Flexible Working Time Arrangement
Adopted Oct 22, Review Oct 24
CONTENTS
1. INTRODUCTION
2. RELEVANT EMPLOYMENT LAW
3. HOURS OF WORK
4. THE STANDARD WORKING DAY
5. STAFF ON SICK/ANNUAL LEAVE OR WORKING AWAY FROM THE OFFICE ON OFFICIAL BUSINESS
6. ELIGIBLE OTHER OCCASIONS WHEN CREDIT TIME MAY BE ALLOWED FOR ABSENCES
7. STANDARD HOURS NOT WORKED AT THE END OF THE ACCOUNTING PERIOD
8. ARRANGEMENTS FOR TIME OFF UNDER THE FWH SCHEME RECORDING THE NUMBER OF HOURS WORKED
9. MONITORING ARRANGEMENTS
10. MAINTAINING A SERVICE TO THE PUBLIC
1. INTRODUCTION
a. Every employee has the statutory right to ask to work flexibly after 26 weeks employment service. An employee can only make a statutory request once in any 12-month period. This document outlines the structure of the Flexible Working Time (FWT) arrangements for Spilsby Town Council.
2. RELEVANT EMPLOYMENT LAW
a. Employment Rights Act 1996
3. HOURS OF WORK
a. Flexible working hours allows for flexibility in the hours of attendance for staff provided that the needs of the office come first. This means that the work must be carried out efficiently and effectively and staffing must meet the needs of the work.
b. Over a four-week period, called the "Accounting Period", staff must work their "Standard Hours." If they work more or less than the Standard Hours staff may “carry-over" the excess or deficit. This is described in paragraph 7
c. Standard Hours are
● For the Town Clerk 24 per week (22 hours in the office plus 2 hours for Council Meetings and various committee and working party meetings held annually)
● For the Deputy Town Clerk 15 hours per week.
4. THE STANDARD WORKING DAY
The FWT scheme splits the working day into four periods. Each period is known as a band.
The working day will be as per contract of employment
|
1: |
0800 |
} Earliest flexible start time |
|
|
1000 |
} Latest start time
Staff may start work any time during this band. Time worked before 08.00 will not gain credit
|
|
2: |
1000 |
} |
|
|
1230 |
} Core time
Staff must be present during this period unless on an authorised absence
|
|
3: |
1200 |
} Earliest flexible lunch period start time |
|
|
1400 |
} Latest lunch period return time
Staff must take a minimum lunch break of 30 minutes but the break may be extended to last up to 2 hours.
|
|
4: |
1400 |
} Earliest flexible departure time |
|
|
1800 |
} Latest departure time Core time
Staff may finish work any time during this band. Time worked after 1800 will not gain credit unless for a pre-arranged Council Meeting, Meeting or training event.
|
5. STAFF ON SICK/ANNUAL LEAVE OR WORKING AWAY FROM THE OFFICE ON OFFICIAL BUSINESS
a. For periods of absence due to sickness, disability leave, annual leave or official business, credit time normally at the rate of 7 hours for each day of absence is allowed and 3 hours 30 minutes for each half day.
b. These absences should be recorded on the FWH update sheets and authorised by the line manager.
c. Where an absence on official business exceeds 7 hours a credit for reckonable time is permitted.
6. ELIGIBLE OTHER OCCASIONS WHEN CREDIT TIME MAY BE ALLOWED FOR ABSENCES
a Casual absences from work such as visits to the doctor, dentist, hospital, opticians, antenatal classes etc. (staff must try to reduce the period of absence as far as they can by arranging suitable appointment times i.e. early or late in the working day).
b Unavoidable delay in arriving at work due to transport disruption or other exceptional circumstances and for early departure for similar reasons. Line managers must consider the circumstances of each case and they must ensure that staff participating in FWH and staff who do not participate in the scheme are treated equally. A credit may be given for an absence which occurs either wholly or partly outside core time provided the line manager is satisfied the member of staff would normally have been at work for the period in question.
c Special leave for domestic purposes; external training; further education.
7. STANDARD HOURS NOT WORKED AT THE END OF THE ACCOUNTING PERIOD
a. Within certain limits it does not matter whether staff work too many or too few hours within one 4 week Accounting Period.
b. Staff may carry over time to the next accounting period as follows: -
● a credit of up to a maximum of 11 hours
or
● a debit not exceeding 11 hours
c. Any arrangements in relation to accumulated hours will be introduced on a pilot basis initially and reviewed after a period of six months in operation.
d. The review will encompass the impact of the arrangements on the work/life balance issue for the staff involved.
8. ARRANGEMENTS FOR TIME OFF UNDER THE FWH SCHEME
a. Time off is subject to the approval of the line manager, who will take the needs of the office into account.
b. Staff may take the equivalent of 1 ½ days off in any one Accounting Period without it being counted against annual leave entitlements. This is in addition to the carry-over provisions outlined in paragraph 7.
c. Staff must arrange their attendance during the rest of the Accounting Period to make sure that they have worked the approximate Standard Hours by the end of the period - subject to the maximum carry-over described in paragraph 7.
9. RECORDING THE NUMBER OF HOURS WORKED
a. By the computerised FWH sheet held on the office computer.
10. MONITORING ARRANGEMENTS.
a. The success of the scheme depends largely on good relations between staff and their Line Manager.
b. With good sense and good will the scheme provides benefits for both management and staff.
c. It is the responsibility of line managers to monitor and supervise the attendance of their staff.
d. Nothing in this agreement alters the above andindividual FWT records should be examined frequently and at irregular intervals.
11. MAINTAINING A SERVICE TO THE PUBLIC
a. The Town Clerk’s office will still be open to the Public Monday-Friday between 10am and 12.30 pm.
b.
c. If this is not possible, a notice must be displayed in Spilsby Town Council notice board with closure dates.