Here at the Co-op, we sometimes have colleagues who have two (or more) different roles with us. For example, we know that many of our Member Pioneers also have other jobs with the Co-op. In these situations colleagues have separate employment contracts for each role and it’s important that everyone understands how this works.
Just so everyone’s clear, we’re not talking about where a colleague has a separate job with another employer – just where they have more than one job where the Co-op is their employer.
Most of the time, the different contracts for the different roles will need to be managed separately. So things like pay, holidays, sick pay, start date and other terms and conditions will most likely be different for each role. You could even have separate pension contributions in the different roles.
But there are some times where things need to be joined up – thinking about the colleague as one person, rather than doing separate roles. This will apply to things like combined earnings for tax or benefit purposes and for monitoring working time.
Colleagues will also have separate employment records on our HR system for each role they have. It’s important we know if a colleague has more than one role, and managers will need to think about this when they’re managing some situations.
Colleagues with more than one Co-op job
If you want to take on an additional role in the Co-op, you’ll need to agree this with your manager before taking on the additional role, just to make sure it can work for everyone. Working Time Regulations mean that you can’t normally work an average of more than 48 hours per week, so you need to think about this too.
If you already have more than one Co-op job and you either move roles, or want to take on another one, you’ll also need to talk to your managers and agree whether this will be possible.
You’ll probably have different start dates for your different roles and have separate pay slips for each one. When you’re booking holidays, reporting absence or doing anything else connected to your roles at the Co-op, you’ll need to do this separately for each role you’ve got with us. So, if you have a fit note signing you off sick, you’ll need to send a copy to each of your managers to make sure you receive the sick pay you’re entitled to for each role.
If you work in roles where you’ve got performance goals and assessments, we’ll manage these separately for each role. If you have any disciplinary issues in one role then these will be dealt with in that role, and won’t normally be considered in any other roles. There may be a few exceptions to this - cases of gross misconduct for example - where we’ll have to consider the seriousness of the issue and whether this means the Co-op will no longer be able to employ you in any role at all.
There are some instances where your earnings have to be combined, for example when we’re calculating your eligibility for statutory payments such as statutory sick pay, statutory maternity pay and any other family friendly leave and pay. In these situations we have to choose just one start date to use for all of your roles with us. We can’t separate your employments with us, so we’ll use the earliest start date you have and the earliest date you return from leave as the triggers for payments.
There are also certain situations when it’s best that just one of your managers deals with things, because it’s about you as a person rather than the separate roles. This would include things such as maternity leave, long-term sickness absence and eligibility to work in the UK. In these cases it would normally be the manager in your primary role – the one where you have the highest number of contracted hours – who will handle things, and they’ll talk to you about whether they need to share anything with your other manager.
Managers of colleagues with more than one Co-op job
If one of your team wants to take up an additional role within the Co-op, encourage them to do so as long as it wouldn’t have any negative impact on their existing role.
If you’re concerned about things such as a clash of working hours, a reduction in flexibility where hours are not fixed or a concern over the capacity of the colleague to take on the additional work, you should discuss this with them to make sure it can work for everyone. Working Time Regulations mean colleagues can’t normally work an average of more than 48 hours per week, so you need to think about this too.
It’s important you know which colleagues in your team have another role within the Co-op, as there could be things in their other role that impact their role with you. The colleague should tell you if they have another role, but as it might not be obvious from our HR system, you should always ask them yourself to make sure.
Other than that, just manage these colleagues in the same way as anyone else in your team.
Most of the time there will be no need to even consider that they have another role in the Co-op. But if there’s something that could impact on their other role, such as a serious disciplinary or grievance issue, you should speak to ER Services for advice.
There will also be certain situations when it’s best that just one manager deals with a colleague who has more than one Co-op job, because it’s about them as an individual rather than their role. This would include things such as maternity leave, long-term sickness absence and eligibility to work in the UK.
In these situations it would normally be the manager of the colleague’s primary role – the one where they have the highest number of contracted hours – who will deal with things. If that’s you, you’ll need to think about whether there’s anything you need to share with the colleague’s other manager and make sure you tell the colleague if you do need to do this.
In these cases its best to speak to ER Services if there’s something that affects the colleague’s other role and they’ll make sure the right action is taken.
If you need further support
If you have any further questions about having more than one job at the Co-op, please speak to your manager or contact HR Services for advice.
If managers need advice about disciplinary or grievance issues that could impact another role the colleague has in the Co-op, they should contact ER Services for advice.