Workforce Management Procedure - Work Life (Job-Share)

Parent policy

Workforce Management

Preamble

The following procedures are to facilitate job-sharing arrangements within the University and apply to all eligible academic, professional, and trades and service staff members.

Definitions

HR Business Partner: is a member of the Monash HR community who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a HR Service Hub.

HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.

Job-sharing: A flexible work arrangement where two or more staff share a single full-time or part-time position by dividing the work, each working part-time.

Applications for Job-Share

1. Staff may apply to their supervisors for approval of job-share arrangements. In considering an application for a job-share arrangement, the supervisor will examine:

• the nature and requirements of the work and its suitability or otherwise for sharing;
• the division of duties and responsibilities between staff participating in the job-share and the proposed duration of the job-share arrangement;
• the arrangements for communication between staff participating in the job-share;
• the delegation of work to staff;
• the effect on other staff and on customer service;
• the impact of job-sharing on future staffing flexibility; and
• the method of monitoring and assessing the arrangement.

Responsibility - Supervisor

2. The supervisor will approve the application where reasonable and practicable to do so and if he/she is satisfied that work and operational requirements will not be adversely affected.

Responsibility - Supervisor

Terms and Conditions of Job-Share

1. If an application for job-share is approved, the arrangements for the job-share will be agreed, including task assignment, hours of work, and the duration of operation. When agreed, the details of the job-share arrangements must be sent to the relevant HR Service Hub to be included on the staff members’ personal file.

Responsibility – Supervisor and HR Business Partner

2. Any job-share arrangements agreed, including hours of work, must be compliant with the requirements of the University’s relevant workplace agreements.

Responsibility - Staff and supervisors

3. The terms and conditions applicable to part-time staff under the University’s relevant workplace agreements will apply on an equivalent basis to staff participating in a job-share arrangement.

Responsibility - Director, Workplace Relations.

4. Separate contracts of employment will be maintained for staff participating in job-share arrangements and they will be paid salary and accrue leave pro rata.

Responsibility - Director, Workplace Relations and Director, HR Operations.

Job-Share Supervision

There will be a single designated supervisor that all job-share partners report to. The performance of each job-share partner will be assessed on a separate basis in accordance with the applicable performance management scheme.

Responsibility - Supervisor

Job-Share Vacancies

1. An entire position may be advertised for recruitment on a job-share basis.

Responsibility - Director, Recruitment Design and Delivery

2. If a joint application is received from job share partners for a job-share vacancy, it will be assessed in the same manner as applications from other candidates. Normally each job-share partner will be interviewed separately to assess the suitability of each against the selection criteria, although all job-share partners may be interviewed together to discuss their joint application.

Responsibility - Selection committee chair

3. Where:

1. a job-share partner ceases to participate in a job-share arrangement by transfer or appointment elsewhere within the University or upon termination of employment; and
2. the remaining job-share partner(s) and the relevant Head of organisational unit agree that the job-share arrangement should continue

the Head of organisational unit will seek to fill the job-share vacancy.

Responsibility - Head of organisational unit

Grievance and Dispute Resolution

Any grievance or dispute concerning these procedures or staff access to job-share arrangements will be subject to the resolution procedures outlined in the University’s relevant workplace agreements.

Responsibility - Director, Workplace Relations

Related procedures

• Recruitment, Selection and Appointment Procedure - Recruitment Advertising
• Recruitment, Selection and Appointment Procedure - Selection and Appointment
• Remuneration and Benefits Procedure - Salaries
• Remuneration and Benefits Procedure - Types of Leave (Parental Leave)
• Workforce Management Procedure - Categories of Employment
• Workforce Management Procedure - Hours of Work

Related Enterprise Agreement Clauses

• Monash University Enterprise Agreement (Academic and Professional Staff) 2009 - Clause 16.20 - Fractional Employment and Clause 73 - Hours of Duty
• Monash University Enterprise Agreement (Trades and Services Staff - Building and Metal Trades Staff) 2009 - Clause 43 - Hours of Work
• Monash University Enterprise Agreement (Trades and Services Staff - Catering and Retail, Cleaning and Caretaking, and Miscellaneous Services Staff) 2005 - Clause 15 - Part-time Employment, Clause 35 - Hours of Work and Span of Hours, Clause 51 - Hours of Work, Clause 65 - Hours of Work, Clause 73 - Hours of Work for Control Room Operators and Security Patrol Staff (Excluding Casual Staff), and Clause 74 - Hours of Work for Miscellaneous Services Staff other than Control Room Operators and Security Patrol Staff

Related Documents

• OHS Information Sheet No. 18 - Pregnancy and Work
• Workforce Management Guideline - Work Life (Job-Share)

Related Forms

• Change to Work Schedule/Fraction Form - Professional Staff
• Change to Work Schedule/Fraction Form - Trades and Services Staff
• Change to Work Schedule/Fraction Form - (Part-time Academics)