Flexible Working Policy

Purpose

The purpose of this policy is to set out the flexible working standards and options within Wilson Vale Catering’s process in relation to requesting flexible working to ensure that every request is considered seriously and allows all employees to be treated fairly, equally and in line with the relevant legislation. This policy sets out Wilson Vale Catering’s approach to supporting Managers in the managing of flexible working requests.

This policy does not form part of an employee’s contract of employment and Wilson Vale Catering may amend this policy at any time.

Introduction

This policy applies to all Wilson Vale Catering employees at all levels providing the following:

Every employee has the right to make an application for flexible working. This is a day one right.
The employee has not made more than 2 applications to work flexibly during the past 12 months, however an employee may only have one live request for flexible working with Wilson Vale Catering at any one time.

From the employee’s perspective, flexible work may allow more freedom to organise their employment to fit in with other parts of their life. For the business, flexibility may come with the ability to organise people resources more in line with the varying needs of our customers and / or clients, or with the peaks and troughs of demand. Flexibility can have a positive impact for all.

In reaching a decision, Wilson Vale Catering will carefully look at the benefits of the requested changes in working conditions for the employee and the business and weigh these against any adverse business impact of implementing the changes. The policy aims to encourage fair and transparent decision making by the company.

Flexible Working Application Process

The employee would need to put their request in writing, to their manager that they would like to consider a flexible working arrangement. It must include the date of the request, the change the employee is requesting to the terms and conditions of their employment in relation to their hours, times, place of work and the date the employee would like the change to come into effect. It must also confirm if and when the employee has made a previous request for the flexible working to the employer.

After receiving a request for flexible working, the Manager should hold a consultation meeting with the employee within a reasonable timescale (no longer than two months after the request is submitted) to discuss the request in greater detail.

The purpose of the meeting is to explore the request in depth and discuss how it might be accommodated. It is also an opportunity to consider alternative suitable working arrangements if there are potential obstacles in accommodating the employee’s initial request. An employee does not have the right to be accompanied at any meeting regarding an application for flexible working.

The Manager will then write to the employee as soon as is practicable to confirm whether the request has been accepted, and if not, outline the clear justifications for the decision. If it has been accepted, this will include details of when this is to start and any impact on current terms and conditions where applicable. Any appeal against a refusal decision can be made using the appeal process set out below. Requests and appeals must be considered and decided upon within three months of the receipt of the request.

Trial Periods

Any agreed new arrangements for individual employees may be subject to a trial period (e.g. three months) where appropriate. The length and terms of the trial period will be discussed with the employee prior to any changes being implemented and will be determined on a case-by-case basis, dependent on the nature of the change and the role being performed by the employee.

Managers should hold regular meetings / discussions with the employee during and at the end of the trial period, to discuss the suitability of the revised working arrangements and to agree any necessary adjustments. If on completion of the trial period, the Manager and / or the employee determine that the new arrangements are inappropriate and no suitable adjustments can be made to the arrangements, then the employee will be required to revert to their previous working arrangements. Such amendments to arrangements will also be confirmed in writing to employees by the Manager.

Grounds for Refusal

All applications for flexible working under these arrangements will be actively and positively considered. However, the operational requirements of the business will take precedence and Wilson Vale Catering may have to refuse an application should the proposal result in one or more of the following:

An unacceptable burden of additional costs to Wilson Vale Catering
A detrimental effect on Wilson Vale’s capability to meet customer demand and operational needs.
An inability to re-organise work among existing employees.
An inability to recruit additional employees.
A detrimental impact on quality.
A detrimental impact on performance.
Insufficiency of work during the periods the employee proposes to work.
Planned structural changes.

The above list is not exhaustive and there may be more specified reasons for refusal.

Appeal Process

In order to appeal, the employee must submit the grounds for their appeal in writing in line with the instructions and timeframes as stipulated in their decision outcome letter. An appeal hearing will then be arranged within a reasonable timeframe and conducted by an independent hearing Manager. The decision of the appeal is final and is not open for further challenge.

Please note that an employee is permitted to make two flexible working requests in a 12-month period. Any request that is accepted may result in permanent changes to terms and conditions where applicable, unless a trial period is agreed. If a trial period is agreed, a review will take place at the end of the trial and if deemed successful, then a permanent change will be made and communicated accordingly.

Please note: If the Manager arranges a meeting to discuss the request at any stage, including any appeal, and the employee fails to attend both this meeting and a rearranged meeting without a good reason, Wilson Vale Catering may consider the request withdrawn. This would suggest that Wilson Vale Catering need not make a decision in the employee’s absence (as we might in other situations such as a disciplinary).