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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Flexible Working and Work-Life Balance Policy

1. Purpose

The purpose of this policy is to establish a framework for flexible working and work-life balance within {{org_field_name}}, ensuring compliance with the latest Care Inspectorate Wales (CIW) regulations and the Regulation and Inspection of Social Care (Wales) Act 2016. This policy supports the well-being and retention of staff while maintaining high standards of care for residents. By offering flexible working options, we promote a healthy work-life balance that enhances employee satisfaction and service quality. The policy aims to provide clear guidance on the availability of flexible working options, the procedure for requesting them, and how they contribute to the overall efficiency and effectiveness of the care home environment.

2. Scope

This policy applies to all employees of {{org_field_name}}, including full-time, part-time, temporary, and agency staff. It encompasses all job roles within the organisation, from direct care staff to administrative personnel, ensuring inclusivity in work arrangements. The policy covers the principles, processes, and expectations surrounding flexible working arrangements and work-life balance, recognising the diverse personal and professional needs of employees. It also outlines the legal entitlements of employees regarding flexible working and how these requests will be assessed and managed in alignment with operational requirements and care standards.

3. Related Policies

This policy should be read alongside the following policies to ensure a holistic approach to workforce management and care provision:

• CHW26 – Recruitment, Selection, and Retention Policy: Ensuring fair hiring practices that accommodate flexible working requests where possible.
• CHW27 – Staff Supervision, Training, and Development Policy: Supporting career progression within flexible working arrangements.
• CHW31 – Disciplinary and Grievance Policy: Addressing concerns regarding flexible working arrangements.
• CHW33 – Staff Leave and Absence Policy: Managing absences in line with flexible work schedules.
• CHW30 – Equality, Diversity, and Inclusion Policy: Promoting fair access to flexible working for all employees.
• CHW23 – Lone Working and Staff Safety Policy: Ensuring flexible working does not compromise staff or resident safety.

4. Policy Statement

{{org_field_name}} is committed to fostering a flexible and inclusive working environment that supports employees in balancing their professional and personal responsibilities. We recognise that providing flexible work arrangements can enhance staff well-being, reduce stress, and increase job satisfaction, which in turn leads to improved quality of care for residents. We strive to implement flexible working solutions that maintain high levels of service while accommodating employees’ varying needs, whether they relate to childcare, health conditions, further education, or other personal commitments. The organisation ensures that all requests for flexible working are considered fairly and equitably, in line with CIW regulatory requirements and the operational needs of the care home.

5. Types of Flexible Working Arrangements

We offer a variety of flexible working arrangements to accommodate the diverse needs of our staff while ensuring continuity of care for residents. These include:

• Part-Time Work – Employees may request a reduction in working hours while maintaining a consistent work schedule to support a better work-life balance.
• Job Sharing – Two employees may share the responsibilities of a single full-time role, ensuring that service quality is not affected while providing employees with more flexibility.
• Flexible Start and Finish Times – Employees may adjust their working hours within a defined range, allowing them to better manage personal commitments such as school drop-offs or medical appointments.
• Compressed Hours – Employees may work their total contracted hours over fewer days, such as four longer shifts instead of five standard shifts, maintaining full-time pay while increasing time off.
• Remote Work – Where appropriate, non-care staff may perform administrative duties remotely, supporting operational efficiency while promoting work-life balance.
• Annualised Hours – Employees work a set number of hours over a year but have flexibility regarding when these hours are worked, depending on service needs.
• Term-Time Working – Employees, particularly those with school-aged children, may work during school term periods and take leave during school holidays, ensuring minimal disruption to the workforce.

6. Requesting Flexible Working

Employees with 26 weeks or more of continuous service have the right to request flexible working under UK employment law. The following structured process ensures fairness and consistency in handling requests:

1. Submission of Request – Employees must submit a formal written request outlining the type of flexible working they seek, the reason for the request, how it may impact their role, and how any potential challenges can be managed.
2. Management Consideration – The Registered Manager and HR team will review the request in line with service needs, considering factors such as staff coverage, impact on care delivery, and regulatory compliance.
3. Consultation Meeting – A discussion will take place between the employee and management to explore options, potential compromises, and solutions that benefit both the employee and the organisation.
4. Decision and Response – Management will provide a written response within 28 days, detailing whether the request is approved, modified, or declined, with clear reasoning.
5. Appeal Process – If a request is declined, employees may appeal within 14 days by submitting a formal appeal to senior management, who will reassess the request and provide a final decision.

7. Managing Flexible Working Efficiently

To ensure flexible working arrangements are implemented without compromising care quality, {{org_field_name}} will:

• Conduct staffing assessments to evaluate whether flexible working requests can be accommodated without impacting care provision.
• Utilise rota planning software to manage shift allocations efficiently and prevent understaffing.
• Promote cross-training to allow employees to cover multiple roles, ensuring flexibility in shift planning and reducing pressure on individual team members.
• Maintain clear communication channels between employees and management to monitor the effectiveness of flexible arrangements and make necessary adjustments.
• Ensure that all arrangements comply with CIW staffing requirements and regulatory frameworks, ensuring that residents continue to receive the highest standard of care.

8. Responsibilities

• Employees: Must submit requests responsibly, considering operational needs and service continuity.
• Management: Must assess requests fairly, ensuring a balance between employee well-being and care home requirements.
• Registered Manager: Ensures that all flexible working arrangements align with CIW guidelines and do not compromise the quality of care provided.
• HR Department: Maintains accurate records of requests, decisions, and justifications for regulatory and inspection purposes.

9. Compliance with CIW Regulations

This policy aligns with CIW’s expectations, including:

• Ensuring sufficient staffing levels at all times to meet the needs of residents and prevent any gaps in care provision.
• Promoting staff well-being by recognising that flexible working contributes to better mental health, motivation, and staff retention.
• Maintaining comprehensive records of all flexible working arrangements, which will be available for CIW inspection and compliance verification.

10. Policy Review

This policy will be reviewed annually or in response to significant legislative changes, CIW guidance updates, or operational needs. Any modifications to the policy will be communicated to all staff members, ensuring continued alignment with best practices and regulatory requirements.

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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}}
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