1. INTRODUCTION
CHRG (Castle Hill RLS Ltd) is committed to providing productive and supportive working environments for all team members and acknowledges that flexible work arrangements may be appropriate for certain positions and in certain circumstances.
Our flexible work policy aims to:
• Foster flexibility in employment and working arrangements to achieve a balance between work and family responsibilities for our employees where possible, and
• Ensure that all team members and leaders are aware of the flexible work arrangements available and their responsibilities under this policy.
This policy applies to all employees and replaces all existing flexible working arrangements, whether written or not.
This policy, and any associated Flexible Work Arrangement Agreements, do not form part of a team member’s contract of employment.
2. ELIGIBILITY
All team members are eligible to apply for a change in their working arrangements, if they have been employed for 12 or more months regularly and systematically (and there is a reasonable expectation of continued employment on a regular and systematic basis) and require flexibility because they:
• are pregnant.
• are the parent, or have responsibility for the care, of a child who is of school age or younger
• are a carer (within the meaning of the Carer Recognition Act 2010).
• have a disability
• are 55 or older.
• are experiencing family and domestic violence
• are caring for or supporting an immediate family or household member who requires care or support because they are experiencing family and domestic violence.
All other team members must be classified as a ‘good performer’ to be eligible This means that they must have received a rating of ‘Meets Expectations’ in all categories of their most recent Check-In and must not be under any formal performance or behaviour warning/improvement plan.
Team members serving out a resignation or termination notice period are not eligible to apply.
3. FLEXIBLE WORKING ARRANGEMENT OPTIONS
Workplace flexibility occurs when an employee and an employer make changes to when, where and how a person will work to better meet individual and business needs.
CHRG may offer the following flexible work options in certain circumstances and in accordance with this policy
Type Details
Regular Remote Work (Work from home)
Ad Hoc Remote Work
CHRG recognises that working on site provides numerous benefits for team members and the business. It drives a sense of purpose and belonging, provides networking opportunities, increases creativity and collaboration, and provides better access to resources. For this reason, CHRG’s default position on work location is CHRG’s venues. There is no inherent right to work remotely, rather this is an additional offering that CHRG provides at its discretion.
Regular remote work will generally not be considered suitable for the following types of positions:
• work that requires a high degree of supervision or monitoring;
• work that involves a large amount of teamwork
• work that involves daily face-to-face contact with other workplace stakeholders (customers or other team members)
• positions that carry responsibilities for training or supervising others; or
• positions where the workplace participant has little control over the flow of work.
Any agreement for regular remote must not extend past 60% of working hours being conducted remotely.
Any agreement for regular remote work must include the following details:
• Days and times that remote work will be performed.
• What equipment/resources/cost will be borne by the team member and what by CHRG.
• The team member must be contactable during all agreed hours of work and be able to attend the workplace during remote working hours from time to time e.g. staff meetings, events, training etc.
• The team member must follow CHRGs standard processes for time and attendance, including completion of timesheets and notification of absences.
CHRG will generally provide the following to facilitate remote work:
• PC (either desktop or laptop) where the work requires access to specialised software or data storage not available through online applications.
• Workers' compensation and company property insurance that covers remote working.
The team member will bear the cost of all home utilities such as telephone (including mobile), electricity, water, gas, heating, air-conditioning, homemaintenance and insurance and is advised to keep detailed records for taxation purposes.
Ad hoc remote work is a remote work arrangement that occurs on a rare and occasional basis for a specific incidental reason.
A Flexible Work Arrangement Agreement is not required for ad hoc remote work. The application and approval process will be conducted in writing by email between the team member and their leader for each occasion.
All applications must be made, where possible, with 24 hours of business day notice.
The process is not intended to be a substitute for a formal Flexible Work Arrangement Agreement and would take place no more than eleven (11) times per year.
Situations which would qualify for an ad hoc remote work request include:
• Home maintenance appointment or expected delivery where the team member needs to be present but can work as normal.
• Vehicle service or repairs where the team member is unable to obtain appropriate transport but can work as normal.
• Temporary physical condition that prevents the team member from attending the workplace but is otherwise able to work as normal.
Situations which would not qualify for an ad hoc remote work request include:
• Caring for a sick child who requires care during normal working day. In this case, personal leave, family leave or annual leave can be used.
• Team member is home sick and feel like partial duties can be performed during the normal working day. In this case, employees can avail of hours available for personal leave.
• Employee is unavailable during regular working hours but could work outside of those hours. In this case, an employee can avail of hours available for family leave or annual leave.
Changes in hours of work Team members may request changes to their hours of work. Generally, this will be a reduction in hours.
For permanent team members, this may include the utilisation of annual leave entitlements to supplement reduced hours or a change of employment status from full-time to part-time.
Changes in patterns of work
Team members may request changes to their pattern of work hours, for example, changes to start/finish times or a condensed working week eg working 38 hours across 4 days instead of 5.
4. REQUESTS FOR FLEXIBLE WORK ARRANGEMENTS
Team members should initially discuss their need for flexible working arrangements with their leader and consider options for implementing alternative working arrangements that will meet both personal and business requirements.
Any requests for ongoing flexible work arrangements must be in writing, directed to the employee’s manager and include the following:
• Details of the reason for the request.
• The arrangement which is being requested.
• The proposed duration of the arrangement. If the anticipated duration is indefinite that should be indicated.
• An analysis of any potential impacts on the business operations on CHRG and specifically on the team to which the employee belongs, including proposals regarding workload coverage and, where applicable, arrangements for days when the team member will not be on site.
Any requests for ad hoc flexible work arrangements are to be directed to the team member’s immediate leader, in writing, in advance.
5. EVALUATION AND APPROVAL OF FLEXIBLE WORK ARRANGEMENTS
Leaders will assess all request, taking the following into consideration:
• The practicality of the request
• The costs of implementing the request.
• The impact of the request on productivity, efficiency and customer (internal and external) satisfaction.
If the leader supports the proposal, the request may then be submitted to the Head of People and Purpose for approval as required.
A written response to the request will be provided to the team member within 7 days of the request being made.
Requests may be denied on reasonable business grounds such as cost, capacity, practicality, inefficacy, or impact If a request is not approved, the team member will be provided with written reasons for the decision.
All arrangements involving regular remote work will be subject to detailed risk assessment of the home workplace environment utilising the Remote Working Health and Safety Checklist, before any decision can be made.
Where a request is approved, a Flexible Work Arrangement Agreement will be issued. The Agreement will include:
• Duration of the arrangement, including the length of the trial period and review points.
• Time, hours and days of work to be worked
• Circumstances under which either party may vary the arrangement, including how these will be managed
• Circumstances under which either party may terminate the arrangement.
5.1.Trial Periods
Any Flexible Work Arrangement approved under this policy will undergo an agreed trial period to ensure the arrangements meet the business requirements of CHRG, and the flexibility required by the team member
At any point within the trial period, CHRG can end the Flexible Work Arrangement by providing the team member with 2-weeks’ notice
5.2.Ongoing Review
If the trial is successful and Flexible Working Arrangements are adopted, the arrangement will be reviewed on a regular basis to ensure:
• Work health and safety requirements continue to be met.
• Operational requirements are being met.
• CHRG policies and procedures are being adhered to.
• The quality, quantity and timeliness of the work performed is to the standard required.
• The impact on other members of the work team is not detrimental to the overall performance of the team and company.
• The team member is complying with the terms of the agreement.
• The Flexible Work Arrangements are meeting the needs of the employee.
6. TERMINATION OF FLEXIBLE WORK ARRANGEMENTS
CHRG reserves the right to terminate any Flexible Work Arrangement Agreement with a team member at any time by giving four weeks’ notice.
7. SAFETY & WELLBEING
CHRG policies and procedures in relation to wellbeing and safety apply to all flexible working arrangements.
All arrangements involving regular remote work will be subject to detailed risk assessment of the home workplace environment. This assessment may include on-site or virtual inspections.
Only work environments assessed meeting the minimal requirements will be approved.
CHRG will not be responsible for providing or paying for any facilities/equipment required for an employee to conduct arrangements safely when the request has been made by the employee.
If the requirement for remote work is mandatory, CHRG will provide the required facilities/equipment required for an employee to conduct arrangements safely until it is deemed appropriate to return to the office and/or venue
If there is an accident or a team member is injured while conducting remote work, the incident or injury must be reported immediately. Where an investigation is required, the team member must allow a person, appointed by CHRG, to access their home for the purpose of conducting such investigation.
8. ROLES AND RESPONSIBILITES
8.1.Leaders
Leaders are responsible for:
• Considering each application and applying this policy in deciding if a request is agreed.
• Ensuring Flexible Work Arrangements are in line with this policy.
• Having the practical skills and confidence to lead a team with different working arrangements.
• Tracking the career progression of team members who are remote working to ensure they have access to all training and other benefits and to ensure that they suffer no disadvantage in opportunities for promotion or career development.
• Ensuring the necessary resources and equipment to facilitate Flexible Work Arrangements within the context of this policy.
• Evaluating the outcomes of the Flexible Work Arrangements and looking for improvements.
8.2.Team Members
Team members are responsible for:
• Identifying personal needs and possible solutions and being realistic about what is possible.
• Taking responsibility for delivering their own workload as agreed with their leader
• Reporting any workplace incidents, injuries or illnesses that occur whilst undertaking Flexible Work Arrangements.
• Reporting any potential hazards that may exist in the Flexible Work Arrangements environment as it changes from time to time.
• Ensuring that any Flexible Work Arrangements comply with all CHRG policies and procedures.
• Actively participating in review and continuous improvement of Flexible Work Arrangements
9. BREACH OF THIS POLICY
Breaches of this policy may result in counselling and or disciplinary action, up to and including dismissal.
10. REVIEW OF THIS POLICY
This policy will be reviewed every two years to ensure it remains consistent with all relevant legislative requirements, as well as the changing nature of the company or more frequently where legislative requirements are changed or amended.
11. POLICY COMMUNICATION AND EDUCATION
This policy will be stored on CHRG’s intranet site. It will be incorporated into induction/onboarding programs and CHRG will conduct education sessions on the application and operation of this policy as required and when any changes to the policy are implemented.
12. DOCUMENT HISTORY
Prepared by: Approved by: Date: Version: Comments
Alison Brinkman Head of People & Purpose