Job Share: Guide for UK Employers

Job sharing is a type of flexible working arrangement where two employees share the responsibilities, duties and hours of a single full-time role. Each person works part-time hours, with both individuals contributing to the role’s overall outcomes. Job shares offer several benefits, including attracting and retaining talented individuals who prefer part-time work due to personal commitments, and can enhance work-life balance and team diversity.

In this guide for employers, we look at what is classed as a job share, the pros and cons of this type of working arrangement, and what employers can do to make job shares work.

 

What is a job share?

 

A job share is a flexible working arrangement that enables two employees to share the same role and responsibilities that one person would ordinarily undertake in a single full-time job.

In a job share, two employees work together to fulfil the responsibilities of one full-time role. They divide the tasks, hours, and benefits between them, often overlapping to ensure continuity. Job sharing requires collaboration and clear communication between the sharers and their manager. The focus is on collectively delivering the outcomes expected of a single position.

Creating a job share can be achieved by dividing the total number of hours that need to be worked in a number of different ways. For example, the working day could be split into mornings and afternoons with the job share partners sharing these shifts, or the working week could be split into Monday-Wednesday am and Wednesday-Friday pm. The job share partners could even work alternate weeks. Or they may work together part of the week, or not see each other at all, being allocated entirely different shifts without any overlap.

 

Practical considerations for employers

 

Job shares can be beneficial to both the employer and employees. With many workers now looking for more flexible or reduced working hours, employers are increasingly turning to less traditional working solutions to facilitate talent attraction and recruitment.

In practical terms, job shares can allow the worker to pursue other interests or work outside of the job in question, or to meet caring responsibilities, while the employer benefits from full-time resourcing of the role.

But making a job share work is not simply about permitting this form of flexible working arrangement to be implemented in the workplace. Having advertised a job sharing role, or agreed to a job share request, employers must be prepared to invest the necessary time and resources in ensuring this arrangement works for both their business and employees.

 

What is the difference between a job share and a job split?

 

In theory, a job share is different to a job split, the latter being where a role is divided by identifying the different elements of the job and allocating separate duties and responsibilities to each individual according to their expertise.

That said, these phrases are often used interchangeably, where a job split is frequently described as a form of job share. There are essentially two different types of job share:

 

• The “twins model,” in which the job sharing employees share the same workload, or are each responsible for the same tasks, but at different times, although often with a little overlap in days;
• The “islands model,” also commonly known as a job split, in which each employee is responsible for different tasks, and works entirely or predominantly independently of one another.

 

The “twins model” is often the simpler and more commonly used of the two types of job share, although the best model will often depend on the nature of the job role, as well as the preferences and skills of each job sharing employee.

 

What is the difference between a job share and a part-time job?

 

Job sharing and part-time work are not the same, although both involve reduced working hours. Job sharing refers to two employees sharing the responsibilities and duties of a single full-time role. In this arrangement, the workload is divided between the two individuals, who often have overlapping hours to allow for collaboration and handovers. Both employees share accountability for ensuring that the overall responsibilities of the role are fulfilled, requiring effective communication and coordination.

In contrast, part-time work involves one employee working fewer hours than a full-time schedule. The duties of the role are independent and not shared with another person; the employee completes their tasks without needing to coordinate with anyone else.

Job sharing requires a greater level of collaboration between the individuals involved, as they must work together to ensure the seamless completion of a single role. Employers also play an important role in managing the relationship between job sharers and clarifying how tasks are divided. On the other hand, part-time work is more straightforward, as it does not involve shared responsibilities or the need for regular handovers between employees.

 

Pros & cons for employers of job sharing

 

There are various pros and cons, challenges and opportunities when employees job share. We look at some of these advantages and disadvantages for employers.

 

Advantages

 

There are various potential benefits to employers when employees job share, including increased learning, mentoring and coaching opportunities for your staff through differing areas of expertise, as well as increased productivity and work output due to the wider range of skills and experience that can be created.

In many cases, two employees holding one position can actually contribute more to a job role, working together, than one person in the same role. Equally, wholly independent job sharers with complementary skills can provide a cost-effective solution for employers who don’t have sufficient work or funds to hire two separate workers on a full-time basis.

The benefit to the employer is this allows them to have two employees with different specialties at little added expense, where employers can cross-train these employees so that they can cover for each other as and when needed.

The use of job shares can also lead to greater employee retention and employee engagement, where the flexibility of this type of working arrangement will often allow an individual to fit their work around other commitments, such as caring commitments or even hobbies, creating a better work/life balance all round.

 

Disadvantages

 

Job sharing can present certain challenges for employers, both practically and legally. Whether a role is advertised as a job share from the outset or adapted to suit the changing working patterns of existing employees, careful planning is essential to ensure the arrangement works effectively for your business.

From a practical perspective, job share partners must decide how to divide responsibilities. This could involve splitting the role based on different times of work or different tasks. Clear agreements are essential to avoid overlaps or gaps in responsibilities. Sharing physical resources, such as workspaces and computers, can also create logistical challenges.

Unlike a traditional part-time role, job sharing relies heavily on collaboration and communication between the sharers. Employees must work together to meet the objectives of the full-time role. This includes coordinating over practical issues, such as holiday cover. For job sharing to succeed, compatibility and strong interpersonal skills are crucial.

If one job share partner leaves, the employer may face difficulties recruiting for the remaining part-time portion. Finding someone who is both willing to job share and compatible with the existing partner can be challenging.

Job sharing also introduces legal considerations. Pay and contractual entitlements must be allocated on a pro rata basis. Each job sharer must be treated as an individual with respect to their statutory and contractual rights, including redundancy selection, sick pay, and parental leave entitlements. Under the Part-Time Workers (Prevention of Less Favourable Treatment) Regulations 2000, job sharers must not be treated less favourably than full-time employees unless justified by objective grounds.

Employers must ensure that any differences in treatment are necessary, proportionate, and linked to a legitimate business aim. Failure to comply with these legal obligations can lead to disputes or claims. Thorough planning, clear agreements, and legal advice are recommended to address these potential issues.

 

Does an employer have to agree to a job share arrangement?

 

Employers are not obligated to agree to a job share arrangement. However, employees have the statutory right to request flexible working from the first day of employment.

When advertising a role as a job share, employers should clearly outline the contract terms, job description, and responsibilities during the recruitment process. This transparency ensures that both potential job share partners understand their roles and expectations from the outset.

An existing employee can request a job share arrangement, provided they have worked for the employer continuously for at least 26 weeks. Employers must handle such requests in a reasonable manner, considering the advantages and disadvantages of the application.

If two employees have identified each other as suitable job share partners and have agreed on how to split their working hours, employers should consider this arrangement seriously. Refusing such a request without a valid business reason could lead to claims of unfair treatment.

Employers can refuse a job share request if there is a genuine business reason. However, the refusal must be based on one of the eight statutory grounds, such as the burden of additional costs or detrimental effect on quality.

While a job share ensures that the role is covered by two employees, employers should assess whether the arrangement is suitable for the specific role and whether it aligns with business needs. Some roles may not be suitable for job sharing, or the arrangement may introduce additional costs or operational challenges.

 

Practical advice for employers

 

Job sharing can be very rewarding for both your business and the employees involved, but for this type of flexible working arrangement to work it will require a degree of flexibility and trust, as well as good teamwork and management.

Employers must be proactive in creating a supportive environment that encourages the success of job sharing while balancing the needs of the business and the employees.

From the outset, it is essential to determine how to divide up the work in a way that aligns with both organisational goals and the individual strengths of the job share partners. This process should involve collaboration with the employees to ensure mutual agreement and equitable distribution of responsibilities. For many employees seeking a job share, external commitments, such as caregiving duties, must be accommodated. The division of tasks should also consider the varying experience levels and skill sets of each individual, allowing both employees to contribute effectively while supporting the broader objectives of the organisation.

Clear expectations about how the job share arrangement will work in practice are critical. These should be outlined in a detailed job share agreement, which serves as a guiding document for all parties involved. The agreement should specify work schedules, task allocations, handover procedures, and a process for resolving any disagreements. To ensure accountability and clarity, it is also recommended to include measurable goals and key performance indicators (KPIs) within the agreement. This helps set clear benchmarks for success and provides a framework for evaluating performance.

As an employer, your commitment to the job share arrangement is pivotal to its success. This commitment should go beyond simply agreeing to the arrangement—it should include fostering an inclusive and supportive workplace culture. Managers should actively encourage and motivate the job share partners, regularly checking in to address any challenges and celebrating milestones or achievements. By doing so, you can build trust and demonstrate genuine investment in the partnership, which in turn boosts morale and productivity.

Effective communication is another cornerstone of a successful job share. Employers should facilitate seamless communication between job share partners, as well as between the partners and management. This can be achieved through the use of shared tools, such as project management platforms, shared calendars, or messaging apps. Regularly scheduled check-ins and updates also play a crucial role in maintaining transparency, ensuring alignment on tasks, and addressing any potential issues before they escalate.

When selecting candidates for a job share arrangement, employers should evaluate their ability to work effectively as a team. This includes assessing their compatibility, complementary skill sets, and communication styles. A strong partnership is often the foundation of a successful job share, so it is essential to focus on these factors during the recruitment and decision-making process.

Regular reviews of the job share arrangement are essential to ensure its ongoing success. These reviews should be conducted quarterly or bi-annually, providing an opportunity to assess what is working well and where improvements can be made. Feedback should be gathered from the job share partners and other team members, enabling data-driven adjustments to enhance efficiency and satisfaction. In some cases, it may be necessary to allow the employees to experiment with their arrangement initially, refining their approach based on what proves to be most effective.

 

Need assistance?

 

A job share arrangement can present various practical and legal challenges for both employers and employees. However, with the right approach and the right partnership – where the two job share employees are willing to cooperate, communicate and, where necessary, compromise – you can create a highly beneficial working arrangement for everyone involved.

DavidsonMorris’ specialists in HR can help with all aspects of workforce management, including adoption of flexible working practices such as job shares. Working closely with our employment lawyers, we provide comprehensive advice on the options open to you as an employer and practical support through discussions with relevant employees. For help and advice, speak to our experts.

 

Job Share FAQs

 

What is job sharing?

Job sharing is a flexible working arrangement where two employees share the responsibilities, hours, and benefits of a single full-time role. Each person works part-time, ensuring the role is fully covered.

 

How does job sharing benefit employers?

Job sharing can improve productivity, enhance employee satisfaction, and provide access to a wider talent pool. It also ensures continuity, as tasks are less likely to be disrupted by individual absences.

 

What industries can use job sharing?

Job sharing is adaptable to many industries, particularly roles that require diverse skill sets or benefit from different perspectives. However, it may not suit every position, especially those requiring a single point of accountability.

 

Do job sharers receive equal pay and benefits?

Yes, under the Part-Time Workers (Prevention of Less Favourable Treatment) Regulations 2000, job sharers must receive pay, benefits, and rights proportional to the hours they work.

 

How can employers ensure job sharing works smoothly?

Clear communication is essential. Employers should establish detailed contracts outlining responsibilities, hours, and handover processes. Regular reviews can ensure the arrangement continues to meet business needs.

 

Can job sharing lead to legal risks?

Failing to treat job sharers equally or accommodate their rights can result in discrimination claims. Employers must comply with employment laws and ensure fairness.

 

Is job sharing the same as part-time work?

No, job sharing involves two individuals working collaboratively to cover one full-time role, while part-time work refers to a single employee working reduced hours independently.

 

Glossary

 

Term	Definition
Job Sharing	A flexible working arrangement where two employees share the responsibilities and hours of a single full-time role.
Flexible Working	Employment practices that allow variations in working hours, location, or arrangements to suit both employee and employer needs.
Part-Time Workers Regulations	The Part-Time Workers (Prevention of Less Favourable Treatment) Regulations 2000 ensure part-time workers are treated fairly compared to full-time workers.
Handover Process	A structured procedure for transferring work, updates, or responsibilities between job sharers to ensure continuity.
Equal Treatment	The legal requirement to provide part-time or job-sharing employees with pay, benefits, and rights proportional to their working hours.
Work-Life Balance	The equilibrium between professional responsibilities and personal life, often enhanced through job sharing.
Collaboration	The act of working jointly between job sharers to achieve the goals and responsibilities of the shared role.
Employment Contract	A formal agreement outlining the terms and conditions of employment, including responsibilities and hours for job sharers.
Skill Set	The combination of abilities and expertise brought by each job sharer to the shared role.
Continuity	The seamless delivery of tasks and responsibilities ensured by job sharers covering a full-time role together.
Discrimination Claims	Legal actions taken by employees if they believe they have been treated unfairly due to part-time status or job-sharing arrangements.
Talent Pool	A group of potential employees with diverse skills and experiences that employers can access through job sharing.