Flexible working time and work pattern policy - NHS Ayrshire and ...

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extended with the agreement of both parties, but it is in everyone’s interest to resolvematters at the earliest opportunity.4 Request grantedRequests for access to a change in working hours or work pattern should be granted withdue consideration to the needs of the service and the department. If the request is grantedthe line manager must confirm this in writing, clearly detailing the new working pattern.5 Request unsuccessfulIf the application is rejected, full details will be provided, in writing, clearly stating thereasons for rejection. An application should only be rejected where there are validsustainable service provision or organisational reasons to do so.The list below provides examples of sustainable reasons for refusal of a request :• Additional costs• Detrimental effect on ability to meet customer demand• Inability to reorganise work among existing staff• Inability to recruit additional staff• Detrimental impact on quality• Detrimental impact on performance• Insufficiency of work during the time the employee proposes to work• Planned structural changes• Adequate cover could be difficult to maintain, so popular days off must be fairlydistributed• Not all staff will be able to work a longer day because of the nature of the job e.g.receptionists• Potential for multiple requests to be madePlease note that this is list is not exhaustive and is only for guidance purposes. Advice andguidance should be sought from the department of O&HRD.6 Appeal ProcedureThe employee on receiving confirmation that either their request has been rejected orthe Line Manager’s proposes a compromise alternative may lodge an appeal to theSenior Manager to whom the Line Manager is responsible. Any appeal should belodged within 14 days of receipt of written confirmation of the Line Manager’s decision.The Appeal Hearing - The Senior Manager will hear the appeal within 28 days ofreceiving written notification of the employee’s request to appeal.The Senior Manager hearing the appeal may request a written statement of case inrespect of the matter from both management and the employee. Such statement’s willin turn be submitted by all parties to, and circulated by the O&HRD representativeattending the appeal hearing. Both parties will be given the opportunity to present theirstatement of case and ask questions of the other party.The employee has the right to be accompanied at the appeal meeting by theirSeptember 2008 26
Professional / Trade Union Representative or by a work colleague. A member of theDepartment of O&HRD should also be present to ensure fairness and consistencythroughout the organisation and where required provide advice on the procedure, localand national agreements and employment legislation.A hearing will not be required where, within 2 weeks of the appeal being lodged, thematter has been satisfactorily resolved informally.7 Resolution of disagreementNo request under these policies will be unreasonably withheld. Should a disagreementarise, the individual has the right to raise a formal grievance. It may be preferable in suchcircumstances, however, for the manager to seek advice on resolving the matter from anappropriate member of the O&HRD Team and a Staff Side Representative.The ‘status quo’ will be applied where an application is lodged which pertains to a changein the employee’s working arrangements. The working arrangements that were in placeprior to the change/proposed change will be reinstated/retained and maintained until thegrievance procedure has been exhausted. However, in exceptional circumstances the‘status quo’ may be set aside when both parties reach agreement to do so or, where thecontinuation of the status quo would result in a breach of statutory or other mandatoryregulations.8. Duration of ChangeAny mutually agreed change in working practice, unless stipulated otherwise at thecommencement of the change i.e. for a fixed term period, is permanent and there is noautomatic right for the employee to return to his or her previous terms and conditions oncea change has been agreed.9 Abuse of flexible working arrangementsAny abuse of the chosen scheme provisions may be viewed as alleged misconduct andthe organisation will deal with this situation in accordance with the Management ofEmployee Conduct Policy. Staff abusing the system will have the scheme provisionswithdrawn immediately.10 ReviewThis policy will be monitored and reviewed on a two yearly basis to review its utilisationand impact on service provision.September 2008 27
Page 7 and 8: Debit or credit up to 8 hours may b
Page 9 and 10: • Larger blocks of family and lei
Page 11 and 12: Reduced hours patterns enable peopl
Page 13 and 14: Information on both patient/service
Page 15 and 16: SECTION 6 - JOB SHARE1. DefinitionJ
Page 17 and 18: and then line manager and must be a
Page 19 and 20: childcare/carer arrangements must r
Page 21 and 22: Prior to agreement being given to T
Page 23 and 24: The individual effect on pay, pensi
Page 25: STANDARD APPLICATION PROCESSHow to
Page 29 and 30: TERM TIME AGENDA FOR CHANGE - PART
Page 31 and 32: JOB SHARE PROCESS FLOW CHARTAppendi
Page 33: Draft May 2008 33

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