DCW90-Flexible Working and Work-Life Balance Policy
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{{org_field_name}}
Registration Number: {{org_field_registration_no}}
Flexible Working and Work-Life Balance Policy
1. Purpose
The purpose of this policy is to promote a positive work-life balance for all employees of {{org_field_name}}, ensuring that flexible working arrangements are fair, inclusive, and beneficial to both employees and the organisation. This policy supports employee well-being, retention, and productivity while ensuring that high-quality domiciliary care services continue to be delivered effectively.
This policy aligns with the Regulation and Inspection of Social Care (Wales) Act 2016 and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017 (as amended), and with UK employment law on flexible working, including the Employment Rights Act 1996 (as amended), the Flexible Working Regulations 2014 (as amended by the Flexible Working (Amendment) Regulations 2023), and the Employment Relations (Flexible Working) Act 2023. We also have regard to the Acas Code of Practice on requests for flexible working (in force from 6 April 2024).
Flexible working can include adjusted working hours, part-time work, compressed hours, remote working, job-sharing, and other flexible arrangements, ensuring that employees can balance personal commitments and professional responsibilities effectively.
2. Scope
This policy applies to: All employees of {{org_field_name}}, including full-time, part-time, and contracted staff. Managers and HR personnel responsible for reviewing and approving flexible working requests. Service users and their families, ensuring service continuity and care standards are maintained.
It covers: Types of flexible working arrangements. Employee rights and eligibility criteria. The process for requesting flexible working. The decision-making framework for approving or declining requests. Work-life balance initiatives to support employee well-being. Compliance with legal and regulatory requirements.
3. Principles of Flexible Working and Work-Life Balance
3.1 Commitment to Flexible Working
{{org_field_name}} is committed to supporting a positive work-life balance, recognising that flexible working enhances job satisfaction, well-being, and staff retention. We strive to accommodate reasonable requests for flexible working, provided they do not compromise service quality, regulatory compliance, or operational needs.
Flexible working is particularly important in the care sector, where balancing staff availability with service user needs is crucial. This policy ensures that staff have options for flexible arrangements while maintaining safe, consistent care delivery.
3.2 Types of Flexible Working Arrangements
Employees can request a range of flexible working options, including:
- Part-time working: Employees work fewer hours than the standard full-time contract.
- Job sharing: Two employees share the responsibilities of one full-time role.
- Compressed hours: Employees work their contracted hours over fewer days.
- Flexitime: Employees can adjust their start and finish times within agreed limits.
- Remote working: Certain administrative or coordination tasks can be completed from home.
- Term-time working: Employees work only during school terms, supporting parents and guardians.
Each request is assessed on an individual basis, considering employee needs and service delivery requirements.
3.3 Eligibility and Right to Request Flexible Working
All employees have a statutory right to request flexible working from the first day of employment. At {{org_field_name}}, we encourage flexible working discussions from the start of employment, ensuring that work-life balance is embedded in our culture.
Eligibility criteria:
- Employees may make up to two statutory flexible working requests in any 12-month period.
- Requests must be made in writing and must state that they are a statutory flexible working request and specify the change requested and the date the employee would like it to take effect.
- Employees are not required to explain the effect of the change on the organisation; however, they may include any helpful information (e.g., suggested rota options) to support a constructive discussion.
3.4 Process for Requesting Flexible Working
Employees should submit a written request to their line manager (with a copy to HR) setting out:
- the flexible working change requested (e.g., hours, times, days, location); and
- the date they propose the change would start; and
- that the request is a statutory flexible working request (if applicable).
Acknowledgement: We will acknowledge receipt promptly and arrange a meeting to discuss the request where appropriate.
Consultation (required before refusal): If we are considering refusing a request, we will consult with the employee to explore the request in more detail and consider whether any alternative arrangements could be agreed (for example, a different pattern, a phased change, or a time-limited trial).
Decision timeframe: We will confirm the outcome in writing as soon as reasonably practicable and in any event within 2 months of receiving the request, unless an extension is agreed in writing with the employee.
Trial period: Where appropriate, we may agree a trial period to assess operational impact and continuity of care. Any trial arrangements (duration, review date, and success measures) will be confirmed in writing.
Appeal: Where a request is refused, the employee may appeal in writing within 14 days of the decision. An appeal meeting will be arranged as soon as reasonably practicable and the appeal outcome will be confirmed in writing.
3.5 Grounds for Declining a Request
Requests for flexible working may be refused only for one or more of the following statutory business reasons:
- the burden of 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 periods the employee proposes to work;
- planned structural changes.
In domiciliary support services, when applying these grounds we will explicitly consider: continuity of care, safe staffing and skill mix, travel time and call-scheduling, and our ability to meet individuals’ assessed needs and personal plans.
3.6 Supporting Work-Life Balance Initiatives
In addition to formal flexible working arrangements, {{org_field_name}} promotes a culture of well-being, ensuring that employees feel supported in managing their personal and professional lives. Initiatives include:
- Well-being support: Access to mental health resources, counselling, and employee assistance programmes.
- Reasonable adjustments: Supporting employees with childcare, caring responsibilities, and health conditions.
- Annual leave planning: Encouraging fair and structured holiday scheduling.
- Stress management training: Equipping staff with strategies to maintain a healthy work-life balance.
By actively promoting well-being, we enhance staff engagement, motivation, and retention, benefiting both employees and service users.
3.7 Monitoring and Reviewing Flexible Working Practices
To ensure that flexible working arrangements support both employees and service delivery, {{org_field_name}} will:
- Conduct annual reviews of flexible working practices.
- Gather feedback from employees and managers to improve processes.
- Ensure compliance with CIW regulations and UK employment laws.
- Provide ongoing managerial training on handling flexible working requests effectively.
All flexible working agreements will be reviewed periodically to assess their impact on operations and service quality, ensuring continuous improvement.
3.8 Domiciliary service continuity, staffing and governance (CIW aligned)
When considering and implementing flexible working arrangements, {{org_field_name}} will ensure that:
- staffing levels and skill mix remain sufficient and are reviewed and adapted to meet changing needs;
- there are robust arrangements to cover sickness and absence so that care and support needs continue to be met;
- rota and visit scheduling supports continuity of care and minimises disruption to individuals receiving the service;
- any agreed flexible working arrangement is recorded in workforce planning and rota systems, monitored for impact, and reviewed where risks to safe or consistent service delivery are identified.
Record keeping: HR will maintain an auditable record of flexible working requests, consultation discussions, decisions (including reasons), trial outcomes, and appeal outcomes. Learning points and themes will be considered within service governance and quality monitoring arrangements.
4. Efficiency in Managing Flexible Working
To ensure efficient and fair management of flexible working, {{org_field_name}} implements:
- Digital workforce scheduling tools, ensuring that staff availability is optimised without compromising care quality.
- Clear communication protocols, allowing teams to coordinate effectively even with flexible schedules.
- Automated leave and rota management, reducing administrative burdens and ensuring fair shift allocation.
- Ongoing training for managers, ensuring they understand legal obligations, fair decision-making, and operational impacts.
- Regular policy reviews, ensuring that our approach remains responsive to staff needs and business requirements.
By embedding flexible working as a strategic priority, {{org_field_name}} supports both staff well-being and service user satisfaction, ensuring a resilient and motivated workforce.
5. Related Policies
This policy should be read alongside:
- Staff Supervision, Training, and Development Policy (DCW27)
- Equality, Diversity, and Inclusion Policy (DCW30)
- Health and Safety at Work Policy (DCW16)
- Lone Working and Staff Safety Policy (DCW23)
- Staff Leave and Absence Policy (DCW33).
6. Policy Review
This policy will be reviewed annually, or sooner if legislative changes or organisational needs require updates.
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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