Monash University Procedure
Procedure Title
Work Life (Job Share)
Parent Policy
Workforce Management Policy
Date Effective
2 May 2016
Review Date
3 years from effective date
Procedure Owner
Executive Director, Monash HR
Category
Human Resources
Version Number
2.0
Content Enquiries
ask.monash or phone Monash HR on 990 20400
Scope
This procedure applies to all eligible academic, professional, and trades and
service staff members.
Purpose
The following procedures are to facilitate job-sharing arrangements within
the University.
PROCEDURE STATEMENT
The following is a step by step process for staff members who wish to apply for job-share
arrangements.
1.
The staff member applies for a job share arrangement
1.1.
Staff may apply for approval of job-share arrangements by completing and submitting a
Flexible Working Arrangements Request. Please refer to the Workforce Management
Procedure - Flexible Working Arrangements for details.
2.
The supervisor considers the application, in consultation with the
HR Business Partner
2.1.
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 and
with key clients and/or stakeholders;

the delegation of work to staff;

the effect on other staff and on business needs and customer service;

the impact of job-sharing on future staffing flexibility; and

the method of monitoring and assessing the arrangement.
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Monash University Procedure
2.2.
The supervisor will discuss the job-share application with the relevant HR Business Partner.
2.3.
The HR Business Partner will provide advice to the supervisor on the arrangements of the
job share including:

task assignment;

hours of work;

compliance with the requirements of the University's relevant workplace agreements;
and

the appropriate duration of the arrangement
2.4.
The HR Business Partner will consult with Workplace Relations in advising the supervisor.
2.5.
The supervisor will approve the application where it is reasonable and practicable to do so
and if he/she is satisfied that work and operational requirements will not be adversely
affected.
2.6.
In circumstances where a request is to work less than a 0.6 employment fraction or where
the staff member is seeking to reduce their employment fraction by more than 0.2, the
approval of the Executive Director, Monash HR will be required prior to the request
proceeding. Refer to the Workforce Management Procedure - Flexible Working
Arrangements.
2.7.
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.
3.
The supervisor or HR Business Partner notifies the HR Operations
Centre of the agreed arrangement
3.1.
When agreed, the details of the job-share arrangements must be sent to the HR Operations
Centre, [email protected] or to Monash HR, Monash University VIC 3800 for processing and
to be included on the staff members' personal file.
3.2.
Seperate contracts of employment will be maintained for staff participating in job-share
arrangements and they will be paid salary and accrue leave pro rata.
4.
Job-Share Supervision
4.1.
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.
5.
Job-Share Vacancies
5.1.
An entire position may be advertised for recruitment on a job-share basis.
5.2.
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 jobshare 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.
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Monash University Procedure
5.3.
Where:

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

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.
6.
Grievance and Dispute Resolution
6.1.
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.
7.
Responsibilities
Staff member
7.1.
The staff member is responsible for submitting an application for a job-share arrangement
and working with the supervisor to agree its terms.
Supervisor
7.2.
The supervisor is responsible for:

discussing the job-share application with the relevant HR Business Partner;

considering whether the application for job-share is reasonable and practicable and
ensuring that the operational requirements will not be adversely effected; and

ensuring the job-share supervision requirements are implemented and operate and
agreed.
HR Business Partner
7.3.
The HR Business Partner is responsible for providing advice to the hiring manager on the
arrangements of the job share, in consultation with Workplace Relations.
Workplace Relations
7.4.
Workplace relations is responsible for:

providing advice to the HR Business Partner on the application of this procedure;

ensuring compliance of the procedure with the University's workplace agreements;
and

maintaining and updating this procedure.
Responsibility for
implementation
Status
Revised
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Monash University Procedure
Approval Body
Name: Executive Director, Monash HR
Date: Date approved
Author:
Definitions
Head of Unit: head of an academic or organisational work unit, for example
Head of School, Head of department or where applicable, a person acting as
his or her nominee
HR Business Partner: is a key member of the Monash HR Business
Partnering community and provides strategic advice, guidance and solutions
that underpin key client goals, HR strategy and organisational vision to a
particular client group.
HR Operations Centre: is a centralised HR team that brings together the
HR Advisory, HR Business Support and HR Recruitment functions. The HR
Operations Centre delivers a broad range of HR operational services at all
stages of the employee lifecycle including recruitment and appointment of
staff, staff enquires and contract renewals.
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 parttime.
Relevant Enterprise Agreement: means the Enterprise Agreement that
applies to a particular staff member. The Monash University Enterprise
Agreement (Academic and Professional Staff) 2014 will apply to academic
and professional staff at the University and, depending on the services
provided by a trades and services staff member, the Monash University
Enterprise Agreement (Trades and Services Staff - Buliding and Metal
Trades Staff) 2009 or the Monash University Enterprise Agreement (Trades
and Services Staff - Catering and Retail, Cleaning and Caretaking, and
Miscellaneous services staff) 2005 will apply.
Staff member: for the purpose of this procedure, means a person employed
by the University on a continuing or fixed-term basis.
Supervisor: means the person who is responsible for the supervision of staff
member(s) and in most cases this will be the immediate line manager.
Legislation Mandating
Compliance
Related Policies
Related Documents

Recruitment and Selection Policy

Remuneration and Benefits Procedure - Salaries

Remuneration and Benefits Procedure - Types of Leave (Pre-natal and
Parental Leave)

Categories of Employment at Monash

Remuneration and Benefits Procedure – Overtime and time off in lieu
(Professional Staff)
EA Agreements

Monash University Enterprise Agreement (Academic and Professional
Staff) 2014
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Monash University Procedure

Clause 16.19 - Fractional Employment

Clause 72 - 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)

Clause 74 - Hours of Work for Miscellaneous Services Staff other than
Control Room Operators and Security Patrol Staff
Documents

Categories of Employment at Monash

OHS Information Sheet No. 18 - Pregnancy and Work
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)
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