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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 Flexible Working and Work-Life Balance Policy is to create a supportive, inclusive, and balanced work environment that enables employees of {{org_field_name}} to achieve a healthy balance between their professional responsibilities and personal commitments. This policy provides clear guidance on flexible working arrangements, the application process, and how we ensure operational efficiency while promoting staff well-being.

This policy aligns with:

• The Employment Rights Act 1996 (Flexible Working Regulations)
• The Work-Life Balance and Miscellaneous Provisions Act 2023
• The Health and Social Care Standards (Scotland)
• The Fair Work Framework for Scotland
• Care Inspectorate Scotland guidance on workforce well-being
• The Equality Act 2010 (ensuring fair access to flexible working)

At {{org_field_name}}, we recognise that offering flexible working options benefits both the business and employees by enhancing job satisfaction, reducing stress, increasing productivity, and improving staff retention.

2. Scope

This policy applies to:

• All employees including full-time, part-time, and fixed-term contract staff.
• All roles within {{org_field_name}}, including care workers, administration, and managerial staff.
• Different types of flexible working arrangements (outlined below).

This policy does not apply to agency workers or self-employed contractors, unless specifically agreed.

3. Responsibilities

Management Responsibilities

Managers are responsible for:

• Ensuring fair and consistent application of flexible working requests.
• Assessing operational feasibility of flexible work arrangements.
• Supporting employees in achieving a healthy work-life balance.
• Monitoring and reviewing flexible working agreements regularly.
• Ensuring compliance with employment law and Care Inspectorate standards.

Employee Responsibilities

Employees must:

• Submit formal flexible working requests in accordance with this policy.
• Maintain professionalism and productivity under agreed flexible work arrangements.
• Ensure clear communication with managers regarding work availability.
• Abide by the terms of agreed flexible work arrangements.

People We Support and Their Families

• Flexible working arrangements should not negatively impact service delivery to people we support.
• Families and service users should be consulted if changes to staffing schedules may affect continuity of care.

4. Types of Flexible Working Available

At {{org_field_name}}, we offer the following flexible working options:

4.1 Part-Time Work

Employees can request reduced working hours while maintaining employment status.

How we manage this:

• Work schedules will be adjusted based on service needs and staff availability.
• Part-time staff will receive pro-rata benefits.

4.2 Job Sharing

A full-time role can be split between two employees, each working agreed hours.

How we manage this:

• Suitable role-sharing partnerships will be assessed for compatibility.
• Regular handover meetings will be required to ensure continuity.

4.3 Flexitime

Employees can start and finish their shifts within agreed flexible timeframes.

How we manage this:

• Shift flexibility must still meet service requirements.
• Core hours must be covered to ensure continuity of care.

4.4 Compressed Hours

Employees work full-time hours over fewer days (e.g., four long shifts instead of five shorter ones).

How we manage this:

• Risk assessments will ensure staff do not become overworked.
• Rotas will be carefully planned to prevent staff shortages.

4.5 Remote and Hybrid Working (for non-care roles)

Administrative and managerial staff may request home-working for part of their week.

How we manage this:

• Remote workers must maintain secure digital communication.
• Data protection and confidentiality policies must be followed.

4.6 Term-Time Working

Employees with childcare responsibilities can request work schedules that match school term times.

How we manage this:

• Advanced planning of rotas to accommodate seasonal adjustments.

4.7 Career Breaks / Sabbaticals

Long-serving employees can apply for extended unpaid leave for personal development or caregiving responsibilities.

How we manage this:

• Applications will be reviewed case-by-case, ensuring minimal service disruption.

5. Applying for Flexible Working

5.1 Eligibility

All employees with at least 26 weeks’ continuous service can apply for flexible working.

5.2 Application Process

1. Formal written request must be submitted to management, detailing:
   • The type of flexible work requested.
   • The proposed start date.
   • Any anticipated impact on service delivery.
   • Suggested solutions to mitigate challenges.
2. Management will review the request within 28 days.
3. A formal meeting will be arranged to discuss feasibility.
4. A decision will be communicated in writing within 14 days after the meeting.
5. If approved, a trial period may be implemented to assess effectiveness.

5.3 Grounds for Refusing a Request

A request may be refused if:

• The arrangement negatively impacts service quality.
• There is a lack of available cover.
• The request creates additional costs that are unsustainable.
• There is insufficient workload coverage during required hours.

If a request is declined, the employee can appeal within 14 days.

6. Work-Life Balance Initiatives

At {{org_field_name}}, we actively promote work-life balance through:

6.1 Well-Being Support

• Access to mental health support and counselling for work-related stress.
• Flexible scheduling for carers with caregiving responsibilities.
• Encouraging annual leave usage to prevent burnout.

6.2 Employee Assistance Programmes (EAPs)

• Free confidential support for personal and professional challenges.
• Guidance on financial, emotional, and career-related concerns.

6.3 Encouraging Workload Management

• Regular staff supervision to discuss workload concerns.
• Adequate handovers and breaks between shifts.
• Use of digital scheduling systems to prevent overbooking of shifts.

6.4 Promoting a Culture of Respect

• Respect for out-of-hours boundaries (e.g., minimising non-urgent calls/emails during rest days).
• Team support to prevent over-reliance on individuals.

7. Ensuring Continuity of Care

• All flexible working requests must be assessed against operational needs.
• Staff rotas must be planned in advance, ensuring that people we support receive consistent care.
• Temporary staff or shift adjustments will be arranged if required to maintain service levels.

8. Monitoring and Review of Flexible Working Arrangements

• Flexible work arrangements will be reviewed every six months.
• Employees may be asked to adjust or modify their arrangements if operational needs change.
• If an arrangement adversely impacts service quality, it may be revoked with due notice.

9. Related Policies

This policy should be read alongside:

• Annual Leave and Time-Off Policy
• Staff Well-Being and Mental Health Policy
• Parental Leave Policy
• Equality and Diversity Policy
• Workplace Grievance Policy

10. Policy Review

This policy will be reviewed annually or sooner if:

• Legislation or regulatory guidance changes.
• Feedback from employees suggests improvements.
• Operational challenges require adjustments.

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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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