job share policy - Swansea University

JOB SHARE POLICY
Introduction
Swansea University encourages the principle of job sharing, where this is possible, at
all levels in the University. It recognises that the option of job sharing allows equality
of opportunity to individuals who, for whatever reason cannot work full time. The
University also recognises that job sharing represents a flexible and innovative
approach to the recruitment and retention of staff and may be the only option if an
employee wants to work part time but the Department/School requires a full time
position.
Job sharing is an arrangement whereby two (or more) employees divide the duties
and responsibilities of one full time post and the salary and benefits are divided
between them according to the amount of time they each work. Both partners take
joint responsibility for the whole job.
In practice, this means that when Heads of Departments and Schools agree a full
time posts is suitable for job sharing it should be advertised as a full time position,
and the advert and details of the post will include the phrase "job share applicants
are welcome to apply". Full time posts should not, however, be advertised as suitable
only for job sharing as such an arrangement would exclude those who wish to work
full time.
Similarly, Heads of Departments/Schools may agree to full time staff in post
requesting to share their post where such a request is made voluntarily.
Many posts in the University may well be suitable for job share arrangements. It is
the intention of the Human Resources Department to advertise all vacancies on a job
share basis unless the Head of Department/School can show why this would not be
practical. Any refusal to consider a job share arrangement must be justified
objectively by the Head of Department/School.
Job Share Opportunities
a) Vacant Posts
When it has been agreed that a vacancy will be considered on a job share basis, the
following procedure should apply:
Advertising
The phrase 'suitable for job sharing' will appear in the advert and in the Job
Description or Further Particulars of the vacancy. Applicants will be asked on the
application form to indicate whether they would like to apply on a full time or job
share basis. All candidates must be considered against the job description and
person specification in the first instance.
Shortlisting
Members of a shortlisting panel should compare all applicants against the criteria for
the post and select the best candidates to attend an interview. The fact that an
applicant would like to work on a job share basis should not be considered at the
shortlisting stage.

Interviews
The selection of job share applications will be carried out in accordance with current
recruitment practices. At this stage, each shortlisted candidate will be interviewed
separately.
In determining the suitability of a job share partnership, the selection panel must be
satisfied that the proposed pattern of working meets the demands of the post.
In the event of only one job share applicant being considered appropriate for the post
the selection panel must decide whether a full time appointment or a job share
arrangement would be most appropriate. If the best person for the job is the single
job sharer then the Department/School may need to advertise again for a job share
vacancy.
Offer of appointment
If two (or more) applicants are appointed to the post they should each have the same
terms and conditions of employment. Benefits such as pay, annual leave and bank
holiday entitlement should be allocated on a pro rata basis depending on the hours
worked.
Joint/Linked Applications
Two applicants may make a joint or linked application for a vacant position. These
applicants should be considered as a partnership. If, at the shortlisting stage, one
half of a joint application is rejected, the successful half should be given the option of
continuing to the interview stage or withdrawing their application. Similarly, if one half
of a joint application proves unsuccessful at the final selection stage, he/she should
be rejected. The remaining partner should be offered the option of being considered
either on a full time basis or to work with another job share partner.
b) Existing Post holders
An existing full time employee may formally apply to their Head of
Department/School for a job share arrangement to be agreed in respect of their post.
Where the Head of Department/School agrees to the request, a request should be
submitted to the Senior Management Team to advertise for the other half of the post.
If this request is successful, the post should be advertised as a part time position
specifying the available hours. If the Head of Department/School does not agree to
the post being worked on a job share basis then they should provide an objective
reason for this decision.
Only when a suitable candidate is appointed will the existing employee be able to
commence job sharing.
In certain instances existing employees may make a joint application to share either
of the posts held by them. In this case one full time vacancy will become available.
This would need to be considered by the Cost Centre Working Group and if agreed
advertised as a full time/job share vacancy.
The resignation of one job share partner
If one partner in a job share arrangement leaves, the post will be offered as a full
time post to the remaining job sharer in the first instance. If the remaining partner
does not wish to work full time, the single job share post will be advertised. The
remaining job sharer may be offered extra hours temporarily, but is not compelled to
take them.

If another suitable job share partner cannot be found and it is necessary to for the
post to be filled for the whole of the full time hours, the remaining job share partner
will, wherever possible, be redeployed to another post, with the same, or similar,
hours of work.
Only in exceptional circumstances, when all the above options have been exhausted,
will the termination of the existing job sharer's employment be considered. This
possibility should be explained fully to anyone considering or taking up a job share
appointment.
Reasons for refusing a job share arrangement
The University can refuse a request for a job share arrangement if the Head of
Department/School considers that the proposed changes would lead to one of the
following:
a) Additional costs to the Department/School
b) Detrimental effect on the ability to meet customer demand
c) Inability to reorganise the work among existing staff
d) Inability to recruit additional staff
e) Detrimental impact on quality
f) Detrimental impact on the performance of the Department/School
g) Insufficiency of work at the proposed times of work
h) Planned structural changes within the Department/School
Job split
This is similar to job share but is more like two part time posts covering a full time
post. A job split comes about mainly when a full time employee requests reducing
their hours or to work on a job share basis. The split occurs if the job can be broken
down into two separate roles, either at the same or different grades. For example a
full time Administrative Officer may ask to go part time. The remaining part of his or
her job could be advertised as a job share or the job could be broken down into clear
administrative roles as well as less demanding clerical roles. Instead of advertising
for the same grade post on a job share basis, the University could advertise for a
lower grade job, possibly for more hours than that which is left by the postholder.
The salary would not necessarily be the same.
Review period
If job sharing is arranged it is recommended that a review period be introduced to
enable the Head of Department/School to establish whether this is working
satisfactorily. At least 3 months should be allowed before the review to provide
sufficient time for the job sharers to demonstrate that the arrangement works and to
smooth out any issues which may have arisen, such as communication.
Terms and Conditions of Appointment for job share employees
Job share employees should not be treated less favourably than full time employees
under the Part time Workers (Prevention of less favourable Treatment) Regulations
2000.
a) Each job share partner will have a separate Contract of Employment. The post
holders' job share title will be that given to the full time job with the

endorsement - Job Share, for example Part time Lecturer - job share. Each job
sharer will be allocated to the same position on the University establishment.
b) Job sharers will be paid pro-rata to the full time rate for the number of hours
worked. Commencing salary and increments where applicable will be
determined in accordance with normal practice. Individual job sharers may be
paid at different rates within the same salary scales to reflect different levels of
experience, skills and abilities.
c) The hours to be worked will be individually stated in each partner's contract.
Total hours will not exceed the hours for the full time post.
d) The work may be divided in a number of ways (e.g. with each partner working
mornings/afternoons only or a combination of working days split between the
two partners, etc.) Job sharers and Heads of Departments/Schools should
agree a working pattern at the outset.
e) It may be necessary within a working pattern that job sharers have a period of
'overlap' on a regular basis. When this is necessary, it should be part of the
established pattern of work and will be contained within the working week.
f) Job sharers will receive the standard pro rata annual leave provisions
according to the agreed arrangements for that particular staff group. Where job
sharers work different days of the week, statutory holidays and closure days
will be shared equally between them. All arrangements for annual leave and
bank holiday leave should be agreed at the outset.
g) Job sharers will automatically be eligible for membership of the appropriate
Superannuation Scheme and will make contributions and receive benefits on a
pro rata basis.
h) Job sharers will be entitled to maternity/paternity leave where appropriate in
accordance with the usual University provision. Payment during maternity
leave will be pro-rata to the full time contracted hours.
i) All rights which are available to full time staff for training opportunities will apply
to job sharers.
j) Job sharers will be considered for promotion in the same way as full time and
other part-time employees.
Guidelines for job sharing employees
Each partner is responsible for the whole job.
Each partner should communicate effectively with the other particularly if an
overlap in work time is not provided. Clear messages should be left on work
which has not been completed.
Communication within the Department/School is important. Contacts need to be
aware that another individual may pick up a task or deal with their enquiry.
No partner is senior to the other therefore there should be no delegation or
leaving the undesirable jobs such as filing to the other partner
If a problem occurs both partners should take responsibility. There should be no
blame passed between job sharers.

If one job sharer is performing less well than the other, this should be addressed
as soon as possible by the Head of Department/School and the weaker
performer be supported by the normal university procedures.
If job sharers are on fixed term contracts, both must be consulted and an
alternative job share post be sought. In the situation where only a part time
position is available, there should be a competitive interview to assess who is the
most suitable to meet the requirements of the part time post.