affects superannuation benefits.

7.12.2 Employees may clarify the effects on their pension provision by
       contacting the Local Government Superannuation Authority at Torfaen
       County Borough Council or Teachers’ Pensions as appropriate.

7.13       Special Leave

7.13.1 Applications for special leave as laid down in the Governing
       Body’s/Council’s Leave of Absence Policy will be considered with the
       same criteria that applies to full-time employees and will be granted pro-
       rata to the hours worked (with the exception of bereavement leave).

7.14       Absence Cover

7.14.1 Where necessary it is expected that a job sharer will wherever possible
       cover for the normal absences of their partner, i.e. annual leave, sickness
       etc.

7.14.2      It is recognised however that providing cover for long- term sickness
           absence etc. may become onerous for the job sharer, and for absences
           longer than one week alternative arrangements for cover will be made if
           the job sharer is unable to provide cover.

7.15       Car allowances

7.15.1 (a) Essential Users (LEA centrally funded staff only)

           In those cases where the post carries an essential user allowance the
           lump sum element, as detailed in the National/Local Scheme of
           Conditions, will paid in full to each job sharer. The essential user mileage
           rate will be calculated individually and based on each job sharer's
           mileage and vehicle.

           (b) Casual Users

           Where it is necessary for job sharers to use their cars for official
           journeys, car allowances shall be paid in accordance with the Casual
           User Allowances detailed in the National /Local Scheme of Conditions.
           The casual user mileage rate will be calculated individually and based on
           each job sharer's mileage and vehicle




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7.16       Training and Development

7.16.1 Job sharers will have access to training and study leave on the same
       basis as full-time employees.

7.17       Grading Appeals

7.17.1 A job sharing partnership can only submit a joint re-grading application.

7.18       Promotion

7.18.1 Job sharing partners may apply for promotion on an individual or joint
       basis. Where it is a joint application they will be interviewed separately
       and for them both to be appointed, they both must meet the requirements
       of the post.

7.19       Secondary Employment

7.19.1 Subject to the provisions laid down in Section 7.14.1 of this Policy and
       Section 8.1 of the Governing Body’s/Council’s Code of Conduct For
       Employees, job share employees are not precluded by their contracts of
       employment from accepting other employment outside their normal
       contractual hours.

7.19.2 However, under the Governing Body’s/Council’s Code of Conduct for
       Employees there is a general requirement on all employees not to
       undertake additional work, which might conflict with the
       School’s/Council’s interests or have a detrimental effect on the
       employee’s work with the School/Council. Employees are advised
       therefore to refer to Section 8 of the Governing Body’s/Council’s Code of
       Conduct For Employees with regard to this matter.




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8.0      TERMINATION OF JOB SHARE AGREEMENT
8.1      If one sharer leaves, the position will be reviewed and the remaining half of
         the job will be offered to the other partner.

8.2      If the remaining partner does not wish to cover the full hours then the
         vacancy will be re-advertised as a job-share vacancy in accordance with
         the Recruitment and Selection Policy.

8.3      While another job share partner is being sought the
         Headteacher/Nominated Officer must consider what temporary
         arrangements can be made to cover the remaining hours, for example,
         acting up, temporary cover or if there is no alternative then using an
         appropriate Recruitment Agency.

8.4      Following advertisement and completion of the selection process, if no
         suitable partner is found then the post should be re-advertised.

8.5      If it is not possible to recruit into the vacant job share, following re
         advertising then the post will need to be advertised on a full-time basis
         (although job-sharing applications will still be invited).

8.6      In this situation the remaining sharer will be offered suitable redeployment
         to other part- time work or another vacant job share if either is available.




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9.0        REVIEW OF THE POLICY
9.1        The content of this policy will be reviewed every two years from the date
           of recommendation by the LEA.




September 2005




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