Management Round Table: maternity leave

 Manager’s dilemma:

‘I have three senior members of staff who are about to go on maternity leave. I know at least two of them will want to return to work part-time. What is the best approach to filling their positions while they are off and juggling staffing in the longer term?’

 The management round table responds:

Sian Nisbett – Dizzy Ducks  

‘The good thing about pregnancy is that you generally have a long time (nine months!) to adapt to any planned changes and set in place proper measures to ensure that the workplace can continue successfully in the absence of your staff members.

I would suggest dealing with this issue as a matter of urgency though, as three senior staff members going on maternity leave at the same time will undoubtedly affect the running of the business.

Look within the business first. Are there other staff members who are ready to take a step up into a senior role to cover this maternity leave? This may be a great opportunity to spot undiscovered talent in your own organisation. If not, contact local recruitment agencies who may be able to help with maternity cover roles.

You say that you know that at least two of them will want to return to work part time. In my experience, it is pointless to try to second guess what any staff member will do after having a baby. As we all know, it is a life changing event and no one (not even the staff member usually!) can guess how they will feel after having the baby. Also, with maternity leave now being up to 52 weeks, any manner of things may have changed in this staff member’s life during that period, so it is really difficult to guess what they will or will not want to do with regards to coming back to work.

If two of them do decide that they want to put a request in for flexible working conditions on their return to work, consider the effects of their application on the business. My initial thought would be that there would be a great case there for them to job share one role, with one working mornings, the other working afternoons. Alternatively, one could do two days, the other three days.

There are a number of options that may work. This would mean that you were able to retain the talent that you have spent all that time nurturing and at the same time, be family friendly. Some nursery owners I know are dubious about part-time workers, but my experience has been that if you are flexible with staff who have children, you reap the rewards in the fact that they are loyal to you and your business.

Be careful not to agree to anything in the heat of the moment and take time to consider each flexible working application on its own merit. You are under no obligation to accept a proposal unless it sits well with the workings of the business. However, remember that the long term success of the nursery depends on the dedication of its staff - and those staff who have a happy work/life balance are, in my opinion, most likely to be the ones who give you 110 per cent back.’

David Wright, Paint Pots Pre-school and Nursery

‘Rather than viewing this situation as an HR headache, it can be a great opportunity for existing staff to take a temporary step up to more responsibility.

Longer term, with the prospect of staff returning part-time, there is the possibility of a job share alongside a more permanent opening for a senior position. Using the maternity leave as a trial period gives time for existing staff to demonstrate their capabilities or, if necessary, to bring in fresh skills and experience to enhance the team.

It is vital to maintain a strategic view of staffing, ensuring the recruitment, retention and growth of the right people, fitting the ethos of an organisation. It is never a good idea to make changes in haste or without consultation. Focusing on staff morale, development and being flexible are the keys to producing a win-win result for staff and setting.’ 

Carol Cooper, Coneygarth Farm Day Nursery   

‘Firstly, I would like to say that you cannot assume the staff will return to work even if they say they will.

Also they do not have the automatic right to change their contracted hours. If it does not fit in with your business plans then there are a limited number of set grounds upon which you can refuse their application to change their contract. However it is a legal duty to give their request serious consideration.

As regards staffing, your first consideration should be to promote a strong staff member within your setting to cover the senior role -  and move someone else up to fill that position. To bring staffing up to its required level across the nursery, an option could be to employ a couple of part-time or supply staff or, if you have an apprentice, they may be able to help out. It is difficult to get good staff to leave secure employment  and take on a maternity cover, although we have managed to do this on several occasions. It is definitely worth looking to see  ‘who is out there’ especially as somebody could be moving into the area and would be prepared to take on a maternity leave.’

Nathan Archer, Lincolnshire Montessori

‘When you fill the positions it is crucial that you only employ people initially on a temporary/fixed term basis to cover the maternity absences.

I appreciate two of them may wish to go part time when they return, however, until they confirm this for definite and notify you of this (which is likely to be once they have had the baby and have considered their options) you should only recruit temp cover during their absence from the business. Upon their return from maternity they are entitled to return to the same post on the same terms and conditions.

If they do wish to come back part time, then the best approach in this situation is to ask them to put this in writing. This would be a flexible working request and a procedure should be followed (especially if you are looking to refuse the request). Legislation states that employees have a statutory right to request flexible working (if they meet a number of qualifying criteria i.e. they must have been continuously employed for at least 26 weeks and the reason for their request is to care for a child or an adult in need of care). This does not mean that they have a statutory right to 'work' flexibly. However, you do have an obligation as the employer to show you have considered the request fairly. In this sense you must follow a formal procedure and you must base your decision on all the facts.’

If you do decide to grant flexible working, you may want to think about organising for job share, fewer, longer days or employment during the nursery's busiest days of the week as needed.’

Round Table Members: Sian Nisbett, director/owner Dizzy Ducks, Essex; Nathan Archer, development manager, Lincolnshire Montessori, Lincolnshire; Carol Cooper, co- owner, Coneygarth Farm Day Nursery, South Yorkshire; David Wright, owner, Paint Pots Pre-School and Nursery, Southampton