{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Flexible Working Policy

1. Purpose

The purpose of this policy is to establish a fair, structured, and legally compliant approach to flexible working within {{org_field_name}}. We recognise that flexible working arrangements can enhance work-life balance, job satisfaction, staff retention, and overall productivity, while also ensuring high-quality care services continue without disruption. This policy is in line with Care Inspectorate Scotland regulations, Employment Rights Act 1996, and Flexible Working Regulations 2014 to provide clear guidance on how flexible working requests are handled fairly and efficiently.

2. Scope

This policy applies to all employees of {{org_field_name}}, including full-time, part-time, and agency staff. It covers:

• Eligibility criteria and legal rights to request flexible working.
• Types of flexible working arrangements available.
• The procedure for requesting flexible working.
• Assessment and decision-making process.
• Appeal rights and dispute resolution.
• Managing flexible working in the home care environment.

3. Related Policies

• Leave of Absence Policy
• Health and Wellbeing Policy
• Equality, Diversity & Inclusion Policy
• Workplace Performance and Conduct Policy
• Compassionate Leave Policy

4. Legal and Regulatory Compliance

{{org_field_name}} complies with the following legislation and guidance:

• Employment Rights Act 1996 – Establishing employees’ rights to request flexible working.
• Flexible Working Regulations 2014 – Governing employer responsibilities in handling requests.
• Equality Act 2010 – Ensuring fair and non-discriminatory treatment of employees.
• Care Inspectorate Scotland Standards – Maintaining high-quality care delivery while accommodating flexible work arrangements.
• Health and Safety at Work Act 1974 – Ensuring staff health, safety, and well-being under flexible work conditions.

5. Definition of Flexible Working

Flexible working refers to adjustments in working hours, location, or patterns to accommodate personal and professional needs. {{org_field_name}} supports a range of flexible working arrangements, including:

• Part-time working – Working fewer hours than a full-time role.
• Job sharing – Two employees share the responsibilities of one full-time job.
• Compressed hours – Completing contracted hours over fewer days.
• Flexitime – Allowing varied start and finish times.
• Home working – Performing job duties remotely where applicable.
• Term-time working – Adjusting work schedules to align with school holidays.
• Annualised hours – Working a set number of hours per year with flexible scheduling.
• Hybrid working – Combining remote work with in-office or on-site duties.

6. Eligibility to Request Flexible Working

All employees who have worked for {{org_field_name}} for at least 26 weeks continuously have the statutory right to request flexible working. Requests may also be considered for:

• New employees as part of a recruitment package.
• Staff with caring responsibilities, including parents, guardians, or those caring for dependents.
• Employees with health conditions or disabilities, requiring reasonable adjustments.
• Staff nearing retirement age, seeking phased retirement.

7. Procedure for Requesting Flexible Working

7.1. Submitting a Request

Employees must submit a formal request in writing, including:

• The type of flexible working arrangement requested.
• The reason for the request (optional but encouraged).
• The proposed start date for the arrangement.
• Any impact the change may have on the organisation and suggested solutions.
• Previous flexible working requests, if any.

7.2. Employer Review Process

{{org_field_name}} will review all requests fairly and objectively within three months of receiving the request. The decision will consider:

• Impact on service users and continuity of care.
• Operational requirements and staffing levels.
• Effect on team performance and workload distribution.
• Potential costs or savings associated with the arrangement.
• Health and safety implications in home care environments.

8. Decision and Implementation

8.1. Approval Process

If the request is approved, a formal agreement will be issued, detailing:

• The agreed flexible working arrangement.
• Any trial period (typically 3–6 months) for evaluation.
• Review dates to assess the impact on performance and service delivery.
• Adjustments required to maintain service quality.

8.2. Grounds for Declining a Request

Flexible working requests may be declined on business grounds, including:

• Inability to meet service user needs due to scheduling challenges.
• Significant impact on team performance and workload distribution.
• High operational costs that make the arrangement unfeasible.
• Negative impact on the quality or continuity of care.
• Incompatibility with safeguarding or regulatory requirements.

9. Appeals Process

Employees have the right to appeal a declined request. The appeal must be submitted within 14 days of receiving the decision, outlining the reasons for reconsideration. A senior manager will review the appeal and respond within 14 days of receipt. The decision at this stage will be final.

10. Managing Flexible Working Arrangements in Home Care

To ensure flexible working does not compromise care quality, compliance, or staff well-being, {{org_field_name}} will:

• Maintain balanced rotas to prevent staff shortages.
• Use technology and scheduling systems to coordinate shifts efficiently.
• Ensure all staff receive appropriate support and supervision.
• Regularly review flexible arrangements to ensure effectiveness.
• Provide training on remote work management where applicable.

11. Responsibilities of Management

Management at {{org_field_name}} is responsible for:

• Ensuring fair and transparent decision-making in handling flexible work requests.
• Communicating clearly with employees regarding outcomes and justifications.
• Maintaining records of flexible working requests and agreements.
• Monitoring performance and adjusting work arrangements as necessary.
• Supporting staff well-being while ensuring service continuity.

12. Complaints and Disputes

Employees who believe their request was unfairly handled may:

• Discuss concerns informally with their line manager.
• Submit a formal complaint via HR.
• Seek mediation or support from employee representatives.
• Escalate the matter through the organisation’s grievance procedure if necessary.

13. Policy Review

This policy will be reviewed annually or earlier if legislative changes, operational needs, or feedback from employees and stakeholders require updates. Any amendments will be communicated to all staff.

---

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.