Flexworking (Homeworking) Chapter

Flexworking (Homeworking) Policy

Introduction

1.Flex Working (Homeworking) allows employees to be flexible in where they work. Flex working tools can give employees the ability to work away from the office without losing contact with their colleagues or clients and improve productivity by enabling employees to focus on work which requires periods of intense concentration, for example, producing budgets, writing reports or entering data. It also saves travel time to the office and thus assists with work life balance.

2.Flex working (Homeworking) allows greater flexibility for the whole team, and this policy’s aim is for an overall more effective organisation of work.

3.The benefits of flex working (homeworking) for the Insolvency Service (The Service) and employees can include:

  • Improved efficiency and effectiveness
  • Time and cost savings on business mileage and commuting
  • Retention of trained and experienced employees, who may otherwise have to leave for domestic reasons, resulting in savings on the recruitment and training of new staff
  • Reduction of carbon emissions
  • Reduction in office accommodation space which leads to cost savings
  • Greater autonomy in managing workloads
  • Greater job satisfaction and personal responsibility
  • Supports The Service’s Equal Opportunities Policy, for example flex working may benefit some employees with disabilities

4.Flex working (homeworking) is recognised as a form of flexible working. The statutory right to request flexible working subject to certain eligibility requirements, under the Employment Act (2002) has been extended with effect from 06 April 2009. To be eligible to make a statutory flexible working request, a person must:

  • be an employee - agency workers do not qualify
  • have worked for the employer continuously for at least 26 weeks on the date they make their request
  • not have made another statutory request during the past 12 months

5.Under the legislation, the employee can make an application for flexible working if they either:

  • have a child aged 16 or under
  • have a disabled child who is under 18, and who is in receipt of disabilityliving allowance (DLA)
  • have care responsibilities for an adult who requires care

6.If an individual has a disability, then the employer has a legal duty to make “reasonable adjustments” to that person’s working arrangements. Flex working (Homeworking) or remote working would be accepted as “a reasonable adjustment” under the Disability Discrimination Act.

Scope & Principles

Scope

This policy applies to all employees of The Service, except the Senior Civil Service whose terms of employment rests with BIS. Contractors, agency staff and casuals are not employees of The Service and, therefore, this policy does not apply to them.

Principles

Flex working (Homeworking) must always be balanced with business requirements. The following principles will help guide when Flex working (homeworking) can be accommodated and what constitutes The Service best practice.

Flexworking (Homeworking) should:

  • Support the team's normal ability to meet The Service objectives;
  • Support the team's normal provision of services to colleagues or other customers;
  • Enable the team to maintain its quality of service;
  • Be reasonable. It should not create a burden of additional work for colleagues, which might become onerous to the team.
  • The case is different if the individual qualifies under the Disability Discrimination Act (DDA).
  • The Service will encourage and support voluntary Flex working (homeworking) where it meets business needs.
  • All employees will be treated equitably, whether they are home or office based.
  • All Flex workers (homeworkers) will be required to comply with Insolvency Service policies and procedures, particularly in regard to Data Protection, confidentiality, security and Health and Safety.

Definitions of Flex (Home) Working & Terms and Conditions

Definitions of Flexworking (Homeworking)

Home workers
In this arrangement the employee will be officially based at home, (their office is based in their home) which is their formal place of work, even though they may work away from home for part of their working hours and they will make occasional visits to the office as necessary. This arrangement will require office equipment at home and will affect the employee’s terms and conditions.

Flex workers

i.The term Flex worker applies to employees, who have a regular pattern of working at home agreed with their Line Manager and they may work from home 1 or 2 days per week on a regular basis.

ii.In all these cases the manager has an obligation to ensure that the employee understands what constitutes safe and secure home working, by bringing to the attention of the employee this policy and the accompanying guidance, which can be found in Employment Matters.

Mobile workers

Mobile workers are employees who work from home and from various other locations as their job requires them to travel to different locations.

Flexworking Terms & Conditions

If an employee is a Flex worker and their home is their official place of work, either full-time or part-time, their terms and conditions are altered. The Flex worker’s contract of employment will be changed to reflect the change in terms and conditions.

Eligibility & Ending Flexworking

Eligibility for Flexworking

There is no employee right to work at home and any request for Flex working will be decided by the Line Manager.

To be effective, Flex working has to primarily meet the business needs of The Service as well as those of the individual. Not all jobs are suitable for Flex working (homeworking), any request will be considered on its merits. Jobs that have identifiable outputs may be suitable for Flex working (homeworking). Jobs that are unlikely to be suitable or practical for Flex working are operational roles that provide a service, for example, members of the Conference Room Booking Team.

All Flex working will be subject to the prior agreement of the employee’s Line Manager. The Manager should be able to contact the person working at home at agreed times.

Ending Flexworking

Should the Line Manager wish to end the Flex working agreement, three month’s notice must be given. Should an individual wish to stop working as a Flex worker, they will be required to give three month’s notice.

In exceptional circumstances, a Line Manager can stop the individual’s Flex working agreement, where there are issues that make it impossible for Flex working to continue e.g. disciplinary or performance issues. In such instances, before taking action, the Line Manager must contact HR Local Management Advisory Team.

Core Hours

Flex workers may agree with their Line Manager to work their hours to a non-standard arrangement, provided they adhere to core hours.

------Band width ------
Flexible / Core / Flexible / Core / Flexible
Band / Time / Lunch / Time / Band
(Arrival) / Break / (Department)
------Core Time ------
07.00 / 10.00 / 12.00 / 14.15 / 15.30-19.00
Bandwidth: The times within which the office is open for work.

Health & Safety & Risk Assessments

Health & Safety

Under the Health and Safety at Work Act 1974, the employer is responsible for employees’ safety at work and this applies when the employee is working from home as well. However, the employee also has an obligation to ensure that they take reasonable care not to harm themselves or others. The Service reserves the right to check the employee’s home work areas for Health and Safety purposes. The need for such inspections will depend on the frequency the employee is working at home and the nature of the work undertaken.

Risk Assessments

Before flexible working can be commenced, staff will be invited to complete Health and Safety e-learning. They must also complete a work area risk assessment at home. This risk assessment must be completed before any revised terms and conditions can be issued. Flex workers will complete the self assessment form. Staff will also need to allow access to their property for a Portable Appliance Testing (PAT) company to test the IT equipment in their home.

Security & Confidentiality and Insurance

Security and Confidentiality

Employees are responsible for ensuring the security of Insolvency Service property and information within their possession.

Insurance

The Service will be responsible for any necessary insurance for equipment supplied to Flex workers and for employer’s liability insurance.

The Service’s Public liability insurance, which covers legal liability of The Service and its staff for injury and or property damage to third parties caused whilst on Insolvency Service business, extends to situations where the employee is working at or from home.

It is the responsibility of the employee who is a Flex worker to provide adequate home buildings and contents insurance. The Service will not accept liability for damage caused to the home or its contents.

A Flex Worker must inform their insurers that they are working from home on a regular basis.

Taxation/Mortgage & Equipment

Taxation/Mortgage

Employees working at or from home are responsible for any tax or mortgage implications arising out of their Flex worker status. It is strongly recommended that employees investigate any likely tax and mortgage implications, with the appropriate authorities, before they commence any Flex working arrangement.

Equipment

The Service will provide appropriate equipment (subject to availability) to Flex workers to enable them to work at home.

Training & Performance Review

Training

The Service is committed to providing relevant training to all employees according to need.

Performance Review

The same standard of performance applies to all Flex workers as to staff working in the office. The same performance appraisal procedures will apply.

Flexworking (Homeworking) Guidance

Introduction

1. The Insolvency Service (The Service) recognises the benefits for both employees and the organisation in having flexible working arrangements that allow individuals (subject to operational needs) to be based at home, or to work from home on a regular or occasional basis.

2. Flex working (Homeworking) relies on an individual balancing their home needs while showing a continued commitment to the Service’s values and remaining accountable for their responsibilities within the organisation.

3. The purpose of the Service’s Flex working (Homeworking) policy is to encourage and support working from home where this is appropriate, and would achieve one or more of the following:

  • Extra flexibility in working hours providing potential for increased productivity
  • Higher quality of work due to improved morale, and fewer interruptions
  • Improved work/life balance
  • Improved delivery of work by e.g. non-interrupted working time, enabling quicker turnaround of tasks and better quality through improved concentration levels
  • Reduced costs for the Service – lower overheads
  • Lower absenteeism
  • Better recruitment/retention of employees (wider pool of candidates, for example, people with disabilities).
  • Reduced travel problems e.g. transport availability/cost

4. This guidance has been produced to support the Service’s Flex Working Policy (Homeworking) and should be read in conjunction with the Policy. It is designed to assist staff and managers consider the advantages and disadvantages of working from home, and sets out the issues to be considered before deciding whether Flex working (homeworking) is an option for you.

What is Flexworking (Homeworking) and Different Types of Flexworking (Homeworking)

What is Flexworking (Homeworking)?

Flex working consists of working from home rather than at your place of work. It involves greater dependency on electronic systems to accomplish your work and to keep in contact with your colleagues and managers.

Different Types of Flexworking (Homeworking)

Homeworkers
In this arrangement the employee will be officially based at home, (their office is based in their home) which is their formal place of work, even though they may work away from home for part of their working hours and they will make occasional visits to the office as necessary. This arrangement will require office equipment at home and will affect the employee’s terms and conditions.

Flex workers

i. The term Flex worker applies to employees, who have a regular pattern of working at home agreed with their Line Manager and they may work from home 1 or 2 days per week on a regular basis.

ii. In all these cases the manager has an obligation to ensure that the employee understands what constitutes safe and secure home working, by bringing to the attention of the employee this policy and the accompanying guidance, which can be found in Employment Matters.

Mobile workers

Mobile workers are employees who work from home and from various other locations as their job requires them to travel to different locations.

Supporting Flexworkers, Dependents

Supporting Flexworkers

It is recognised that there can be disadvantages to home working. These can include isolation and lack of on site peer and management support. Through the management structure, the Service will help individuals to overcome these issues by ensuring that managers are available to provide regular supervision within the office environment. Flex workers will be expected to attend regular team meetings and the whole team will be encouraged to ensure team communication includes Flex workers.

Dependents

It is not considered appropriate to combine home based working with dependent care. Employees must therefore, be made aware that working from home is not a substitute for making arrangements for the care of dependents.

Guidance for Managers

Expectations

It is important for managers of Flex, home/mobile workers to set clear expectations of what is required of employees in terms of their hours of work, attendance at the office, responding to telephone calls and emails and reporting. Also, given the change in the working environment, this may lead to the employee feeling isolated from other members of the team and so steps should be taken to ensure that the Flex (home/mobile) worker remains involved in work events and that they are invited to attend training courses and team meetings.

Receiving Applications for Flex, Home or Mobile Working

1. If, as a Line Manager, you receive an application to work from home or as amobile worker from a member of your staff, you should deal with the request within 6 weeks. However, if the individual has made the request under the Statutory right to request flexible working i.e. because they have a child under the age of 17, or if the child is disabled, under the age of 18, or because they have care responsibilities, then you need to give a response within 28 days. This is a statutory requirement.

2. Any form of homeworking is generally not suitable for new entrants to The Service who need to gain experience of the way The Service works. However, you should consider each case on its own merits.

3. Initially, you should make arrangements to meet with the member of staff to discuss the application informally. You should discuss with them the type of arrangement they wish to work, and consider issues raised below, such as their suitability to work from home. If they still wish to apply, you must ask them to put a business case to you by completing the Flex working application form. The case should set out:

a. the details of the arrangement, including how it will benefit them and the organisation;

b. explain how efficiency will be maintained and provide evidence that they have the required skills to become a home worker;

c. details of the personal equipment that s/he will require.

Considering Requests for Flexworking (Homeworking)

1. In order to decide whether Flex working is viable, you should consider the business case and whether operational needs can be met by the person working from home.

2. If the application is being made as a “reasonable adjustment” under the Disability Discrimination Act, you should discuss the application with Human Resources.

3. You should consider requests carefully and base your decision on the ability to provide appropriate levels of work and to maintain the quality and efficiency of the Insolvency Service work, as well as accommodating the employee’s needs.

4. You should consider all the following issues before reaching a decision:

Is the job suitable for Flex working? / Certain job characteristics may lend themselves more readily to Flex working (homeworking):
  • A high degree of written work
  • Work with clearly defined areas of individual work e.g. research, report writing, policy work
  • Work with clearly defined objectives and not subject to sudden changes of priority
  • Work which does not require frequent input from colleagues or face to face contact with clients

Does the applicant homeworker possess the right personal qualities? /
  • Self motivation
  • Self reliance and discipline to work without direct supervision
  • Ability to meet deadlines
  • Initiative, flexibility and time management skills
  • IT literate - comfortable with use without supervision; this is very important as flex workers will be expected to set up and disassemble their IT kit regularly.
  • Ability to cope with reduced social contact/isolation

Is it cost effective? /
  • Does the savings in office space and overheads justify the investment in equipment for the individual?

Is the individual’s home suitable for homeworking? /
  • Is there sufficient space to accommodate all the necessary furniture and equipment?
  • Are there any particular Health & Safety issues?
  • Is there sufficient quiet time or are there others living in the home during the day, including young children?

Will there be adequate support for the homeworker? /
  • Will the manager have sufficient time to supervise work remotely?
  • Will The Service be able to provide the same support to the homeworker as office-based staff?
  • Does the employee have the support of family and friends for the homeworking arrangement, in order to minimize interruptions during working hours?

Is there commitment from both the manager and the applicant to make Flex working (homeworking) a success? /
  • Do you and the employee believe the role can be carried out from home or is there a difference of opinion? –an open discussion should determine this.
  • Is there trust on both sides that the individual concerned can work effectively from home?

Will there be an increase in workload for other colleagues? /
  • How will telephone calls in the office or face to face enquiries be dealt with?
  • Is the employee organized enough to carry out work from home without making requests from colleagues in the office?
  • Are there tasks that cannot be carried out from home and will fall to another member of the team?

What are the supervision/reporting arrangements? /
  • Outline clear supervision and reporting arrangements and consider whether this will require more time than for an office based worker

Does the individual have any people management responsibilities? /
  • Can the homeworker effectively manage any office-based staff?

What will be the effect if the majority of the team wish to homework? /
  • Will operational needs be met?
  • How will the telephones and in person enquiries be covered?

Competing Applications for Flexworking (Homeworking)