health and safety - procedures online · health and safety policy statement ... pics recognises the...

H&S Manual 2016 page 1 of 16 Date issued: November 2016

PICS

Health and Safety

Policy and

Arrangements


Contents

Policy Statement & Organisation Details .................................................................................... 3

Health and Safety Policy Statement ............................................................................................ 4

Health and Safety Responsibility Structure ................................................................................ 5

Health and Safety Responsibilities.............................................................................................. 5

Health and Safety Arrangements ................................................................................................. 8

Accidents, RIDDOR, Incidents and Near Misses ........................................................................ 9

Asbestos ....................................................................................................................................... 9

Control of Substances Hazardous to Health (COSHH) ............................................................ 10

Display Screen Equipment ......................................................................................................... 10

Driving at Work ........................................................................................................................... 11

Electricity at Work ...................................................................................................................... 11

Fire Safety ................................................................................................................................... 12

Lone Working and Personal Safety ........................................................................................... 13

Management of Contractors and Service Providers ................................................................ 13

Manual Handling ......................................................................................................................... 13

Risk Assessment ........................................................................................................................ 13

Training ....................................................................................................................................... 14

Vehicle Management & Maintenance ........................................................................................ 15

Violence and Aggression ........................................................................................................... 15

Welfare ........................................................................................................................................ 15

Work Equipment ......................................................................................................................... 15


Policy Statement &

Organisation

Details

Health and Safety Responsibilities


Health and Safety Policy Statement

It is the policy of Partnerships in Children’s services (hereafter referred to as “PICS”) to comply with the terms of the Health and Safety at Work etc. Act 1974, subsequent legislation and to provide and maintain a healthy and safe working environment. The health and safety objective of the Company is to minimise the number of instances of occupational accidents and illnesses and ultimately achieve an accident-free workplace.

All employees will be provided with such equipment, information, training and supervision as is necessary to implement the policy and achieve the above stated objective.

PICS recognises and accepts the duty to protect the health and safety of all visitors to its premises, including contractors and temporary workers, as well as any members of the public who might be affected by our operations.

While management will do all that is within its powers to ensure the health and safety of its staff, it is recognised that health and safety at work is the responsibility of every individual associated with PICS. It is the duty of each employee to take reasonable care of their own and other people's welfare and report any situation which may pose a threat to the well-being of any other person.

Management will provide every employee with the training necessary to carry out their tasks safely. However, if an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job then it is the employee's duty to report this to their supervisor or the person responsible for health and safety. An effective health and safety programme requires continuous communication between workers at all levels. It is therefore every worker's responsibility to report immediately any situation which could jeopardise the well being of him or herself or any other person.

PICS will make available such finances and resources as are deemed reasonable to implement this policy.

All injuries, however small, sustained by a person at work must be reported to the Company. Accident records are crucial to the effective monitoring and revision of the policy and must therefore be accurate and comprehensive.

PICS recognises the civil and moral need to ensure that all employees adhere to this Policy and will be prepared to invoke the disciplinary procedure in case of any deliberate disregard for this Policy.

This Policy will be continually monitored and updated, particularly when changes in the scale and nature of our operations occur. The Policy will be updated at least every 12 months. The specific arrangements for the implementation of the Policy and the personnel responsible are detailed in this policy document.

Date

Signed on behalf PICS



Health and Safety Responsibility Structure

CEO

Head of Property & Head of HR

Registered Appointed Manager Office

H&S Representative

Fire Wardens First Aiders



The following provides an overview of the duties and responsibilities of the following roles:

• Chief Executive Officer

• Director of Property

• Director of HR

• Appointed Registered Office Manager

• Health and Safety Coordinator

• Fire Warden

• First Aider

Chief Executive Officer

The Chief Executive Officer has overall responsibility for health and safety and in particular for:

• Ensuring that adequate resources are available to implement the health and safety policy.

• Ensuring health and safety performance is regularly reviewed at board level.

• Monitoring the effectiveness of the health and safety policy.

The Director of Property and Director of HR of the Company are responsible for:

• Supporting the Chief Executive Officer in the development and implementation of an

effective health and safety strategy.

• Allocating resources to implement the health and safety policy, achieve health and safety objectives, avoid personal injury and property damage so far as is reasonably practicable through a structured risk assessment.

• Ensuring that health and safety responsibilities are clearly communicated to employees.

Appointed Registered Office Manager

This is normally the most senior manager on site and is responsible for:

• Supporting the health and safety coordinator in order for them to carry out their duties (e.g

allowing them the time and resources to carry out their duties).

• Supporting the health and safety coordinator in implementing required health & safety

improvements.

• Acting as a point of local escalation for the health and safety coordinator for local issues.

• Escalating any significant health and safety issues to the CFO that require financial

commitment

• Ensuring that all members of their team are aware of their responsibilities and have received

appropriate training where necessary.

• Setting a good example on health and safety matters

Health and Safety Coordinator Duties

For their place of work:

• Ensure there are adequate First Aiders and Fire Wardens and advise the Appointed Registered Office Manager of any training requirements.

• Undertake local risk assessments:

o Undertake monthly ‘Risk Assessments.


o Complete ‘Expectant Mother Assessment’, to be completed prior to maternity

leave and one upon returning back to work. o Ensure actions from the Display

Screen Equipment (DSE) Assessments are completed and recorded.

• Ensuring the actions identified from the Audit and Fire Risk assessment are addressed

Ladder inspections (as required).

• Record any accidents and or injuries in the office – consult the Appointed Registered Office Manager and any other people with senior responsibility for Health and Safety on any major incidents as required.

• Maintain the Health and Safety Notice board in the office.

• Keep health and safety documentation for inspection purposes and legislative requirements.

• Assist with any external inspections or investigations from either The Health and Safety Executive,

or the Local Environmental Health Department, or Fire Enforcement Officer.

Full training and checklists are provided by the company.

Fire Warden Duties

• Ensure everyone evacuates in an Emergency via the nearest Fire Exit.

• Sweep and Search of their appointed area.

• Ensure escape routes are kept clear at all times and fire doors are closed.

• Check the extinguishers are where they are supposed to be and have not been tampered with.

• Assist the coordinator with Weekly Fire Bell Tests, monthly Emergency light tests and six monthly

fire drills.

First Aider Duties

Ensuring First Aid kits are well stocked and maintained.

• Ensuring accidents are recorded within The Accident Book.

• Completing the accident report forms in the accident book and passing on to the coordinator.

Designated Competent Person

EDP is the company nominated to work for PICS. As their health and safety consultants they will be

the primary source of health and safety advice for the company.

Health and Safety Committee

The health and safety committee will provide an opportunity for representatives to confer with senior management on health and safety issues. Typical, the topics covered by the committee are to:

• Identify and prioritise safety issues

• Identify training requirements for employees

• Review safety records including accidents and incidents

• Review the implications of any changes in Health and safety Legislation.


Health and Safety

Arrangements


Accidents, RIDDOR, Incidents and Near Misses

Introduction

When an accident or injury occurs in the workplace, we all have a legal and moral duty to record the

incident.

The definitions are:

Accident “An unplanned or unexpected event, which causes injury to persons,

damage to property or a combination of both”.

Near Miss “An unplanned event that does not cause injury or damage, but could

have done so”.

Dangerous

Occurrence

“An unplanned incident that may not have caused a notifiable injury

under RIDDOR but it had the potential to do so and must therefore be

reported to the enforcing authority”.

It is recognised by the Company that injury or damage does not have to occur for an event to be

classed as an accident.

The Accident Reporting and First Aid Procedures will help in reducing incidents in the workplace,

ensure legal compliance, and reduce the risk of repetition.

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)

The Regulations impose the duties on employers to report to the Incident Reporting Centre at

Caerphilly all specified work related injuries, diseases and dangerous occurrences. It applies to all

work activities.

First Aid

The Company will ensure that appropriate first aid arrangements are in place for our staff and any

visitors to our premises. This includes providing sufficiently trained employees for our business

needs and maintaining an adequate supply of first aid equipment. It also involves providing enough

information to staff to enable first aid assistance to be sought during normal working hours. Where

work is regularly undertaken outside these hours, then adequate first aid cover will be provided.

Asbestos

Asbestos is the collective name for a group of fibrous minerals which are mechanically strong and

resistant to heat and chemicals. Asbestos has been used in a wide range of applications in the past

because of its excellent thermal insulation, fireproofing and other physical and chemical properties.

Inhaling asbestos fibres can lead to asbestos related diseases - these are mainly cancers of the

lungs and chest. Asbestos does no harm provided it is in good condition and remains undisturbed.

However, when it is disturbed or damaged it can release fibres into the air, which when inhaled can

become a danger to human health.


The Control of Asbestos at Work Regulations (CAW) requires the Company to carry out a risk

assessment on work with or near asbestos materials or any material suspected as, or likely to

contain, asbestos.

Control of Substances Hazardous to Health (COSHH)

The Control of Substances Hazardous to Health Regulations aim to control the exposure of

employees to hazardous substances encountered at work, therefore requiring employers to assess

the risks from hazardous substances and take appropriate precautions.

COSHH was introduced to produce a systematic means of information on health and hazards to

workers and to also place a general responsibility on employers to do all that is 'reasonably

practicable' to ensure the health and safety of employees. To meet these regulations the Company

will:

1. Identify which substances are used in the everyday operation of the buildings.

2. Establish how each substance is used, the work practices and the method of handling, storing,

etc.

3. Assess the exposure and risk to health of employees that may be affected by the process,

either from one exposure, short-term or long-term exposure.

4. Agree upon the action required to reduce the exposure where an assessment indicates an

unacceptable exposure or risk. Suggestions are:

• to remove the substance from use;

• make changes to work practice;

• to use a less hazardous substance;

• to use a less hazardous form of the same substance;

• to improve the environment by possible ventilation or exhaust extraction; to

introduce control measures.

5. Complete the initial assessment and assessment reports. These must be retained on site for

viewing by the Environmental Health Officer/Health and Safety Executive.

Where it is appropriate for the protection of the health of employees who are, or are liable to be,

exposed to a substance hazardous to health, the Company will ensure that such employees are

under suitable health surveillance.

The Company will ensure that employees are trained in the use of hazardous substances.

Display Screen Equipment

The Company will meet its obligation within the Health and Safety (Display Screen Equipment)

Regulations (DSE) by assessing health and safety risks, providing employees with suitable working

conditions for working on display screen equipment and to provide appropriate information and

training.


Driving at Work

The company will ensure that all vehicles, both company supplied or private vehicles used on

company business will be legally compliant with the Road Traffic Act and that all drivers are suitably

licenced and legally able to drive on the public road. The Company will also ensure:

• That Suitable risk assessments have been carried out for Driving at Work and communicated

to staff

• That all vehicles are regularly checked for wear and tear by written inspection

• That all vehicles are suitably taxed, have an MOT and are adequately insured

• That any children driven in company vehicles or private vehicles driven on company business

are seated in the back and use the seatbelts

• That a suitable and sufficient policy and procedures document is produced and issued to all

staff who drive on company business

Electricity at Work

Employees, unless adequately trained, will under no circumstances attempt to install or repair

sockets, plugs and tools or interfere with plant, appliances or electrical installations. These jobs will

be undertaken by an authorised and competent person, either employed by the Company or by

contractors, agents or manufacturers called to the building.

Guidelines and Precautions

The Electricity at Work Regulations were introduced to ensure that precautions are taken against

risk or death or personal injury from electricity in work activities. All electrical work undertaken will

conform to these Regulations.

Within the Regulations are specific guidelines for the requirement of suitable 'hardware', i.e. the

components used to make up electrical systems and also for safe systems of work. Furthermore, the

Regulations impose general requirements to ensure that all electrical systems are, first, of such

construction and, second, are maintained so as to prevent danger.

The Company will ensure, through planned preventative maintenance, that:

mains supplies are inspected and checked for breaks, clean and tight connections and loading;

plant and equipment is maintained according to the manufacturers and installers guidelines;

appropriate warning and safety signs will be posted alongside plant, equipment or supplies.

In view of the dangers represented by electricity it is extremely important that electrical work, other

than small tasks such as the changing of light bulbs, is undertaken only by those with the expertise

(in the form of technical knowledge, experience, skills and competence) to do so, in all aspects of

the job or task. Such work is often assigned to contract electrical engineers, and work must conform

to the Regulations in every respect.

Portable Appliance Testing (PAT)

The Company is required by law to test every portable appliance in use. The term 'portable appliance'

is deemed as being an appliance or equipment that can be readily disconnected from the system,

typically via a 13-amp plug top. Many items which fall within this classification, e.g. appliances,


kitchen equipment, DSE, photocopiers, etc., and the items, their leads and plugs will be tested on

an annual basis by a competent person using approved testing equipment.

Fire Safety

The Company will conduct and maintain a fire risk assessment to assist in meeting its obligations

under the statutory requirements as specified under:

• The Management of Health and Safety at Work Regulations 1999

• The Regulatory Reform (Fire Safety) Order 2005

These obligations are of particular relevance at the time of any consultation with the Fire Authority

on subjects that were originally contained within the fire certificate. The Company’s insurer will

require a suitable and sufficient risk assessment to be undertaken.

The fire risk assessment will focus on:

• Identifying potential fire hazards

• Identifying who could be at risk in the event of a fire.

• Evaluating the level of risk from the fire hazards and deciding how effective are the existing

controls to eliminate, control or avoid the fire hazards (control measures include: fire safety

emergency plan, fire detection and warning systems, means of escape, means of fighting fire,

fire safety training and fire prevention measures).

• What needs to be done to mitigate the risk.

• Recording the assessment and communicating information to persons at risk.

• Confirming that an appropriate process is in place to review and monitor the control measures.

The Company will also ensure that:

• All fire call points are identified and weekly call point tests (different call point every week)

undertaken and recorded.

• Adequate and suitable fire extinguishing appliances are provided and maintained.

• Suitable means of fire detection and signalling of the presence of fire is provided and maintained.

• Adequate means of escape are provided and maintained.

• Suitable signs designating fire fighting equipment and means of escape are provided and

maintained.

• A fire logbook is provided and maintained.

• Fire training is provided to employees.

• Evacuation drills are undertaken at all of the Company’s premises at least twice a year and the

results recorded.

• Suitable fire procedures are published in respect of:

Action to be taken on discovering a fire.

Action to be taken on hearing the alarm.

Responsibility of key personnel in the event of a fire.

The Company will liaise with local Fire Authorities regarding any changes likely to affect the means of escape at the planning stage.


Lone Working and Personal Safety

It is the policy of PICS that staff who work by themselves without close or direct supervision or those

who have to visit other premises, should make sure their colleagues or manager know where they

are going and when they will be back and should record their visit in their diary.

It is the policy of PICS to advise staff who work by themselves without close or direct supervision or

those who have to visit other premises to take a mobile phone with them.

Specific lone working and personal safety procedures will be developed for specific lone working or identified high risk activities.

Management of Contractors and Service Providers

The Company shall ensure that only contractors and service providers who are assessed to be

competent will be engaged to carry out work for the Company.

All contractors will be given access to our health and safety policy or have it issued to them where necessary. Contractors shall be expected to provide evidence of their Risk Assessments for activities they carry out and, where necessary, provide suitable written Method Statements in a timely manner and ensure that their employees are familiarised with this information.

Manual Handling

The Company will ensure, so far as is reasonably practicable, that all hazards arising from manual

handling activities are eliminated where possible and where it is not the risk will be reduced to a

minimum.

Employees are required to report any health problems which may affect their ability to lift safely, and

to co-operate with the Company.

The Company will provide manual handling training to employees whose tasks include an element

of manual handling. Upon identification, they may also complete manual handling assessments for

each of these tasks. These will be reviewed regularly or when any of the tasks identified change

significantly.

Risk Assessment

The Company will complete risk assessments to ensure that all hazards to be found in the workplace

and work operations are either eliminated or remedial actions implemented to reduce the level of

potential harm to a minimum. Following the risk assessment, where required safe working

procedures will be written and provided to all appropriate personnel. In assessing the risks in the

workplace, the Company will follow the Health and Safety Executive’s 5-step approach

(http://www.hse.gov.uk/pubns/indg163.pdf):

http://www.hse.gov.uk/pubns/indg163.pdf




• identify the hazards;

• decide who might be harmed and how;

• evaluate the risks and decide on precautions

• record the findings and implement them; review the assessment and if necessary, revise it.

Training

The Company will arrange safety training for employees and will identify any special requirements

of training for those employees whose duties involve some particular safety or environmental

requirement.

All new employees will undergo general and specific (to their intended work area) induction training.

It is the responsibility of the department supervisory staff to see that each new or relocated employee

understands all of the safety requirements of his/her job and work area.

New employees will be provided with a ‘Health and Safety Induction Checklist’ which contains the

necessary information with regard to fire wardens, first aiders, etc.

Training Procedure

The Company has compiled a Health and Safety Training Plan that identifies the training needs of

all personnel, based on job description, responsibilities and any relevant health and safety risks and

environmental aspects associated with their work or environment.

Induction

All staff will receive health and safety awareness training at induction. For some members of staff,

information provided at induction will be sufficient, e.g.:

• general safety awareness

• fire safety

• evacuation procedures

• reporting of accidents/incidents

• COSHH

• DSE

• manual handling

• PPE

• risk assessment

• etc.

This information is contained within the HR handbook and departmental training strategy documents.

Additional training is necessary where there are significant health and safety risks. Staff working in

these risk areas will therefore undergo additional training / briefings to lessen risk and maintain

legislative compliance.

Senior management also requires awareness of strategic issues associated with health and safety

management and its contribution to overall business performance, thereby gaining commitment to

successful implementation of the Health and Safety Policy.


Vehicle Management & Maintenance

The company shall ensure that all vehicles, both company issued and private vehicles used for

company business will be properly maintained and be complaint with the Road Traffic Act. All

vehicles will:

• Have a current and legal MOT test

• Be subject to all manufacturers recommendations for servicing and maintenance

• Be subject to a weekly written check as laid out in the Driving for Work policy

• Be subject to a visual inspection as laid out in the Driving for Work policy every day before

use

• Have all defects promptly reported and repaired before being used on company business

Violence and Aggression

The company recognises that exposure to physical and verbal violence is a possible risk to staff. The

company will ensure that:

• It creates and maintains a safe working environment for all employees, which is so far as is

reasonably practicable, free from the threat of violence.

• It provides support to employees involved in violent incident

• All risk of violence are identified by suitable risk assessments and any recommendations are

implemented

• It that all incidents of violence/aggression are recorded, investigated and reported and any

improvements to staff safety identified are implemented

• All staff at risk of violence re trained in suitable techniques, both physical and psychological,

to help deal with such incidents

Welfare

The company recognises its responsibilities for staff welfare and shall ensure that it

• Creates a safer workplace focusing on areas such as a safe means of access, prevention of

falls, provision of sanitary and washing facilities, drinking water and temperature.

• Periodic general inspections of the workplace should be undertaken by a responsible

employee

• Prevents smoking on company premises or in company vehicles, including private owned

vehicles

• Provides a suitable stress management policy for all employees.

Work Equipment

The Company shall ensure that equipment used at work does not result in health and safety risks

regardless of its age, condition or origin.

The Company is required by law under the Provision and Use of Work Equipment Regulations

(PUWER) to ensure that all work equipment provided for use is suitable for the intended use; safe


for use, maintained in a safe condition and, in certain circumstances, inspected to ensure this

remains the case; used only by people who have received adequate information, instruction and

training; and has suitable safety measures such as protective devices, markings and warnings.

health and safety - procedures online · health and safety policy statement ... pics recognises the...

Documents