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| Date of Issue: | 3 June 2026 |
|---|---|
| Approved by: | PCC |
| Review date: | Annually in May |
Bracknell Parochial Church Council (“the PCC”) sets out the following procedure approved by the PCC.
Introduction
It is the Parish of Bracknell’s policy to encourage open discussion with employees. An employee that thinks they may benefit from flexible working is encouraged to speak to the Incumbent or the Churchwardens to arrange an informal discussion to talk about the options.
Purpose
This policy aims to encourage staff to consider flexible working arrangements. The Parish of Bracknell recognises that a better work-life balance can improve employee motivation, performance, and productivity, and reduce stress.
Therefore, The Parish of Bracknell wants to support its employees achieve a better balance between work and their other priorities, such as caring responsibilities, leisure activities, further learning, and other interests. The Parish of Bracknell is committed to agreeing any flexible working arrangements, provided that the needs and objectives of both the Church and the employee can be met.
Scope
This policy applies to all employees in The Parish of Bracknell. We expect all those working on behalf of The Parish of Bracknell to act in accordance with this policy when engaged in the business of The Parish of Bracknell.
Definitions
Flexible working – any type of working arrangement that gives some degree of flexibility on how long, where and when an employee works.
Annualised hours – where an employee's contractual working hours are calculated as the total number of hours to be worked over the year, allowing flexible working patterns to be worked throughout the year. Usually the hours will be divided into rostered hours, which are set, and unallocated hours, when an employee can be called into work as demand dictates (and to cover unplanned work and employee absence). Payment will be in 12 equal instalments (although arrangements may be permitted where the pay for the work actually done is in the period to which the payment relates).
Compressed hours – is where an employee works their usual full-time hours in fewer days by working longer blocks meaning that there is no reduction in their pay. For example, a 5-day week is compressed into four days, or a 10-day fortnight into 9 days.
Flexitime – allows an employee to choose, within certain limits, when to begin and end work. An employee is required to work during a core time and must work an agreed number of hours during the accounting period. Their hours of attendance will be recorded and added up at the end of each accounting period. A deficit of hours should be made up in the following accounting period. Excess hours may be used to either reduce attendance outside of core hours or, take additional leave (flexi-leave). Additional leave should be requested and agreed with the employee’s line manager in the same way as annual leave.
Home-working – is when an employee regularly carries out all, or part of, their duties from home rather than the employer’s premises. Easthampstead Parish can consider home-working being an occasional agreed day, a mix of home and office based work each week or a full time arrangement.
Job-sharing – is an arrangement where a full-time post is divided into two part-time roles. The two job holders then share the overall duties and responsibilities. Their skills and the hours each employee wishes to work must be compatible, and meet the needs of The Parish of Bracknell. Pay and benefits are shared in proportion to the hours each works. Job sharing can be considered where the creation of a single part-time post is difficult, or where two individuals wish to work part-time. The suitability of posts for job-sharing will be stated in any internal or external advertisements.
Overtime – is when hours are worked in addition to the usual full time hours. Overtime can be agreed where The Parish of Bracknell would benefit from an employee working more hours. This is voluntary and an employee can refuse overtime if they wish. Overtime will be paid at the basic rate.
Part-time working – covers any arrangement where an employee is contracted to work anything less than typical full time hours for the type of work in question. For example, an employee who only works Monday to Wednesday. The Parish of Bracknell believes that all posts will be available on a part-time basis, except where a critical examination by line management proves this to be impracticable. The suitability of posts for part-time working will be stated in any internal or external advertisements.
Term-time working – is where an employee reduces their hours or takes time off during any school holidays. Any weeks above their annual leave entitlement will be unpaid. Salary can be paid in 12 equal monthly instalments (although arrangements may be permitted where an employee is only paid for the time worked and receive no pay during the holidays apart from their entitlement to annual leave).
Policy statement
The following flexible working options are the typical arrangements that employees will request but The Parish of Bracknell recognises that there may be alternatives or a combination of options which are suitable to both The Parish of Bracknell and the employee:
- Annualised hours
- Compressed hours
- Flexitime
- Home-working
- Job-sharing
- Overtime
- Part-time working
- Term-time working
The needs of The Parish of Bracknell
The Parish of Bracknell is committed to providing a range of appropriate working patterns. However, employees and management need to be realistic and to recognise that not all flexible working options will be appropriate for all roles.
Where a flexible working arrangement is proposed The Parish of Bracknell will need to take into account a number of criteria including (but not limited to) the following:
- the costs associated with the proposed arrangement
- the effect of the proposed arrangement on other staff
- the need for, and effect on, supervision
- the existing structure of the department
- the availability of staff resources
- details of the tasks specific to the role
- the workload of the role
- whether it is a request for a reasonable adjustment related to a disability
- health and safety issues
Eligibility
Any employee with at least 26 weeks of employment service has a statutory right to request flexible working. However, The Parish of Bracknell has taken the view that employees in all areas, and at any level, are entitled to submit a request for flexible working regardless of their length of service.
Submitting a flexible working request
An eligible employee is entitled to submit one flexible working request in a 12-month period (an employee is entitled to additional requests if they relate to a statutory entitlement, for example the Equality Act 2010 right to request reasonable adjustments).
All requests must be made by email. Any request made must include:
- the date of the application,
- the changes that the employee is seeking to their terms and conditions,
- the date from when the employee would like the proposed change to come into effect,
- what effect the employee thinks the requested change would have on The Parish of Bracknell,
- how, in their view, any such effect could be dealt with,
- whether this is a statutory or non-statutory request,
- whether a previous application for flexible working has been made,
- the dates of any previous applications.
If the employee is making the request in relation to the Equality Act, e.g. as a reasonable adjustment relating to a disability, this should be made clear in the application.
If an application does not contain all the required information the Rector will explain to the employee what additional or amended information they need to provide and ask the employee to resubmit the request.
Meetings regarding flexible working
Upon receiving a written request for flexible working, we may seek to arrange a meeting with the employee to:
- discuss the request,
- find out more about the proposed working arrangements,
- how it could be of benefit to both the employee and The Parish of Bracknell.
If a meeting is arranged, it will be held within 28 days of The Parish of Bracknell receiving the request. This time limit may be extended with the agreement of both the employee and The Parish of Bracknell.
The employee will be given advance notice of the time, date, and place of the meeting. If the initial date is problematic, then one further date will be proposed. If a face-to-face meeting is difficult to arrange then, if agreed by the employee and the Incumbent of the Churchwardens, the meeting may be held over the telephone.
At the meeting the employee may, if they wish, be accompanied by a workplace colleague or a trade union representative.
If the employee fails to attend a meeting and then fails to attend a rearranged meeting without good reason, their application will be deemed to have been withdrawn.
Where a request can, without further discussion, be approved as stated in the employee's written application a meeting to discuss the request may not be necessary. The employee will be informed of The Parish of Bracknell’s agreement to the request by a confirmation letter as outlined in the section ‘Responding to a flexible working request’ within 28 days of The Parish of Bracknell receiving the request. This time limit may be extended with the agreement of both the employee and The Parish of Bracknell.
Responding to a flexible working request
We will consider the proposed flexible working arrangements, looking at the potential benefits and adverse effects to the employee and to The Parish of Bracknell in implementing the proposed changes.
Each request will be considered on a case-by-case basis. Agreeing to one request will not set a precedent or create the right for another employee to be granted a similar change to their working pattern.
The employee will be informed in writing of The Parish of Bracknell’s decision as soon as is reasonably practicable, but no later than 14 days after the meeting.
The request may be granted in full, in part or refused. The Parish of Bracknell may propose a modified version of the request, the request may be granted on a temporary basis, or the employee may be asked to try the flexible working arrangement for a trial period. If the request is agreed, then the employee will be sent a confirmation letter which will include details of the new arrangements. The employee should contact us within 14 days if they wish to discuss the new arrangements further or have any concerns.
Right to appeal decision
The employee has the right to appeal the decision if their request is refused or is only agreed in part with us.
The employee may lodge an appeal within 14 days of being notified of a decision on their application. This should be done in writing and clearly state the grounds on which they are appealing. The appeal will be heard within 14 days. The employee will then be informed of the outcome to their appeal within 14 days of the appeal meeting. These time limits may be extended with the agreement of both the employee and The Parish of Bracknell.
Trialling new working arrangements
Where there is some uncertainty about whether the flexible working arrangement is practicable for an employee and/or The Parish of Bracknell a trial period may be agreed. If a trial period is arranged The Parish of Bracknell will allow sufficient time for an employee and their manager to implement and become used to the new working practices before taking any decisions on the viability of a new arrangement.
Varying an employee’s contract
Where flexible working practices are agreed as a permanent change, a variation will need to be made to the employee’s contract of employment. A new contract of employment will be sent to the employee within 28 days of the change to the employee’s working pattern being agreed.
If the employee has any questions or concerns about the new contract of employment, they should contact us to discuss the matter further.
Where a trial period has been arranged The Parish of Bracknell will provide the employee with a document that details their new working pattern and makes clear that it is only a temporary variation to the terms of the employee's contract. The employee will be informed in writing of the start and end dates of the trial period (although The Parish of Bracknell may reduce or lengthen the trial period where necessary with the agreement of the employee). The Parish of Bracknell will reserve the right, at the end of the agreed trial period, to require the employee to revert to their previous working arrangement.
Complaints and further information
The Parish of Bracknell is strongly opposed to any form of victimisation of individuals who work, or request to work under flexible working arrangements.
If an employee feels that they have been treated unfairly or are dissatisfied with any stage of the flexible process, they should raise their concerns informally with us.
If informal discussions do not resolve the matter to an employee's satisfaction, they should raise a grievance under The Parish of Bracknell’s grievance procedure.
Law relating to this document:
- Employment Rights Act 1996
- Equality Act 2010
- Flexible Working Regulations 2014