Contents
- Split between attending work and working remotely. 1
- Eligibility. 2
- Split between attending work and working remotely. 2
- Taking individual circumstances into account. 2
- Microlink’s workforce needs to be flexible. 3
- Arrangements while attending the workplace. 3
- Safe working Measures. 3
- Arrangements whilst working remotely. 4
- Sickness. 4
- Technology and Equipment. 4
- Health & Safety. 4
- Data Protection. 5
- Flexible Working Request. 5
- Exceptions. 5
- Monitoring. 6
Introduction
1. Split between attending work and working remotely
1.1. Microlink anticipates that most employees will spend up to 80% of their time working remotely and at least 20% of their time working in the office. No amendment will be made to individual terms and conditions of employment as this clearly states that you may be requested to work from another location.
1.2. Hybrid working is an important element of both our:
1.2.1. Strategy for adapting to and thriving in the new working environment following the coronavirus pandemic, and
1.2.2. Commitment to supporting a positive work-life balance for our employees.
1.2.3. Contribution to Net Carbon Zero
3. Eligibility
3.1. Hybrid working is available for most desk-based positions but is not currently suitable for:
3.1.1. Supply Chain and Logistics Personnel
3.1.2. Production and Repairs/Technical Support Personnel
3.1.3. Company Cleaner
3.1.4. Individuals who are unable to work from home due to lack of space or internet connections
3.1.5. Individuals who suffer from extreme anxiety when not working in a group
3.1.1 to 3.1.3 are dependent upon being in the office location to receive and despatch orders or to receive and despatch computers. The premises can only be cleaned when an individual is present.
4. Eligibility
4.1. We expect most employees to spend at least 20% of their working time at the workplace. A flexible approach, managed by your line manager will be used to set out the days on which you are expected to attend the workplace and the days on which you are expected to work remotely.
4.2. The number of days per week each employee spends attending the workplace compared with working remotely will vary, depending on:
4.2.1. the individual circumstances
4.2.2. the nature of the role
4.2.3. what is happening within their role and team at any time, and
4.2.4. the needs of Microlink, including the space available within Microlink House
5. Taking individual circumstances into account
5.1. Microlink recognises the benefits of being flexible and that this schedule could be difficult for some employees to follow. For example, you could:
5.1.1. live a significant distance from the workplace and it would be more efficient for you to spend more time working remotely, or
5.1.2. have challenges within your working environment at home that means that remote working is difficult for you, and you would like to attend the workplace more often than this
5.2. Please speak to HR and your line manager if you think that you would benefit from working full time at the workplace. Depending on the nature of the additional flexibility that you are seeking, we may ask you to make a formal flexible working request.
6. Microlink’s workforce needs to be flexible
6.1. Given the degree of flexibility that our hybrid working arrangements provide, we expect our workforce to be flexible.
6.2. You may be required to attend work on a particular day at the request of your line manager, for example for in-person training and for meetings that your line manager has determined are best conducted in person.
6.3. Similarly, there may be circumstances in which we ask you to work remotely, or to work from such other place as we may reasonably require, when you would otherwise expect to attend the workplace, for instance:
6.3.1. operational needs, if we have too many employees attending the workplace on specific days, or
6.3.2. for coronavirus-related reasons, for example, in the event of a lockdown/government guidance that employees should work from home if they can
In such cases, you will be given as much advance notice as Microlink is able to give.
7. Arrangements while attending the workplace
7.1. Working Hours: For days on which you are attending the workplace, your normal hours of work, as set out in your contract of employment will be enforced.
7.2. Workspaces: We will be operating a hot-desking policy, whereby we provide a bank of workstations at the workplace. Our hot desks will be allocated via a booking system, managed by HR.
7.3. At the end of each day on which you are attending work, please ensure that you leave the hot desk clean and tidy. Your laptop and other equipment or any personal items should not be left on our hot desks overnight.
7.4. With the exception of Thursday’s work areas are cleaned regularly.
8. Safe working Measures
8.1. Your safety is our priority and we have put in place the following safeguards in our workplace:
8.1.1. Workers with serious underlying health conditions and workers in other vulnerable groups, such as pregnant workers, are consulted individually about potential adaptations to their role.
8.1.2. It is essential that if you, or anyone you live with develops recognisable Covid symptoms, that they take a PCR test.
8.2. Where you need to use public transport, please think about social distancing, where possible, keeping your distance from others and avoiding touching surfaces.
9. Arrangements whilst working remotely
9.1. Whilst working remotely, you must be available and working during your normal hours of work, as set out in your contract of employment.
9.2. We ask you to be mindful that you are not overworking – down time from work is essential. To help maintain your wellbeing, please make sure that you take adequate rest breaks.
9.2.1. If you work more than 5 hours per day, please ensure your take your lunch hour
9.2.2. Even if you are busy, it is essential that you find the time to take a break of at least 20 minutes during each working day that lasts more than six hours.
9.2.3. Ensure the time-period between stopping work one day and beginning the next is not less than 11 hours.
9.3 Please be as clear as possible with your line manager about your hours of work for days on which you are working remotely. Making use of tools such as shared calendars and out of office messaging can help colleagues be aware of your availability on these days.
10. Sickness
10.1. When working remotely, you should not work if you are unwell. If you are sick and unable to work, please follow Microlink’s sickness reporting policy.
11. Technology and Equipment
11.1. You will be provided with:
11.1.1. Laptop
11.1.2. Desk
11.1.3. Chair
11.1.4. Any recommended equipment arising from a DSE/Access to Work Assessment
11.2. Employees may be able to claim tax relief for any household expenses incurred from working at home, provided the expenses are solely work related. If you wish to benefit from this tax relief, see the Government’s guide on claiming tax relief for your job expenses
www.gov.uk/tax-relief-for-employees/working-at-home
12. Health & Safety
12.1. You should consult with your line manager to ensure that your remote working set-up is appropriate and that you are working in a safe manner. However, you must also take responsibility for your own health and safety and that of anyone else who is affected by your work (for example others in your household when you are working from home).
12.2. You must notify your line manager if:
12.2.1. you feel any discomfort due to working remotely (such as back pain); or
12.2.2. you believe that there are any work-related health and safety hazards;
12.2.3. work-related accidents occur in your home.
12.3. Your line manager will escalate the matter to HR to look into what action can be taken.
13. Data Protection
13.1. Employees who are working remotely are responsible for keeping information associated with Microlink secure at all times. Specifically, remote workers are under a duty to:
13.1.1. practise good computer security, including using a unique password for your work laptop [and any other devices you use for work];
13.1.2. keep all hard copies of work-related documentation secure, including keeping documents locked away at all times except when in use; and
13.1.3. ensure that work-related information is safeguarded when working in public spaces, for example by:
13.1.3.1. positioning your laptop so that others cannot see the screen
13.1.3.2. not leaving your laptop unattended; and
13.1.3.3. not having confidential/business-sensitive conversations in public spaces
13.2. In addition, the laptop [and other equipment] provided by Microlink must be used for work-related purposes only and must not be used by any other member of your household or third party at any time or for any purpose.
14. Flexible Working Request
14.1. This policy focuses on how Microlink operates hybrid working but there are many other forms of flexible working. If you have 26 weeks’ service with us, you retain the right to make a formal request for flexible working, whether or not hybrid working is available for your role.
14.2. Examples are:
14.2.1. Reducing the number of hours that you are working
14.2.2. Changing your start and finish times
14.2.3. Compressing your working hours into fewer days (for example, moving to a nine-day fortnight); and
14.2.4. Working flexitime
14.3. If you would like to request another form of flexible working, or if we do not currently offer you hybrid working but you would like to request it, you should make a formal request under our Flexible Working policy to HR.
15. Exceptions
15.1. There are no exceptions to this policy.
16. Monitoring
16.1. MLPC commit to reviewing this policy and procedure regularly to ensure best practice and that they remain within the legal framework and current legislation. The policy will be reviewed annually.
| Name: | Michael Moore |
| Position: | Legal Counsel |
| Date: | 2 May 2022 |
| Signature: |  |
