Hybrid Working Policy

1. Purpose

Oxana operates as a hybrid company, combining remote work with time spent in our Sydney, Melbourne and Brisbane locations. This policy sets out how hybrid working operates at Oxana, the responsibilities of employees and managers, and how the arrangement complies with Australian workplace law, including the Fair Work Act 2009 (Cth) and the National Employment Standards (NES).

This policy supports our people to work in a way that balances individual flexibility with client service, team collaboration and business needs.

2. Scope

This policy applies to all permanent and fixed term employees of Oxana Pty Ltd (ABN 67 621 149 808). Contractors and consultants are covered where their engagement terms reference this policy. It does not form part of any employee's contract of employment and does not create a contractual entitlement. Oxana may vary this policy from time to time in accordance with clause 9.

3. Policy statement

Oxana supports a hybrid working model as our default way of working. Employees are expected to work from an approved Oxana location for a minimum number of days each week, with the remainder worked remotely, subject to role requirements, client obligations and manager approval.

Hybrid working is not a universal entitlement. Some roles, including those requiring regular on site client attendance, hands on technical work, or supervision of junior staff, may require a greater in office presence. Any variation to the default model must be agreed with the employee's manager and recorded in writing.

4. Standard hybrid arrangement

• Employees work a minimum of two days per week from their designated Oxana office (Sydney, Melbourne or Brisbane), with the remaining contracted days able to be worked remotely.
• Core collaboration hours are 9am to 5pm in the employee's local time zone, during which employees are expected to be contactable and available for meetings regardless of location.
• Team leads may nominate fixed in office anchor days to support project work, client meetings and onboarding of new staff.
• Remote work may be performed from any location within Australia. Working remotely from overseas requires prior written approval from People and Culture, having regard to tax, insurance, work rights and data security implications.
• Client facing roles must attend client sites or Oxana offices as required to meet contracted service levels, irrespective of the standard hybrid pattern.

5. Eligibility and requesting flexible working arrangements

All ongoing employees are eligible to participate in the hybrid working model from commencement, subject to the completion of any probationary or induction period specified in their employment contract.

Employees who meet the criteria under section 65 of the Fair Work Act 2009, including employees who are parents or carers of a child of school age or younger, carers under the Carer Recognition Act 2010, employees with a disability, employees aged 55 or over, employees experiencing family or domestic violence, or employees who provide care or support to a family or household member experiencing family or domestic violence, may request a formal flexible working arrangement that varies the standard hybrid pattern.

1. Requests must be made in writing to the employee's manager and People and Culture.
2. Oxana will respond in writing within 21 days, as required under the Fair Work Act.
3. A request may only be refused on reasonable business grounds, which will be explained in writing, and employees have access to the Fair Work Commission for dispute resolution where a request is refused.

6. Roles and responsibilities

Employees

• Meet the minimum in office attendance for their role and team.
• Maintain a safe and suitable home working environment in line with section 7.
• Remain contactable during core collaboration hours and standard working hours.
• Protect Oxana and client data in line with the Information Security and Acceptable Use Policy.
• Record their working location where required by their manager or timesheet system.

Managers

• Set clear expectations for in office attendance based on team and client needs.
• Approve or decline hybrid and remote work requests fairly and consistently.
• Monitor workload, wellbeing and performance regardless of where an employee is working.
• Escalate work health and safety concerns relating to home working arrangements to People and Culture.

7. Work health and safety

Oxana's obligations under the Work Health and Safety Act 2011 and corresponding state legislation extend to employees working remotely. Employees working from home share responsibility for maintaining a safe workspace.

• Employees must complete a home workspace self assessment checklist before working remotely on a regular basis, and annually thereafter.
• Any injury or incident that occurs while working remotely during working hours must be reported to a manager and People and Culture as soon as practicable, using the same process as an in office incident.
• Oxana will provide reasonable guidance on ergonomic setup but is not responsible for the structural safety of an employee's home.
• Employees experiencing psychosocial hazards, including isolation or excessive workload while working remotely, should raise these with their manager or People and Culture promptly.

8. Equipment, technology and information security

• Oxana will provide a laptop and any role specific equipment required to work remotely. Requests for additional equipment, such as monitors or ergonomic chairs, should be directed to People and Culture.
• Employees must connect to Oxana systems using company managed devices and approved multi factor authentication, in line with our Microsoft 365 security baseline.
• Confidential client and company information must not be accessed or stored on personal devices or unsecured networks.
• Video should be used for internal and client meetings where practicable to support team connection and professional presentation.

9. Review and variation

This policy will be reviewed annually, or earlier where required by changes to Australian workplace law or Oxana's operational needs. Oxana reserves the right to amend, suspend or withdraw this policy at any time, with reasonable notice provided to employees.

10. Related policies

• Information Security and Acceptable Use Policy
• Work Health and Safety Policy
• Leave and Flexible Working Policy
• Code of Conduct