Job sharing
Job-sharing is a formal contractual arrangement typically where two people voluntarily share:
- duties and responsibilities
- pay
- benefits
This is in proportion to the hours they each work. The contract will specify the conditions and hours for each person.
Job-sharing has many benefits. It can:
- promote diversity by increasing the scope, range and availability of jobs. It supports people who cannot or choose not to work longer hours
- maximise resources from which to recruit
- retain employees who have valuable skills and reduce turnover
- increase efficiency - two employees may have complementary skills to offer
- reduce the effects of absences, such as sick leave and annual leave. If one person is away, the other person may continue
- provide additional cover in peak periods. Both sharers may be on duty at the same time.
Division of posts
Managers determine the arrangement of hours in consultation with the job-sharers. Employees can share posts in several ways, such as:
- each sharer working a proportion of the working day or week
- sharers working alternate weeks
- sharers splitting the working week (for example, three days one week and two days the next)
The total job-share hours are equal to the established post. Changeover periods must fall within the total established hours.
We may allocate duties between job-sharers to:
- reflect the skills, abilities and working hours of the sharers
- support the needs of the service area
The grade applies to the whole job. Wherever possible, sharers should undertake the full range of duties.
How to initiate a job-share
A job-share can be initiated by:
- job-sharers applying for and being appointed to an advertised vacancy
- an existing employee asking to share their present post
- two current employees asking to share one of their current posts
Any decision to refuse a job-share will be objective and service-related. Managers will explain the decision to the employee.
Advertised vacancies
We will advertise all suitable vacancies as available for job-sharing.
Existing job-sharers may apply for a vacancy. They can apply jointly or as a single applicant.
Joint application, if shortlisted
- we will interview job-sharers separately
- we will hold a second brief interview with both job-sharers. The second interview will be to discuss the joint application
- only one applicant may be successful
- we will offer the appointment on the hours of the post
Single application, if shortlisted
- we will assess a single job-sharer in the same way as other candidates
- we will offer the appointment on the hours of the post
The general principle of appointing the best candidate will apply.
If we only find a single job-sharer, the post will be advertised twice and at a later date.
If we cannot find a suitable job-share partner, termination provisions of the procedure when a job-sharer leaves will apply.
Existing employees wishing to job-share their post
An employee may submit a flexible working request to share their existing post. If we accept, we will advertise the remaining job-share post. The post will remain the same until a partner is appointed. We will advertise the post twice, in agreement with the existing employee.
Joint applications from existing employees wishing to job-share one of their posts
Two employees may wish to job-share one of their existing posts. They may make a flexible working application. If we accept, we will discuss the proposed working arrangements with the existing postholders. We will advertise the resultant post.
The two job-sharing applicants will continue to work in their existing posts until we make the appointment.
When a job-sharer leaves
If a job-sharer leaves, we will offer the full post to the remaining job-sharer(s). If they do not want it:
- we will advertise for a job-sharing partner
- a recruitment process will take place
- we will make arrangements to ensure the duties and hours are covered. This will continue pending the new appointment
We will terminate the job-sharers employment if:
- we cannot find a suitable job-sharing partner after advertising twice
- there are no other suitable part-time posts for the existing job-sharer
We will terminate employment by due notice as set out in the contract of employment.
Conditions of service
Grades and rates of pay
The grade for a job-share post will be that which applies to the post.
We will pay job-sharers pro-rata to the full-time rate for the number of hours worked.
Contract of employment
Each job-share partner will hold an individual contract of employment. The post-holder’s job title will be that of the established post with job-share added. We will include the following paragraph:
"Your post constitutes part of a job share. In the event of the contract of employment of the other partner terminating, we will review this appointment. We will offer you the remaining part of the post. If you decline and it proves impossible to recruit a new partner(s) after advertising twice, and there are no other suitable part-time posts, then the appointment will be terminated by due notice."
We will prepare the job description for the established post. Any changes will reflect agreements reached at interview.
Hours worked will be arranged between the job-sharers and the line manager.
Promotion
Job-sharers may apply for promotion on equal terms with non-job-sharers. Applications can be either joint or individual unless we exclude a post from job-sharing.
Cover arrangements
We may offer job-sharers additional hours to cover for their partner’s:
- holiday
- short or long-term sickness
- maternity leave
It is not a requirement for employees to do the additional hours.
Development and training
Job-sharers will have access to training opportunities. It is on the same basis as non-job-sharing employees. When on training courses outside their contracted daily hours, we will:
- pay part-time employees on the same basis as full-time employees
- or, give time off in lieu