GLOUCESTERSHIRE HOSPITALS NHS TRUST JOB SHARE POLICY

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1 GLOUCESTERSHIRE HOSPITALS NHS TRUST JOB SHARE POLICY Introduction This policy is one of the Trust s initiatives to assist staff in achieving a healthy work/life balance as part of its overall commitment to Equality and Diversity and the Improving Working Lives standards. By the introduction of successful schemes, job sharing has become an acceptable way of working and the majority of posts are potentially eligible for sharing. 1. PURPOSE The scheme has the overall aim of ensuring that the Trust is able to recruit and retain high quality staff and to allow all staff to fulfil their potential by increasing the variety and seniority of work available to people not wishing to work full-time. It is intended to: - increase employment opportunities for people with domestic responsibilities. - make it easier for employees returning from maternity leave to cope with career and family, and so retain the benefits of their skills and experience. - enable employees to reduce working hours as a pre-retirement option. - improve possibilities of career development for people who do not work fulltime. - allow employees to broaden their experience and increase job satisfaction by undertaking a wider range of responsibilities. 2. PHILOSOPHY Subject to service needs, all jobs will be open to sharing or job splitting except where exempted from the scheme (see section 4). Job share opportunities should be available to current employees as well as new applicants. There should be no discrimination against job sharers regarding terms and conditions of employment, training or career progression. 3. DEFINITION Job sharing happens when two people share the hours, duties and status of one job. They receive the pay and benefits pro-rata to the proportion of hours worked. Their hours may total the equivalent of a full-time job, or somewhat more or less than a full time job and would be shared on a roughly equal basis. What distinguishes a job share is that two employees cover a body of work which would normally be undertaken by one employee. Job sharing is distinct from job splitting, which is the creation of two or more parttime jobs from one job. For certain posts, job sharers may be required to declare any other employment, in case there is a conflict of interests or the total hours worked contravene the working time regulations. 1

2 4. AVAILABILITY/ELIGIBILITY All jobs will be open to sharing or splitting except: where sharing or splitting a job would adversely affect patient care trainee positions involving full-time course attendance other circumstances where job sharing or splitting is not possible, e.g. where a certain proportion of full-time posts is required in a department in order to maintain continuity of services. 5. ESTABLISHMENT OF JOB SHARES Job sharing is an option initiated by employees and potential employees. It may arise from two circumstances: a) An Existing Employee Wishes to Job Share The job holder must make an application three months before wishing to job share. The vacant part of the post will be advertised as detailed in section 6. If an appointment is made in time, and if both job sharers agreed, the job share may commence without the full three month s notice. b) An External Application to Share a Vacant Full-Time Job All vacant full-time jobs will be advertised as also open to job share application with or without a partner unless they have been exempted as described in section 4. Applications without a partner will be treated on the same basis as other applications. This is in recognition of: the practical difficulties individuals may encounter in finding suitable partners to apply with the necessity to appoint those individuals best suited to the job concerned. If the selection procedures result in only one job sharer being appointed to a fulltime vacancy, the remaining job share vacancy will be advertised as detailed in section 6. Alternatively, the appointee may put forward someone known to them with whom they could job share. That person would then go through the normal selection process (described in section 6a) to determine their suitability for the job. However, it may be difficult to recruit a suitable candidate to the remaining job share vacancy and it may be decided to readvertise the post or make a conditional offer of employment to the first job sharer. This would be in order to avoid the risk of having to redeploy the appointee soon after appointment because another job sharer could not be recruited. Any such provisional offer should be discussed with a Human Resources Adviser. 6. RECRUITMENT AND SELECTION a) General Job sharers applying as a pair will be selected in two stages. They will each attend individual interviews to decide on their suitability for the job concerned. Each candidate will have to meet the essential criteria for the job, the same as for 2

3 full-time appointments. If satisfactory, a joint meeting will follow which will consider only the following issues: compatibility of individuals concerned proposed working arrangements (The attached form can be used to record the agreed job share arrangements) where applicants individually do not meet all the necessary criteria for the job, the issue of complementary skills will be considered. The post may be offered provided they jointly meet the criteria required and the individuals undertake to acquire those skills lacking within a reasonable period. Where such training is necessary it will be arranged by the manager, if possible to take place within working hours. b) Advertising for Job Share Vacancies A vacancy will normally be advertised as soon as possible, following a postholder giving notice of intention to job share, or one job sharer being appointed to a vacancy without a partner. Advertising procedures for job share posts will be the same as for equivalent fulltime jobs. Wherever possible action will be taken to ensure that advertising reaches members of groups which the policy is intended to serve, e.g. people caring for children, who may be unaware of the job share option and therefore not actively seeking work through normal channels. The weekly internal vacancy bulletin will be displayed in the Day Nursery. Advertisements will state that the post is job share only and give details of any fixed hours and requirements. c) If a Job Share Cannot be Filled If the procedures in section 6a) and b) have been completed without successful appointment of a job share partner, a review will then take place to reconsider the make-up and duties of the job, to see whether the work can be covered by a different arrangement of jobs. If this is not possible, and the manager is confident that the job share post can be filled on a full-time basis, then the existing job sharer will be notified the job is to be advertised as a full-time vacancy (open to job share applicants). Within a week of notification the existing sharer can opt to increase their hours in a way that would be acceptable to the manager until a partner can be found. In this case the Trust will continue to make reasonable efforts to find such a partner. If the existing job sharer does not opt for increased hours, and a suitable applicant is available to work full-time, every effort will be made to redeploy the job sharer within the Trust. Any redeployment will attempt to match pay, hours and conditions or work and if possible be appropriate to the employee s career plans. The responsibility for finding suitable redeployment rests with the manager concerned, but the co-operation of other managers within the Trust will be required since no special funding can be provided to pay a displaced job sharer. If, exceptionally, it is not possible to find a suitable redeployment, the employee may be offered a post on a lower grade or different hours until such time as a suitable post (including the original post) becomes available. 3

4 N.B. It is envisaged that the need to redeploy an existing job sharer because of failure to fill the job share vacancy would only occur very rarely. However, it is important that job sharers are aware of this possibility when they enter a job share arrangement. d) When One Sharer Leaves Employment The remaining partner will be offered the job on a full-time basis. If they accept then the job share arrangement ends. If the job is not accepted on a full-time basis then the procedures set out in 6b) and c) will be followed. In cases where the sharer leaving does not have an existing partner the job will be advertised as a full-time or job share vacancy. If one job sharer takes maternity leave or other long term leave extra hours may be offered to the remaining partner without obligation. 7. JOB SHARE CONTRACTS a) General Job sharers will be appointed on individual contracts in accordance with employment law. Some elements of their terms and condition of employment will be those applicable to the job being shared, such as pay and annual leave entitlement, which will be divided pro-rata to the hours worked. Other elements will be determined by the specific provisions of this, such as bank holiday entitlement as set out in 7d) below, which override the normal terms and conditions of employment. The duties and responsibilities expected of each job sharer will be agreed individually with their manager, and put into writing. These will also be embodied in IPR or any other appraisal system in operation. b) Hours and Duties The hours and duties of the job will be divided as agreed by the manager and job sharer(s) in consultation. The decisions will have reference to the following considerations: the requirements of the service being provided the requirements to organise the job efficiently the degree of supervision involved any need for an overlap period any special skills or abilities of either sharer the pattern and number of hours the job sharers wish to work (where a proposed pattern would affect the individual s right under employment law, the employee will be advised of the rights involved and how they are affected). Each job sharer is responsible individually for the satisfactory performance of their duties. Any arrangement to covering a partner s absence must be specified prior to appointment. They are not responsible for their partner s attendance or performance. Accordingly, for purposes of disciplinary and grievance procedures, job sharers will be treated individually. Job sharers will not be required to cover their partner s absences, though they may wish to do so in specific instances (see section 7c). When the division of hours and duties has been determined, the 4

5 decisions will be recorded in writing as forming the relevant terms and conditions for the job sharers concerned. c) Payment Rates and Overtime Job sharers will be paid the basic rate for their job pro-rata to the hours they work. Fixed allowances such as geriatric lead will be treated as standard pay and divided pro-rata. Payments for unsocial hours, nights, weekends or bank holiday work will not be divided but will be paid to the job sharer working those hours. Overtime payments at the appropriate overtime rate will be made when a job sharer works in excess of the standard full-time hours for their grade in any week, unless overtime payments do not apply to the job being shared. Job sharers may opt to take time off in lieu of additional hours worked rather than receive overtime payments in accordance with the appropriate terms and conditions. d) Leave and Bank Holidays Annual leave as specified for the job being shared will be divided pro-rata. Any individual entitlements additional to this, e.g. long service leave will be applied individually and pro-rata to hours worked. Entitlement to bank holidays and extra statutory days will be divided pro-rata between job sharers. e) Qualifying Days for Statutory Sick Pay Qualifying days for Statutory Sick Pay purposes will be all five days of the week Monday Friday inclusive, or where weekend working is normal all seven days of the week. This will apply regardless of the actual pattern of hours worked. The intention is to preserve flexibility by avoiding the inequalities created by the Statutory Sick Pay regulations for job sharers on certain patterns of work. f) Terms and Conditions of Employment Certain terms and conditions will not be applied pro-rata but to both sharers individually: interview expenses entitlement to lease car scheme period of notice to terminate employment 8. JOB EVALUATION/PERFORMANCE APPRAISAL Job evaluation and grading will apply to the whole job. No account will be taken of any division of duties as practised by the job share partners. Performance appraisal applies to job sharers individually. Though objectives may be shared, performance will be assessed individually. 9. TRAINING Training will be provided for job sharers in accordance with their needs as individuals.where training takes place on a day when a sharer would not 5

6 normally work they will be paid at standard rate for the extra hours, or may take time off in lieu. Every effort should be made to enable job sharers to attend the same training sessions as their partners if necessary. 10. PENSIONS For pension purposes job sharers will be treated as part-time staff. Where allowable within the regulations of the NHS Pension Scheme, job sharers will become members of the occupational pension scheme unless they opt to contract out. Contributions will be assessed on actual (pro-rata) earnings. Pensions for job sharers, as for part-time staff, are calculated as if they were earning the relevant full-time salary for the job they share. However, in such cases each year of job share or part-time service will not only count as a proportion of a year when calculating length of service. In this way, individual s who choose to job share as a pre-retirement option do not suffer a substantial reduction in pension. Full advice on all aspects of the NHS Pension Scheme is available to all staff from the pensions section of the Finance Department. 11. MONITORING AND EVALUATION Once the is implemented, monitoring will be undertaken to gather information on the number and type of job shares operating in each ward/department. Where no job shares (or very few) are in operation, the position will be investigated to ensure that there are no unnecessary bars to job sharing. 12. REVIEW OF THE POLICY The intention is to review this guidance periodically and make appropriate changes as our experience of job sharing grows. The Human Resources Department welcomes your comments and examples of good practice which could be useful for other managers in the future. Graham Shaw Director of Human Resources 6

7 JOB SHARERS TERMS AND CONDITIONS SUMMARY SHARED GRADE JOB EVALUATION INDIVIDUAL INCREMENTAL POINT PERFORMANCE APPRAISAL BASIC PAY FIXED ALLOWANCES e.g: Geriatric lead ANNUAL LEAVE BANK HOLIDAYS ENHANCEMENTS for nights, weekends etc. LONG SERVICE LEAVE PENSION ENTITLEMENT DISCIPLINARY ACTION EXPENSES ENTITLEMENT TO LEASE CAR ENTITLEMENT TO NOTICE EMPLOYMENT PROTECTION e.g. unfair dismissal 7

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