Introduction
We believe that flexible working can increase staff motivation, promote work-life balance, reduce stress and improve performance and productivity. All employees have the right to request flexible working on 2 occasions in a 12-month period, and to have their request considered seriously by their employer. Whilst many staff have found that hybrid working, available for the majority of our roles, gives an added flexibility it may be that there are other factors where flexible working could be beneficial.
Requests for flexible working
A request for flexible working could include a request for a change to the number of hours that you work or a request for a change to the pattern of hours worked.
All requests must be made in writing to your Line Manager.
Any request made under this policy must include:
- the date of the application;
- the changes that you are seeking to your terms and conditions;
- the date on which you would like the terms and conditions to come into effect;
- a statement that this is a statutory request;
- whether or not you have made a previous application for flexible working; and
- if you have made a previous request, the date of that previous request.
If you are making the request in relation to a personal characteristic under the Equality Act 2010 you should state this in your request.
Meeting to discuss a flexible working request
We will arrange a consultation meeting to discuss your flexible working request. The consultation meeting will be held within 14 days of receiving your request. However, if this is not possible, you will be informed of the reason for any delay.
The consultation meeting is an opportunity for you to explain how the proposed working arrangements would benefit you and for us to consider and discuss any alternative flexible working options that may be available and suitable for you and the organisation.
At the consultation meeting, we urge you to be as open as possible about your needs so that we are able to engage in a constructive discussion about what is feasible.
Outcome of a flexible working request
After the meeting your line manager, along with HR, will consider the proposed flexible working arrangements carefully, weighing up the potential benefits to you and to the organisation against any adverse impact of implementing the changes.
Each request will be considered on a case-by-case basis: agreeing to one request will not set a precedent or create the right for another employee to be granted a similar change to his/her working pattern.
You will be informed in writing of the decision as soon as is reasonably practicable after the meeting, but no later than the deadline set out below. The request may be granted in full or in part: for example, we may propose a modified version of the request; the request may be granted on a temporary basis; or you may be offered the opportunity to try the flexible working arrangement for a trial period. You will be given the right to appeal the decision if your request is not accepted or is only accepted in part.
Reasons for turning down a flexible working request
You will be given the reasons for turning down your request. Those reasons must be for one or more prescribed business reasons, which are:
- the burden of additional costs;
- an inability to reorganise work among existing staff;
- an inability to recruit additional staff;
- a detrimental impact on quality;
- a detrimental impact on performance;
- a detrimental effect on ability to meet customer demand;
- insufficient work for the periods the employee proposes to work; and
- a planned structural change to the business.
We will not reject a request for any other reason.
You have the right to appeal if your request for flexible working is rejected or only agreed in part.
Your appeal should be sent in writing to the HR Director within 7 days of receiving our decision. Your letter should set out the grounds on which you are appealing. An appeal meeting, where possible with an individual who did not make the original decision, will be held within 7 days of you lodging your appeal.
Flexible working requests that are granted
If the request is accepted, you and your line manager will discuss how and when the changes will take effect. Any changes to terms and conditions will be put in writing and sent to you as a permanent amendment to your Statement of Main Terms and Conditions of Employment as soon as is reasonably practicable.
Timescales
All requests will be dealt with within a period of two months from first receipt to notification of the decision on appeal. Your line manager of the HR Team should hold the first meeting within 14 days of receiving the request and notify the decision to you within 14 days of the meeting, so that there is enough time for any appeal to be concluded.
If you are dissatisfied with the outcome of your request you will be allowed to lodge an appeal within 7 days of the notification. The appeal meeting will normally take place within 14 days of the appeal being received. You will be informed of the outcome of your appeal within 14 days of the appeal meeting.
These time limits may be extended where both you and your line manager are in agreement. For example, you may both agree to extend the time limit to give you a trial period on the flexible working arrangement.
Problems with a flexible working request
If you are dissatisfied or unclear at any stage throughout the process, you should contact HR in the first instance. If you are still not satisfied you should raise a grievance under our grievance procedure.
If you fail to attend a meeting, including an appeal meeting, and then fail to attend a rearranged meeting without good reason, your application will be deemed to have been withdrawn.