Job-Share Scheme and Part-Time Working for Support Staff 1.0 Policy Statement Merseyside Police is committed to maintaining and retaining an efficient and effective workforce by supporting the principle of a job-share scheme and part-time working. Job sharing is an arrangement whereby two staff share the duties and responsibilities of one full-time post. Part-time working is an arrangement whereby staff work fewer hours per day or week than that of a normal full-time post. The purpose of such family friendly policies is to provide a flexible approach for staff to continue with their career by balancing home responsibilities and work commitments. Merseyside Police recognises and acknowledges that situations will arise whereby employees who have been appointed to and worked in posts, which require full-time working, are unable to continue to work full-time due to personal circumstances. The Force re-affirms its wishes to retain the services of trained and experienced staff wherever possible. In order to meet the needs of both the organisation and the individual, Merseyside Police will give due consideration to employees who find themselves unable to continue to work on a full-time basis, the opportunity to apply to work on a job-share or part-time basis. This policy shall apply to requests to work on a part-time basis, which are intended to cover a period exceeding 12 months. Requests for part-time working for shorter periods will be dealt on an individual basis. Members of staff who are making application for part-time working or job share, to enable them to care for a child under 6 years of age or disabled child under 18 years should make their application in accordance with the procedures and framework outlined in the Home and Work Life Balance Policy. The two initiatives will be monitored and reviewed regularly by the Personnel Quality Assurance Unit to assess their performance and effectiveness. The results of such reviews will be reported to the Diversity Management Group. Strategy Manager The Assistant Chief Constable Personnel and Development Dept of Origin Personnel Policy Design and Support Policy Development and Equal Opportunities Section Author/Post Holder Mervyn Mahomed Related Policies Job Share/Part Time Police. Career Break Pregnant Workers Regulations 1992; The Management of Health and Safety at Work Regulations 1999 Employment Rights Act 1996 Part Time Workers - Prevention of Less Favourable Treatment Regulations 2000 Date to Policy Group Policy Group February 1977 Date of last Update January 2003 2.0 Definition 2.1 Job Share and Part-time working are both open to all Support Staff. Job share is the sharing of one full-time post whilst Part-time working is a reduction in the hours of a full-time post. Part-time is not a replacement for job share but is provided as an alternative option for staff to consider. A part-time worker is statutorily defined as: being paid wholly or in part by reference to the time they work, having regard to the custom and practice of their employer in relation to workers employed under the same type of contract, are not identified as full-time workers. 3.0 Scope Of the Scheme 3.1 All posts within Merseyside Police are deemed to be capable of job share or part-time working, unless it can be objectively justified that the requirement of a specific post can only be undertaken on a full-time basis. 3.2 In the event that it is felt appropriate to refuse an application, the Area Commander/Head of Department or delegated Personnel Manager should in the first instance, arrange for a written report to be forwarded to the Head of Personnel Policy Design and Support who will arrange for independent mediation. If the Area/Department are dissatisfied with the outcome, they can write to the Assistant Chief Constable Personnel and Development. The ultimate decision for determining whether or not the post is exempt, lies with the ACC after due consideration of an objectively justifiable reason from the respective Area Commander/Departmental Head. 4.0 Procedure 4.1 Applications should be completed on Form Per 28, available from local Personnel Units. The Line Manager will then be responsible for the completion of form Per 29 which will accompany the application for decision. The approval of all applications will be made by the Area Commander / Head of Department who may delegate the decision making to their local Personnel Manager. They will communicate their decision on form Per 31, a copy of which will be retained on the personal file. 4.2 Merseyside Police will endeavour, wherever possible and from within available resources, to meet requests from individuals who wish to job share by finding a job share partner through the use of the recruitment process. 5.0 Notice Period 5.1 Staff are required to give 3 months notice, prior to commencing either job share or part-time working. This enables processes to be put in place which will help to facilitate the request. This degree of flexibility is paramount for the Force to meet operational needs in delivering a quality service provision. 5.2 In exceptional circumstances of unforeseen and urgent personal requirements, taking each case on its merits, consideration will be given to waiving the notice period requirements. 6.0 Conditions Of Service 6.1 All conditions of service for job sharing and part-time working staff shall be applied in the same way as they would for full-time appointments but on a shared and/or pro-rata basis as appropriate for each scheme. Whenever an option is chosen for either scheme, a new written statement of particulars will be issued to reflect the agreed variation of the contractual relationship. 7.0 Career Development 7.1 All staff working part-time or job share will be included in the Annual Performance and Development Review process. It is important that the personal development and training needs of staff working part-time/job share are given the same consideration as those on full time. Staff who are working part-time/job share should not be excluded from training simply because they so work. Training should be scheduled as far as practicable, so that staff who work part-time can attend. Officers working part-time/job share attending full time courses should be paid the equivalent full time rates and any other allowances applicable. 8.0 Changeover/Overlap - Job Share Scheme 8.1 A degree of overlap for contact and co-operation can be built into the working hours so those sharers can enhance information and work together if necessary. Changeover/overlap arrangements need not require physical presence of sharers; continuity can be accomplished by leaving notes, joint diaries, pre-arranged telephone calls, or any methods deemed to be workable. Such arrangements should be agreed by the manager and individual(s) at the commencement of the job-share and must be subject to regular review to assess its effectiveness. 9.0 Options Available As An Alternative To Job Share 9.1 If a job share partner cannot be found, one of the following options is available for consideration: - (a) Possible redeployment to an alternative appropriate job share post (b) Part-time working in current post (c) Part-time working in another suitable post; or (d) Continue in current post on a full-time basis. 9.2 The decision as to which option is chosen will be made only after consultation with the employee. Where the individual's preference cannot be met the reasons will be explained to them. Whilst every effort will be made within the resources available to meet a request for job share/part-time working, there may be cases where this cannot be met. 10.0 Changes To the Job Share Arrangement 10.1 If one job sharer for whatever reasons, ceases to continue as a job sharer the hours of work previously undertaken by that person should be subject to review. 10.2 If it is deemed that the hours are required, the remaining job sharer will be offered the option of working full time. If this is unacceptable to the remaining job sharer, another job share partner will be sought through the recruitment processes. If this is unsuccessful, arrangements at paragraph 9.0 will be followed. 10.3 If it is found that the vacant hours of the post can be frozen as a result of a rationalisation programme/staff reorganisation, the right to offer full time working to the remaining job sharer will not apply. Consequently the arrangements at paragraph 9.0 (a-c) will apply. 11.0 Re-Entry Requirements for Reverting to Full Time 11.1 The opportunity to revert to full time working by part time staff is dependent on the existence of a suitable vacancy, which the Force wishes to fill. Normal selection processes will apply. 12.0 Monitoring And Review 12.1 All part-time/job share-working agreements should be regularly reviewed in order to assess their continued suitability to both the needs of the force and the individual. In any event, the Area/Department must undertake a review at least once each year, ideally at the time of the Annual Development Review. The post holder or their managers may initiate additional reviews following significant changes of duty or circumstances. 13.0 Appeals 13.1 In the event of an application for part-time working/job share being refused, any appeal should be addressed through the Force Grievance Resolution Policy. 14.0 Right To Written Statement of Reasons for Less Favourable Treatment 14.1 If a member of staff working part-time or job share considers that they have been treated in a manner which when compared with a full-time member of staff infringes their rights, they may request a written statement providing particulars of the reasons for the treatment. They are entitled to be provided with the statement within 21 days of the request. The statement is admissible in evidence at any proceedings before an Employment Tribunal. 15.0 Human Rights Act Compliance 15.1 This policy has been compliance tested in terms of the requirements of the Human Rights Act 1999 and Race Relations (Amendment) and will be reviewed annually in accordance with normal procedures. 16.0 Advice And Guidance Where appropriate further information, advice and guidance can be provided by line managers or local Personnel Units.
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