Contractual homeworking
Contractual homeworking is where an employee’s contractual work base is their home. A range of jobs may be suitable for homeworking. We may consider suitability in recruitment, or for existing posts. This will be dependent on operational and service needs.
The same contractual rights and duties as other employees apply. Home-workers have the same terms and conditions, except where specifically varied. For example, concerning their place of work. The contract of employment will include additional clauses covering:
- place of work
- hours
- travelling expenses
- confidentiality
We will consider paying office allowances when contracted to work at home to:
- install broadband
- pay heating, lighting and telephone costs
The allowance rates are in the travel and expenses policy. These payments are only for designated homeworkers.
Managing employees who work from home as contractual homeworkers or through smarter working
We support employees working from home by:
- maintaining good communication if not regularly in their core place of work
- ensuring we brief employees on team and corporate issues in a timely way
- putting arrangements in place for team contact and communication
With less face-to-face contact between colleagues, we aim to improve communication via:
- email updates
- regular management contact
- telephone contact
- project reviews
- regular team meetings
- regular one-to-one meetings
We will agree clear and realistic objectives with employees. We will manage performance outputs.
Managers must ensure that expectations of the employee about their role and contracted hours are clear. They will set objectives and agree to set standards of productivity, quality and service.
Managers and employees will agree house-keeping guidance, which will include:
- arrangements for regular management and team contact
- arrangements for backing up computer data
- secure systems of work including shared electronic filing
- secure storage of equipment and documentation
- confidentiality of telephone, video call and email conversations
- data protection
- access to equipment needed to do their job including any specialised equipment to support a disability
- health and safety arrangements including workplace assessments and accident reporting
- hours of work
- sickness absence reporting
- lone working
- booking annual leave
- telephone routing or message handling
- arrangements for printing and post
- business journey planning to minimise travel
Information assurance and security of equipment
Employees should make themselves familiar and comply with our information assurance policies.
More details about information assurance policies and procedures are available on our intranet.
Any policy breach may lead to an employee being subject to our disciplinary policy.
Equipment and information security are vital when working from home. Employees must keep any equipment used for work purposes secure, including laptops, mobiles and memory devices. For security purposes, they must be:
- stored in a lockable storage cabinet, if available
- stored out of sight of windows and doors to deter thieves
- never left unattended in vehicles, even if not visible
Employees must take all reasonable steps to safeguard equipment from loss or damage.
Security of information
Employees have a personal and professional responsibility to keep information safe. They must be aware of confidentiality regardless of their working environment.
Accident reporting
If an accident happens when working remotely or at home, employees must notify their manager or designated contact as soon as possible.
Personal security
Employees must take care when releasing personal details to service users (for example, telephone number, home address).
Employees should quote a business number, if available. Alternatively, they should make arrangements to use an office number.
Where possible, meetings with service users or colleagues are to take place on Microsoft Teams or on work premises. If meetings are taking place in the home, employees must:
- notify colleagues of any appointments and visitors attending
- have booking in and out procedures, if appropriate
- make other arrangements for maintaining contact with their manager and colleagues
Managers and employees will discuss and agree to appropriate arrangements in advance. They must adhere to them.
Employee guidance
More details about smarter working are available in the smarter working policy and on our intranet.
Partner premises
Employees working from designated partner premises must agree that:
- our policies and procedures apply when working from another location. This includes data protection and information governance
- host partners are responsible for building health and safety
- they have personal responsibility for their health and safety
- they are aware of site requirements for each visit including signing in and out, and fire evacuation
Travel expenses
For guidance about expenses while working from different locations, read the travel and expenses policy.
Insurance
We have an employer's liability insurance policy which covers employees working at home. Employees must seek insurance advice on the following before starting formal homeworking:
- insurance cover
- mortgage and lease arrangements