SL90-Flexible Working and Work-Life Balance Policy

Registration Number: {{org_field_registration_no}}

Flexible Working and Work-Life Balance Policy

1. Purpose

The purpose of this policy is to provide clear guidance on flexible working arrangements and work-life balance at {{org_field_name}}. We recognise that a positive work-life balance contributes to staff well-being, job satisfaction, and high-quality care for people we support.

This policy ensures that flexible working practices are implemented in a fair, consistent, and legally compliant manner, supporting staff to balance their personal responsibilities with their professional duties. It aligns with the statutory right to request flexible working under the Employment Rights Act 1996 (as amended by the Flexible Working Regulations 2014 and 2023) and the expectations of the Care Quality Commission (CQC) regarding staff well-being and retention in the health and social care sector.

2. Scope

This policy applies to all employees, including full-time, part-time, agency, and bank staff. It covers all aspects of flexible working, including remote working, part-time hours, job sharing, compressed hours, and flexible shift patterns.

3. Legal and Regulatory Compliance

This policy aligns with:

Employment Rights Act 1996 (Flexible Working Regulations 2014 & 2023)
Equality Act 2010 (Protection against discrimination for those with caring responsibilities or disabilities)
Health and Social Care Act 2008 (Regulated Activities) Regulations 2014
- Regulation 18 – Staffing (Ensuring sufficient numbers of staff with the right skills and conditions to provide safe care)
- Regulation 17 – Good Governance (Ensuring staff well-being and retention through work-life balance)
ACAS Code of Practice on Flexible Working Requests

4. Principles of Flexible Working

At {{org_field_name}}, we are committed to fostering a culture where staff can request flexible working without fear of discrimination. We aim to:

Support staff to achieve a healthy balance between work and personal life.
Improve staff retention and job satisfaction by offering flexible working options.
Ensure that flexible working arrangements do not negatively impact the quality of care provided to people we support.
Comply with CQC expectations on workforce management.

5. Types of Flexible Working Available

We offer a variety of flexible working options, subject to operational requirements and the needs of people we support. These include:

Part-Time Working

Employees may request to reduce their contracted hours, working fewer days per week or shorter shifts.

Job Sharing

Two employees may share the responsibilities of a full-time role, ensuring workload distribution and continuity of care.

Compressed Hours

Employees may choose to work longer hours over fewer days, allowing them additional days off while maintaining full-time hours.

Term-Time Working

Employees with childcare responsibilities may request to work during school terms only, taking unpaid leave during holidays.

Flexible Start and Finish Times

Employees may adjust their shift start and finish times to accommodate personal responsibilities while ensuring safe service coverage.

Shift Swapping

Staff may swap shifts with colleagues, subject to managerial approval to ensure safe staffing levels.

Home Working

For non-frontline staff, remote working arrangements may be considered, ensuring all regulatory and confidentiality requirements are met.

Phased Retirement or Phased Return to Work

Employees approaching retirement or returning from maternity leave, sickness, or long-term absence may request a phased return to work with gradually increasing hours.

6. Making a Flexible Working Request

All employees have a statutory right to request flexible working if they have worked for the organisation for at least 26 weeks. However, at {{org_field_name}}, we welcome requests from all staff, regardless of length of service.

Requests must be submitted in writing and include:

The type of flexible working requested.
The proposed start date.
How the employee believes their request will not negatively impact service provision.
Any potential solutions to operational challenges arising from the request.

7. Consideration and Decision Process

Managers will assess the request based on service needs, staff workload, and fairness to colleagues.
A formal meeting may be held within 28 days of receiving the request.
A written decision will be provided within 14 days of the meeting.
If approved, new working arrangements will be formalised in a revised contract.
If declined, clear business reasons will be provided, including:
- Inability to meet service demands.
- Negative impact on care quality.
- Additional costs to the organisation.
- Insufficient work available during requested hours.
- Significant burden on remaining staff.

8. Right to Appeal

Employees have the right to appeal a declined request within 14 days of the decision. Appeals will be reviewed by a senior manager not involved in the initial decision, and a final response will be provided within 14 days of the appeal hearing.

9. Managing Flexible Working Efficiently

To ensure that flexible working does not negatively impact service provision, {{org_field_name}} will:

Conduct workforce planning to ensure safe staffing levels.
Use rota management software to track availability and shift patterns.
Encourage open communication between staff and managers to address challenges.
Maintain an equal and fair approach to approving requests.
Regularly review the impact of flexible working arrangements on service quality.

10. Work-Life Balance Initiatives

We are committed to supporting staff well-being through:

Employee Assistance Programmes (EAPs), offering confidential mental health and well-being support.
Well-being check-ins with managers to discuss stress levels and workload.
Annual leave planning to ensure all staff can take adequate rest while maintaining service coverage.
Recognition of caring responsibilities, offering additional leave options for those with dependents.

11. Responsibilities

Managers

Assess flexible working requests fairly and consistently.
Ensure service provision is maintained while accommodating flexible work patterns.
Support staff with work-life balance initiatives and well-being programmes.
Monitor and review the impact of flexible working arrangements.

Employees

Submit flexible working requests with reasonable notice.
Ensure service delivery is not negatively impacted by flexible working.
Communicate any changes in circumstances that may affect their working arrangements.

12. Related Policies

SL04 – Good Governance Policy
SL16 – Health and Safety at Work Policy
SL27 – Staff Supervision, Training, and Development Policy
SL30 – Equality, Diversity, and Inclusion Policy
SL33 – Staff Leave and Absence Policy

13. Policy Review

This policy will be reviewed annually, or earlier if:

Legislation or CQC guidance changes.
A significant issue arises with flexible working implementation.
New best practice recommendations emerge.

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.